Records Retention

Records Retention Contact Information

If you have any questions you can:

  1. You can Submit a Question online
  2. Contact Marie Nowak, (512) 464-6991

Important Notice:

Note: for student records contact the campus attended.

Records Retention

Find out how long to keep campus and departmental records by accessing the district’s Record Control Schedule at the above tabbed element.

Standards and Procedures

If you are a department who is permitted to send records to the Records Storage Center, please see the following procedures:

How do I destroy records?

  1. Check the records wanting to be destroyed against the control schedule.
  2. A log of each record being destroyed should be maintained. This log is usually called a record disposition log. See example: Record Disposition Log
  3. Complete and print the form. The principal or department supervisor should sign for permission to destroy.
  4. Records to be destroyed should be packed in boxes no larger than a copy paper box.
  5. Call CentexShred at (512) 692-4359 and arrange to have the boxes picked up. You should have 10 or more boxes before calling CentexShred.
  6. The Record Disposition Log is a permanent record and must stored in a safe place. This log documents that the records were destroyed according to the information in the record control schedule.
  7. Record destruction should be done often and at the very least annually.

Why Do We Care About Records Retention

The following is a quote from the Texas State Library and Archives Commission Retention Schedules:

“Destruction of local government records contrary to the provisions of the Local Government Records Act of 1989 and administrative rules adopted under it, including this schedule, is a Class A misdemeanor and, under certain circumstances, a third degree felony (Penal Code, Section 37.10). Anyone destroying local government records without legal authorization may also be subject to criminal penalties and fines under the Public Information Act (Government Code, Chapter 553).”

Additional Information

DOCUMENT DESTRUCTION SERVICE
Vendor: CentexShred
Phone: (512) 692-4359

Contract Info

Please contact the vendor directly. Note that payment of service is the responsibility of the campus/department. Please include the the contract number on all purchase orders and procurement card purchases.

Staff Directory

Marie Nowak
Records Retention
Coordinator: Textbooks, Instructional Media & Records Retention

Convenience Copy

An unofficial copy of a record and is maintained for ease of access and reference. A convenience copy has no retention period and can be destroyed at any time.

Custodian

The person that is charge of an office that creates or receives records.

Essential Record

Is any record necessary for the resumption or continuation of RRISD operations in an emergency or disaster, to the recreation of the legal and financial status of RRISD, or to the protection and fulfillment of obligations to the people of the school district.

Inactive Records

Records that must be maintained for a mandatory retention period but which are no longer needed in active office space. Typical inactive records are accessed at a rate of less than 1 search per file drawer per year while semi-active records are accessed at a rate of less than 1 search per file drawer per month.

Record

Any document, paper, letter, book, map, photograph, sound or video recording, microfilm, magnetic tape, electronic medium, or other information recording medium, regardless of physical form or characteristic and regardless of whether public access to it is open or restricted under the laws of the state, created or received by RRISD. The term does not include:

  1. Extra identical copies of documents created only for convenience of reference or research;
  2. Notes, journals, diaries, and similar documents created by employees for the employee’s personal convenience;
  3. Blank forms;
  4. Stocks of publications;
  5. Library and museum material acquired solely for the purposes of reference or display;
  6. Copies of documents in any media furnished to members of the public to which they are entitled;

Permanent Record

Is any RRISD record for which the retention period on a records retention schedule is given as permanent.

Records Control Schedule

A document prepared by or under the authority of the records management officer listing the records maintained by RRISD, their retention periods, and other records disposition information that the records management program my require.

Records Management

Is the application of management techniques to the creation, use, maintenance, retention, preservation, and disposal of records for the purposes of reducing the costs and improving the efficiency of recordkeeping. The term includes the development of records control schedules, the management of filing and information retrieval systems, the protection of essential and permanent records, the economical and space-effective storage of inactive records, control over the creation and distribution of forms, reports, and correspondence, and the management of micrographics and electronic and other records storage systems.

