Texas State Library and Archives Commission
Records Management Committee
August 12, 2011
The Texas State Library and Archives Commission Records Management Committee met on Friday, August, 12, 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
Larry G. Holt
Michael C. Waters
Commissioners Present: Sandra J. Pickett
Sharon T. Carr
Commissioners Absent: Sally Reynolds
Wm. Scott McAfee
Staff Present: Peggy D. Rudd, director and librarian
Edward Seidenberg, deputy director
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
Bill Aleshire, Freedom of Information Foundation of Texas
Gloria Meraz, Texas Library Association
Records Management Committee Chairman Freeman called the committee to order at 8:30 a.m.
1. Consider proposal to amend local government records retention schedule GR (Records Common to All Local Governments, 4th Edition.)
In response to a petition submitted May 12th to the commission under Texas Government Code section §2001.021 and to directions from the commission at its July 1st meeting, Sarah Jacobson presented proposed rule changes to 13 TAC §7.125(a)(1) to revise records series GR1000-26a and GR1000-26b (Correspondence, Internal Memoranda, and Subject Files). The petitioner, Bill Aleshire, told the committee he considers the changes reasonable. Commissioner Holt moved to approve the amendments as presented. Commissioner Waters seconded. Motion passed.
2. Consider proposal to amend Texas State Records Retention Schedule.
In response to a petition submitted June 9th to the commission under Texas Government Code section §2001.021 and to directions from the commission at its July 1st meeting, Sarah Jacobson presented proposed amendments to 13 TAC §6.10, 1.1.007 (Correspondence – Administrative), 1.1.008 (Correspondence – General) and 1.1.013 (Calendars, Appointment and Itinerary Records) of the Texas State Records Retention Schedule The petitioner, Bill Aleshire, concurred with the staff changes to the schedule. Commissioner Waters moved to approve. Commissioner Holt seconded. Motion passed.
3. Prepare recommendations to present to the full commission.
Chairman Freeman said she would bring these two approved items before the full commission today.
Chairman Freeman adjourned the committee at 8:46 a.m.