Texas State Library and Archives Commission

Records Management Committee

July 1, 2011

Minutes


The Texas State Library and Archives Commission Records Management Committee met on Friday, July 1, 2011, in the Lorenzo de Zavala State Archives and Library Building, 1201 Brazos Street, Austin, Texas. The committee was appointed to consider and report on proposed changes to state and local records retention schedules and other records management issues.

Committee Present:
Martha Doty Freeman, chairman
Michael C. Waters
Larry G. Holt
Commissioners Present:
Sandra Pickett, commission chairman
Sharon T. Carr
Sally Reynolds
Commissioners Absent:
Wm. Scott McAfee
Staff Present:
Peggy Rudd, director and librarian
Edward Seidenberg, assistant state librarian
Jelain Chubb, director, Archives and Information Services
Sarah Jacobson, manager, Records Management Assistance
Michael Reagor, government information analyst
Tracy Kuhn Lash, executive assistant
Lynne Margolis, communications specialist
Guests:
Joe Thrash, Office of the Attorney General
Cathy Hartman, Freedom of Information Foundation of Texas
Carol Brock

Committee Chairman Freeman called the meeting to order at 9:00 a.m.

1.  Review and comment on adoption of the following local government records retention schedules: Records of County Clerks (CC), Records of District Clerks (DC), Records of Justice and Municipal Courts (LC), Records of Public Safety Agencies (PS) and Records of Public School Districts (SD).

Chairman Freeman asked for comments and questions on the proposed local government records retention schedules CC (County Clerks), DC (District Clerks), LC (Justice and Municipal Courts), PS (Public Safety Agencies) and SD (Records of Public School Districts) that were posted for review on the Texas Register.  After discussion and questions of staff, Commissioner Holt moved to approve the schedules as revised by staff based on comments received during the posting period. Commissioner Waters seconded. Motion passed.

2.  Consider proposal to amend local government records retention schedule: GR (Records Common to All Local Governments, 4th Edition).

Sarah Jacobson informed the committee that on May 12, 2011, the agency received a petition to increase retention periods for two items in the GR schedule (Records Common to All Local Governments, 4th Edition). The request came from Bill Aleshire, Austin attorney representing the Freedom of Information Foundation of Texas. In his petition, Mr. Aleshire requested the following:

  • Item GR 1000-26a (Correspondence, Internal Memoranda and Subject Files): extend the retention period to 5 years.
  • Item GR 1000-26b: extend the retention period to 4 years and include appointment calendars.

Cathy Hartman informed the committee that the board of the Freedom of Information Foundation of Texas is concerned that these time frames limit access to these records. After discussion and questions of staff, the committee tabled the proposal until the full commission meeting when the Executive Director of the foundation would be present to more fully explain concerns.

3.  Consider proposal to amend Texas State Records Retention Schedule.

Sarah Jacobson informed the committee that Austin attorney Bill Aleshire had also petitioned the commission to amend the Texas State Records Retention Schedule as follows:

  • 13 TAC section 6.10, Item No. 1.1007 retention period to 5 years
  • 13 TAC 6.10, Item No. 1.100, Retention Period, to 4 years.
  • 13 TAC section 6.10, Item No. 1.1.013 (Calendars, Appointment and Itinerary Records).

After discussion, the committee tabled this item until the full commission meeting when the Executive Director of the foundation would be present to more fully explain concerns.

4.  Prepare recommendations to present to the full commission.

Committee Chair Freeman said the committee would recommend adoption of Agenda Item 1 to the commission but would table items 2 and 3. Commissioner Holt moved to table agenda items 2 and 3. Commissioner Waters seconded. Motion passed.

Committee Chair Freeman adjourned the meeting at 9:56 a.m.

 

Submitted by,

Peggy D. Rudd

Peggy D. Rudd
Director and Librarian

Page last modified: October 6, 2011