Records Appraisal Report:
Board of Professional Land Surveying 2000 Addendum
Contents of this report
Agency Contact | Project Review | Record Series Reviews
Internal links to series reviews
Legal opinions and advice - Attorney General
Meeting supporting documentation
Speeches
Publication development files
Related reports
1996 Report
2001 Addendum
Archival finding aid
Texas Board of Professional Land Surveying: An Inventory of Records at the Texas State Archives, 1920-200
April 17, 2000, Laura K. Saegert, Appraisal Archivist
Agency Contact
This agency contact information was current at the time of the report but may have changed in the interim. Please call (512-463-5455) for current contact information of the agency's records manager or records liaison for these records.
Sandy Smith, Executive Director
Texas Board of Professional Land Surveying
7701 North Lamar, Suite 400
Austin, TX 78752
Jo Ann Hodgson, Executive Assistant
Texas Board of Professional Land Surveying
7701 North Lamar, Suite 400
Austin, TX 78752
Project Review
This is an addendum to the appraisal report prepared by the Archives and Information Services Division of the Library and Archives Commission dated March 1, 1996. During the review of the retention schedule of the Board of Professional Land Surveying submitted for recertification on July 16, 1999, several problems were noted. The first recertified schedule submitted by the agency following the receipt of our appraisal report, approved October 31, 1997, contained all the changes we requested. However, on the retention schedule submitted for recertification this past July, the agency changed the archival codes of two series, adding back an "R" to one series appraised as non-archival - Correspondence, administrative (agency item 4); and changing the "A" code back to "R"- Agency rules, policy and procedures (agency item 9). They also added an "R" code to a series not previously reviewed - Legal opinions and advice (agency item 6), and added three new series to the schedule that carry archival codes. Two of the new series have an "R" code - Speeches (agency item 12) and Publication development files (agency item 32), one new series has an "A" code - Meeting supporting documentation (agency item 20).
I called the Records Management Officer, Sandy Smith, on January 5, 2000 to ask about the archival code changes and to request information on the new series for the archival review. I have communicated with Sandy Smith, and her assistant Jo Ann Hodgson, regarding these issues several times between January 5 and March 20, 2000, through email and phone calls. Ms. Hodgson has sent new pages for the retention schedule (received March 22, 2000) that carry the correct archival codes for the series we had previously reviewed. She will put the correct archival codes for the series we are reviewing upon receipt of this report and resubmit a new schedule for recertification at that point. We are reviewing four series in this addendum - Legal opinions and advice (agency item 6), Speeches (agency item 12), Meeting supporting documentation (agency item 20), and Publication development files (agency item 32).
Archives Holdings
Archives holdings relevant to this report are:
Meeting supporting documentation, 1995-1997, 1 cubic ft.
These files contain minutes, agenda, correspondence, reports, pending legislation, rules, legal documents, and other items submitted to the board for review prior to their meetings. Dates covered are 1995-1997.
Minutes, 1955-1999, 0.94 cubic ft.
Minutes of the State Board of Registration for Public Surveyors and the Texas Board of Professional Land Surveying, which usually include the minutes, the directors report, meeting agenda, and committee reports. Dates covered are 1955-1999.
Previous Destructions
Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for the Board of Professional Land Surveying and none have been submitted since the date of the original appraisal report, March 1, 1996.
Project outcome
The appraisal of these series is complete. The following changes need to be made for the series reviewed. All of these series have already been added to the retention schedule by the agency, on copies received by the Archives and Information Services Division on March 22, 2000.
Meeting supporting documentation - Maintain the archival code of A on the retention schedule. We have received the transfer of files from 1995-1997. Continue to transfer files to the Archives as their retention period expires.
For the following two series, change the archival code of "R" to "E". Put a note in the Remarks Column of the retention schedule - "Archival review code removed subsequent to appraisal by the Archives and Information Services Division, Library and Archives Commission, April 17, 2000."
Legal opinions and advice (agency item 6)
Publication development files (agency item 32)
The series Speeches (agency item 12), does not contain any agency-produced records and can be removed from the retention schedule. Since the speech present was not produced by the agency it can be considered as reference material, which is not listed on the retention schedule.