Records Retention Schedule

Is a document issued by the Texas State Library and Archives Commission under authority of Subchapter J, Chapter 441, government Code, establishing mandatory retention periods for RRISD.

Records Storage Center

A low cost, high density facility designed to provide storage and control for inactive records.

Retention Period

Is the minimum time that must pass after the creation, recording, or receipt of a record, or the fulfillment of certain actions associated with a record, before it is eligible for destruction.

Records Retention Frequently Asked Questions

What is records management?

Records management is the management of a record during its entire life cycle. The life cycle of a record begins when it is created and ends at its final disposition whether that be destruction of the record or the transfer of the record to archive.

What does records management have to do with me?

All departments and campuses have a responsibility to preserve and protect all records that are under its control. The best way to do this is to understand the kinds of records that your department or campus creates and maintains and actively manage them. Each department or campus also has the responsibility to follow the polices and procedures of good records management as set out in this website.

What are the benefits of a records management program?

Records Management frees up physical storage space such as file cabinets, storerooms or frees up server space and allows departments to dispose of unneeded records with confidence. Proper records management reduces the volume of records that must be searched when responding to audits, requests for public information, subpoenas, and other administrative requirements. It also ensures compliance with federal and state records management laws, policies, and rules.

Are some documents not considered official RRISD records?

Extra copies or duplicate copies (referred to as convenience copies) maintained only for reference, a stock of publications or blank forms, catalogs or trade journals are not considered official state records.

What is the difference between a official record and a convenience copy?

Every record is either an official record or a convenience copy. The official record is retained as the original, and subject to RRISD’s record control schedule requirements and disposition policies. Official records may be retained in any medium or format. Scanned images may be retained as the official, and the original can then be destroyed or managed as a convenience copy.

Convenience copies are all other copies of the record created for convenience, reference, or research. Convenience copies may be destroyed at any time and are not subject to RRISD record control schedule requirements or disposition policy. Convenience copies that contain confidential information must be destroyed in a manner that preserves confidentiality.

An example of a convenience record would be a copy of a purchase order kept by a department or campus. The official purchase order record is kept by the purchasing department and is the owner of the purchase order record.

CAUTION: A convenience copy retained AFTER the official copy is destroyed becomes the official record, subject to legal discovery and RRISD disposition policy. The recommended practice is to destroy convenience copies prior to or at the time of the official record.

How do I go about storing records in the RRISD record storage center?

There are procedures you must follow if you are storing records in the RRISD record storage center. These procedures can be found at Record Retention Storage Procedure.

Follow these steps:

  1. Records that are permitted to be stored in the records storage center are marked with an “A” in the Archival column of the record control schedule.
  2. Fill out the Request to Transfer Records form and submit the form to the records storage people.
  3. Pack the records in the approved boxes and number the boxes
  4. Attach a Record Retention Label to one end of the box
  5. Upon approval, open a work order to have the boxes sent to textbooks (Record Storage Center) department.
  6. Once the boxes have been moved to storage, you will receive an e-mail which a list of the boxes and their location

Is e-mail a code on the Records Control Schedule?

E-mail should be regarded as a format of a record and categorized by its content. Just as written correspondence is classified as general, administrative, or transitory, depending on the content of the correspondence, e-mail generally falls into one of these same three categories. E-mail may by retained as an electronic file or printed and managed in a hard copy or both. Every RRISD e-mail message has a default retention period of four months and will automatically be deleted after the retention period has been reached. Any e-mail that has a retention period longer than four month needs to be saved in order to prevent the automatic deletion.

What is transitory information?

The Texas State Library and Archives Commission’s Retention Schedule defines transitory information as: Records of temporary usefulness that are not an integral part of a records series of RRISD, that are not regularly filed within RRISD’s record keeping system, and that are required only for a limited period of time for the completion of an action by an official or employee of RRISD or in the preparation of an ongoing records series. Transitory records are not essential to the fulfillment of statutory obligations or to the documentation of RRISD functions. Examples of transitory information which can be in any medium (voice mail, fax, email, hard copy, etc.) are routine messages; internal meeting notices; routing slips; incoming letters or memoranda of transmittal that add nothing of substance to enclosures; and similar routine information used for communication, but not for the documentation, of a specific RRISD transaction.

