Texas State Library and Archives Commission


Records Management Committee


Tuesday, February 15, 2011


Minutes

The Texas State Library and Archives Commission Records Management Committee met on Tuesday, February 15, 2011 at 8:30 a.m. in the Lorenzo de Zavala State Archives and Library Building, 1201 Brazos Street, Austin, Texas.


Committee Present:
Martha Doty Freeman, chairman


Michael C. Waters


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


Sharon T. Carr


Sally Reynolds
Staff Present:
Peggy Rudd, director and librarian


Edward Seidenberg, assistant state librarian


Jan Ferrari, director, State and Local Records Management


Sarah Jacobson, government information analyst


Michael Reagor, government information analyst


Tracy Kuhn Lash, executive assistant

Committee Chairman Freeman called the meeting to order at 8:42 a.m.

1. Review and comment on the staff proposal for the following local government records retention schedules: CC (County Clerk), DC (District Clerk), EL (Elections and Voter Registration), GR (Common to All Local Governments), HR (Public Health Agencies), LC (Justice Municipal Courts), PS (Public Safety Agencies), PW (Public Works and Other Government Services), TX (Property Taxation), and UT (Utility Services).

The committee reviewed comments received concerning proposed amendments to the 10 local government schedules and after discussion, Commissioner Holt moved to approve local government records retention schedules for EL (Elections and Voter Registration), GR (Common to All Local Governments, HR (Public Health Agencies), UT (Utility Services), TX (Property Taxation) and UT (Utility Services). He moved to table local government records retention schedules CC (County Clerk), DC (District Clerk), LC (Justice and Municipal Courts) and PS (Public Safety Agencies) to allow the committee time to review changes having to do with juvenile records within those schedules. Commissioner Waters seconded. Motion passed.

2. Discuss issues regarding Local Schedule SD: Records of Public School Districts, 2nd Edition.

Chairman Freeman asked the committee to consider a request from the Dallas County School District to reconsider Record Number SD 3500-09a. The commission had approved the amended schedule in February 2010 but the school district did not participate in the review and comment period. The commission received a letter from the school district requesting reconsideration of the item claiming it places a heavy financial burden on the school district. Committee members asked staff to follow-up with the school district and conduct a more comprehensive analysis of the school district�s issues and report back to the committee.

3. Prepare recommendations to present to the full commission.

Chairman Freeman noted she would report to the full commission on action taken under Agenda Item 1 and request action on Agenda Item 2 from staff.

Chairman Freeman adjourned the meeting at 10:30 a.m.

Submitted by,

Martha Doty Freeman


Chairman


Page last modified: June 8, 2011