The agency needs to correct these series and resubmit the recertified retention schedule to its assigned records consultant of the State and Local Records Management Division of the Library and Archives Commission, Ramon Noches.
Record Series Reviews
Records Series Review
Series Title: Legal opinions and advice - Attorney General
Agency: Texas Board of Professional Land Surveying
Contact: Jo Ann Hodgson
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 3 opinions per year
Agency holdings:
Retained permanently by the agency. Dates of opinions are 1955-[ongoing]. Current holdings comprise one cubic ft.
Description:
These are legal opinions requested of the Attorney General by the Board of Professional Land Surveying, concerning contested cases involving the agency, or interpretation of rules, such as requesting an opinion on the validity of the application process the agency uses in issuing certificates to surveyor-in-training applicants. Dates covered are 1955-[ongoing]. Some, if not all, of these are confidential as attorney-client communications - V.T.C.A., Government Code, Section 552.107(1), Texas Open Records Act.
Purpose:
These opinions document legal advice provided to the agency by the Attorney General.
Agency program:
The Board of Professional Land Surveying regulates surveyors, through examination and licensing, to ensure that Texas residents can obtain competent and accurate surveys prepared by qualified surveyors. In 1989, continuing education became a mandatory requirement for all license renewals. The Board also establishes and enforces standards of conduct of registered and licensed surveyors. Other functions of the Board include preparing and distributing annually a roster of licensed and registered surveyors, and developing and implementing a public information program regarding land surveying and its regulation.
Vernon's Ann. Civ. St., Article 5282c.
Arrangement: Chronological
Access constraints:
Yes. Some, if not all, of these are confidential as attorney-client communications - V.T.C.A., Government Code, Section 552.107(1), Texas Open Records Act.
Use constraints: None
Indexes or finding aids required for/or an aid to access? None
Problems:
The agency said on their review form that these files were open, but the opinion sent to us as an example of this series is marked as confidential by the Attorney General under attorney-client privilege.
Known related records in other agencies:
The original opinions should be on file at the Attorney General's Office.
Previous destructions:
Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for this series and none were found for this series or for equivalent or related series.
Publications based on records: None
Series data from agency schedule:
Title: Legal opinions and advice - Attorney General
Series item number: 1.1.014
Agency item number: 6
Archival code: I
Retention: PM
Texas Documents Collection holdings: None
Archival holdings:
None in the holdings of the Archives and Information Services Division of the Library and Archives Commission.
Gaps: No opinions are present prior to 1955.
Appraisal decision:
We do not regularly appraise series of legal opinions from the Attorney General's Office, as the record copy is kept at the Attorney General's Office. When applicable, we appraise series of legal opinions and advice of in-house counsel of agencies. In this agency, there is not an in-house legal counsel, and the agency added an "R" code to this series, thus we are reviewing.
These opinions primarily cover contested cases or rule interpretations. These opinions do have evidential value at the agency, as they document legal advice given, which could result in changes by the agency to the way they operate or result in the issuance of new rules. The agency intends to keep the legal opinions permanently. Since the record copy is on file at the Attorney General's Office, and rule changes are discussed in the meeting minutes and meeting supporting documentation files, these opinions have been appraised as non-archival. The agency needs to change the archival code of "R" to "E". Put a note in the Remarks Column of the retention schedule - "Archival review code removed subsequent to appraisal by the Archives and Information Services Division, Library and Archives Commission, April 17, 2000." The agency needs to clarify with the Attorney General if all of these opinions are confidential and restrict the ones that are, and provide access to those, if any, that are open.
Records Series Review
Series Title: Meeting supporting documentation
Agency: Texas Board of Professional Land Surveying
Contact: Jo Ann Hodgson
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: less than 0.5 cubic ft.
Agency holdings:
Retained by the agency for two years after the end of the fiscal year. Current holdings are 1998-[ongoing]. Files comprise about 1 cubic ft.