CAUTION: Before designating any record as transitory ensure that it is not listed as part of another records series in the RRISD Record Control Schedule. Records designated as transitory do not require authorization for disposal but departments and campuses should establish procedures governing disposal of these records as part of their departmental or campus records management plan.

In the Records Control Schedule, what do the codes CE, FE, FE+3, and AC mean?

CE means “Calendar Year End” (end date of 12/31/xx)FE means “Fiscal Year End” (end date of 6/30/xx) FE+3 means “Fiscal Year End plus 3 years” AC means “After Close” which should always be defined in the Schedule, because it changes. It may mean after the project is complete, after the employee is terminated, after completion of audit, etc. AC could fall at any time throughout the year, whereas FE and CE refer to the end dates listed above.

What if I do not see the document I am looking for on the official RRISD Records Retention Schedule?

Any questions on records retention can be directed to the Records Management Officer for RRISD.

Does the RRISD pay for shredding documents that have met or exceeded the retention date?

Each department is responsible for creating a purchase order to have their records shredded by the approved RRISD vendor. Records that are being stored at the records storage center will be taken care of when the records have reached their retention period. The approved RRISD shredder vendor is:

Central Texas Secure Shredding
16805 Radholme Ct.
Round Rock, TX 78664(512) 670-2900

CAUTION: Section 202.002, Local Government Code, forbids the destruction of RRISD records at the expiration of its retention period if the subject matter of the record is known to be in litigation or if the record is subject to a pending request for disclosure under the Public Information Act. In addition, a record may not be destroyed if there is an outstanding request to inspect and review the record under the federal Family Educational Rights and Privacy Act (FERPA)or if the record is subject to a pending audit by a federal or state grantor or subgrantor agency or if questions remain unresolved from a conducted audit unit audit finds are resolved.

The Government Code, Section 441.158, provides that the Texas State Library and Archives Commission shall issue records retention schedules for each type of local government. RRISD has adopted the following Texas Library and Archives Commission record retention schedules:

  • Schedule SD – Retention Schedule for Records of Public School Districts
  • Schedule GR – Retention Schedule for Records Common to All Local Government
  • Schedule TX – Retention Schedule for Records of Property Taxation
  • Schedule EL – Retention Schedule for Records of Elections and Voter Registration

The following record control schedules contain information pertinent to RRISD and will make it easier to locate record retention information:

  • SD Campus Schedule. This schedule also contains information for the following departments:
  • Food Service
  • Transportation
  • Textbooks
  • Library

School campuses will use both schedules. The Record Control Schedule for Administrative covers a wide range of records that are also used at the campus level.

The official state record retention schedules are provided by the Texas State Library and Archive Commission and should be used any time there is a question about a record. Any record retention issue should be sent to the district’s record retention specialist or the district’s Records Management Officer.

The Local Government Records Act of 1999, Section 203.023, defines the duties of the Records Management Officer. The records management officer shall:

  1. assist in establishing and developing policies and procedures for a records management program;
  2. administer the records management program and provide assistance to custodians for the purposes of reducing the costs and improving the efficiency of recordkeeping;
  3. in cooperation with the custians of the records:
  4. in cooperation with custodians, identify and take adequate steps to preserve RRISD records that are of permanent value;
  5. in cooperation with custodians, identify and take adequate steps to protect essential RRISD records;
  6. in cooperation with custodians, ensure that the maintenance, preservation, microfilming, destruction, or other disposition of records is carried out in accordance with the policies and procedures of RRISD’s records management program and the requirements of this subtitle and rules adopted under it;
  7. disseminate to the school district and custodians information concerning state laws, administrative rules, and the policies of the RRISD’s records; and
  8. in cooperation with custodians, establish procedures to ensure that the handling of records in any context of the records management program by the records management officer or those under the officer’s authority is carried out with due regard for: