Texas State Library and Archives Commission


Records Management Subcommittee


Sunday, June 6, 2010


Minutes

The Texas State Library and Archives Commission (TSLAC) Records Management Subcommittee met on Sunday, June 6, 2010, at 3:00 p.m., at the State Records Center, 4400 Shoal Creek Boulevard, Austin, Texas.


Subcommittee Present:
Martha Doty Freeman, chairman


Michael C. Waters


Larry G. Holt
Commissioners Present:
Sandra Pickett, commission chairman
Commissioners Absent:
Scott McAfee


Sharon T. Carr


Sally Reynolds

Committee Chairman Freeman called the meeting to order. At this point in the meeting, Commissioner Waters had not yet arrived.

1. Review and comment on the staff proposal for the following local government records retention schedules: Records of Justice and Municipal Courts (LC), Records of Public Safety Agencies (PS), Records of Public Works and Services (PW) and Records Common to All Local Governments (GR).

Commissioner Holt moved to recommend approval to accept the Records of Justice and Municipal Courts (LC) to the full commission. Chairman Freeman seconded. Motion passed.

At this point in the meeting, Commissioner Waters joined the meeting.

After discussion and questions of staff, Commissioner Holt move to accept Records of Public Safety Agencies (PS) pending inquiries to be made by staff and changes as directed by the committee to the schedule. Commissioner Waters seconded. Motion passed.

The subcommittee then took up the retention schedule for Records of Public Works and Services (PW) and after discussion, questions of staff and recommendations for changes, Commissioner Waters moved to accept the schedule pending inquiries to be made by staff and changes to be made as directed by the subcommittee. Commissioner Holt seconded. Motion passed.

Chairman Freeman then brought up the retention schedule for Records Common to All Local Governments (GR) and made recommendations for changes. Commissioner Holt moved to accept the schedule with the recommended changes and pending an inquiry to be made by staff. Commissioner Waters seconded. Motion passed.

2. Review and comment on adopting amended rule 13 TAC 7.125 regarding the following local government records retention schedules: SD (Records of Public School Districts), JC (Records of Public Junior Colleges), CC (Records of County Clerks), and DC (Records of District Clerks).

Chairman Freeman took up the records retention schedule for Records of Public School Districts (SD) and Records of Public Junior Colleges (JC). There being no comments on these schedules, Chairman Freeman will make recommendation for approval of these schedules to the full commission.

Chairman Freeman then took up the schedule for Records of County Clerks (CC) noting that previous changes she had recommended to the schedule had not been made. Commissioner Waters moved to accept the schedule with Chairman Freeman's recommended changes. Commissioner Holt seconded. Motion passed.

Chairman Freeman then took up the schedule for Records of District Clerks (DC) noting that previous changes she had recommended to the schedule had not been made. Commissioner Holt moved to accept the schedule with Chairman Freeman's recommended changes. Commissioner Waters seconded. Motion passed.

3. Prepare recommendations to present to the full commission.

Chairman Freeman thanked the committee and staff for their participation and work and stated she looks forward to receiving the updated schedules to present to the full commission at the meeting, Monday, June 7, 2010.

There being no further business before the subcommittee, Chairman Freeman adjourned the meeting at 6:01 p.m.

Submitted by,

Martha Doty Freeman


Chairman


Page last modified: June 8, 2011