Description:
These files contain minutes, agenda, correspondence, reports, pending legislation, rules, legal documents, and other items submitted to the board members for review prior to their meetings. Dates covered are 1998-[ongoing]. Topics covered concern licensing and education activities of the board, changes in rules and/or legislation affecting surveying and/or agency activities, other surveying issues, litigation against the board, and routine administration of the agency. Reports present are those submitted by the executive director and board committees. Correspondents include staff, board members, other government officials and staff, professional societies, surveyors, engineers, and the general public. Director's reports and committee reports in the past have been filed as part of the minutes of the agency.
Purpose:
These files are used to inform board members of upcoming issues for board meetings.
Agency program:
The Board of Professional Land Surveying regulates surveyors, through examination and licensing, to ensure that Texas residents can obtain competent and accurate surveys prepared by qualified surveyors. In 1989, continuing education became a mandatory requirement for all license renewals. The Board also establishes and enforces standards of conduct of registered and licensed surveyors. Other functions of the Board include preparing and distributing annually a roster of licensed and registered surveyors, and developing and implementing a public information program regarding land surveying and its regulation.
Vernon's Ann. Civ. St., Article 5282c.
Arrangement: Chronological
Access constraints: None
Use constraints: None
Indexes or finding aids required for/or an aid to access? None
Problems: None
Known related records in other agencies: None
Previous destructions:
Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for this series and none were found for this series or for equivalent or related series.
Publications based on records: None
Series data from agency schedule:
Title: Meetings - supporting documentation
Series item number: 1.1.062
Agency item number: 20
Archival code: A
Retention: FE+2
Texas Documents Collection holdings: None
Archival holdings:
Meeting supporting documentation, 1995-1997, 1 cubic ft.
These files contain minutes, agenda, correspondence, reports, pending legislation, rules, legal documents, and other items submitted to the board members for review prior to their meetings. Dates covered are 1995-1997. Topics covered concern licensing and education activities of the board, changes in rules and/or legislation affecting surveying and/or agency activities, other surveying issues, litigation against the board, and routine administration of the agency. Reports present are those submitted by executive director and board committees. Correspondents include staff, board members, other government officials and staff, professional societies, surveyors, engineers, and the general public. Director's reports and committee reports in the past have been filed as part of the minutes, as described below in the series Minutes.
Minutes, 1955-1999, 0.94 cubic ft.
Minutes of the State Board of Registration for Public Surveyors and the Texas Board of Professional Land Surveying, which usually include the minutes, the directors report, meeting agenda, and committee reports. Dates covered are 1955-1999. Items discussed at Board meetings include applications, examinations, complaints, continuing education courses, changes to rules and regulations, and correspondence.
Gaps:
Separate meeting supporting documentation files are not present prior to 1995. Some committee reports and directors reports are included with the minutes back to 1955.
Appraisal decision:
Meeting supporting documentation is already considered an archival series as it provides primary materials needed by board members to use in formulating decisions made at the meetings of the board. Maintain the archival code of "A" for this series. Continue to transfer files to the Archives and Information Services Division yearly as their retention period is fulfilled.
Records Series Review
Series Title: Speeches
Agency: Texas Board of Professional Land Surveying
Contact: Jo Ann Hodgson
Obsolete record series? Yes
Replaced by: none
Ongoing record series? No
Annual accumulation: N/A
Agency holdings:
One speech, dating sometime prior to 1979, fractional cubic ft. The agency intends to maintain this permanently in-house.
Description:
This series consists of one speech made by a former Commissioner of the General Land Office (GLO), Bascom Giles, about the duties of that office, also covering some landmark judicial decisions re: surveying, and a history of surveying in Texas and of the GLO. It is dated sometime prior to 1979. It was received by the Board of Examiners of Licensed State Land Surveyors prior to its merger with the State Board of Registration for Public Surveyors in 1979. These boards combined to form the current Board of Professional Land Surveying. The agency does not produce any speeches.
Purpose:
This speech provides information about the duties of the General Land Office.
Agency program:
The Board of Professional Land Surveying regulates surveyors, through examination and licensing, to ensure that Texas residents can obtain competent and accurate surveys prepared by qualified surveyors. In 1989, continuing education became a mandatory requirement for all license renewals. The Board also establishes and enforces standards of conduct of registered and licensed surveyors. Other functions of the Board include preparing and distributing annually a roster of licensed and registered surveyors, and developing and implementing a public information program regarding land surveying and its regulation.
Vernon's Ann. Civ. St., Article 5282c.
Arrangement: Not applicable.
Access constraints: None
Use constraints: None
Indexes or finding aids required for/or an aid to access? None
Problems: None
Known related records in other agencies:
A copy could possibly be at the General Land Office.
Previous destructions:
Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for this series and none were found for this series or for equivalent or related series.
Publications based on records: None
Series data from agency schedule:
Title: Speeches
Series item number: 1.1.040
Agency item number: 12
Archival code: I
Retention: PM
Texas Documents Collection holdings: None
Archival holdings:
None in the holdings of the Archives and Information Services Division of the Library and Archives Commission.
Gaps: None
Appraisal decision:
This series consists of a speech given by a former commissioner of the General Land Office, Bascom Giles. When we did the initial appraisal report for the Board of Professional Land Surveying, we were told the agency did not have any speeches and did not produce any. In the meantime, staff uncovered this older speech in their files. They sent us a copy for our review. Because the agency does not produce any speeches nor maintain any old speeches given by agency staff, this series should not be added to the schedule. The agency should remove this series from the schedule.
Regarding the copy of the speech they sent us: it is a lengthy speech by Bascom Giles about the duties of the General Land Office, also covering some landmark judicial decisions re: surveying, and a history of surveying in Texas and of the GLO. We will accession this speech as it is a source of information about the General Land Office and its operations as presented by the Commissioner.
Records Series Review
Series Title: Publication development files
Agency: Texas Board of Professional Land Surveying
Contact: Jo Ann Hodgson
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings:
Retained by the agency as long as administratively valuable, generally less than a year. Dates covered are the late 1990s-[ongoing], fractional cubic ft.
Description:
These are drafts of the agency's newsletter - Texas Board of Professional Land Surveying Newsletter - sent to board members for review prior to its release to the general public. Dates covered are the late 1990s-[ongoing]. The most significant items reported are changes to rules. Rule changes, and comments re: the changes, are published in the Texas Register. The newsletter also lists disciplinary actions taken against surveyors, changes in agency operations, and provides general information about the agency. Changes to and summaries of agency operations are published in the annual financial report of the agency.
Purpose:
These are drafts of the agency newsletter prepared for review by board members prior to publication.
Agency program:
The Board of Professional Land Surveying regulates surveyors, through examination and licensing, to ensure that Texas residents can obtain competent and accurate surveys prepared by qualified surveyors. In 1989, continuing education became a mandatory requirement for all license renewals. The Board also establishes and enforces standards of conduct of registered and licensed surveyors. Other functions of the Board include preparing and distributing annually a roster of licensed and registered surveyors, and developing and implementing a public information program regarding land surveying and its regulation.
Vernon's Ann. Civ. St., Article 5282c.
Arrangement: Chronological
Access constraints: None
Use constraints: None
Indexes or finding aids required for/or an aid to access? None
Problems: None
Known related records in other agencies: None
Previous destructions:
Destruction requests on file in the Archives and Information Services Division of the Library and Archives Commission were checked for this series and none were found for this series or for equivalent or related series.
Publications based on records:
Texas Board of Professional Land Surveying Newsletter
Series data from agency schedule:
Title: Publication development files
Series item number: 1.3.001
Agency item number: 31
Archival code: R
Retention: AV
Texas Documents Collection holdings:
Texas Board of Professional Land Surveying Newsletter, 1989-1995.
Archival holdings:
None in the holdings of the Archives and Information Services Division of the Library and Archives Commission.
Gaps: None
Appraisal decision:
These are drafts of the Texas Board of Professional Land Surveying Newsletter, prepared for review by board members prior to its release. The newsletter contains useful information about the agency - rule changes, agency actions/activities, etc. Because the significant information is available elsewhere, these drafts have been appraised as non-archival. Change the archival code of "R" to "E". Put a note in the Remarks Column of the retention schedule - "Archival review code removed subsequent to appraisal by the Archives and Information Services Division, Library and Archives Commission, April 17, 2000." The agency should continue to send copies of the newsletter to the Publications Depository Program of the Library and Archives Commission, beginning with the year 1996, as it does not have any issues after 1995.