Records Appraisal Report:
Structural Pest Control Board
Contents of this report
Agency Contact | Agency History | Project Review | Record Series Reviews
Internal links to series reviews
Biennial budget requests
Correspondence, Administrative
Correspondence, Enforcement
Meeting agenda
Meeting minutes
Publication files, prints, drafts
Organization charts
Reports, Annual and biennial
Personnel and policy manuals
Hardship license files
License log
Exam applications and results
Exam aides
Exam test series
Investigator weekly reports
Complaint files
Press releases
CEU Course Outline and Verification files
Strategic plan
Related report
1997 Addendum
Archival finding aid
Texas Structural Pest Control Board: An Inventory of Records at the Texas State Archives, 1971-2004
January 31, 1996 by 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.
June Ann Moncrief
Records Administrator
9101 Burnet Road, Suite 201
Austin, TX 78758
Agency History and Structure
The Structural Pest Control Board was created by Senate Bill 910, 62nd Legislature, Regular Session, 1971. It was originally composed of six members, increasing to nine members in 1979. Ex officio members are the Commissioner of Agriculture and the Commissioner of Health or their representatives, and a representative from Texas A & M University. The remaining six members are appointed by the Governor with the advice and consent of the Senate to six- year overlapping terms. Three of these must have been engaged in professional structural pest control for the preceding five years, each representing a different business; the other three must not be board licensed. The Governor designates the chair.
The Structural Pest Control Board works to protect the health and welfare of citizens and the environment against the misuse of pesticides and promotes standards for the industry. Major responsibilities of the Board are promulgating rules and regulations for licensing, examination, and training; administering licensing exams or granting waivers when appropriate; issuing licenses in four categories--business, certified commercial applicator, certified non-commercial applicator, and technician; inspecting pest control work of licensees; investigating allegations of improper application of pesticides or other violations of the Structural Pest Control Act; administering mandatory continuing education for certified applicators; and operating a public information program about the practice and regulation of structural pest control in the state. The Board also acts as the investigative arm of the Environmental Protection Agency in Texas. This includes investigation and referral to the EPA violations of the Federal Insecticide, Fungicide, and Rodenticide Act. They receive funding from the EPA for carrying out these functions.
In 1993 the 73rd Legislature mandated that an Integrated Pest Management Program (IPMP) be created for schools. The Board has the responsibility for developing standards and criteria for the use of pesticides and other related chemical agents at school buildings and other facilities of school districts. Schools must adopt an IPMP by September 1, 1995.
There are approximately 35 full-time equivalent employees and no formal divisions.
Project Review
I was assigned to review the records of the Structural Pest Control Board in October, 1995. I have reviewed the agency history in the Guide to Texas State Agencies (1972, 4th edition and 1993, 8th edition), and further studied the functions of the agency by reviewing Vernon's Ann. Civ. St., Article 135b-6; 22 Texas Administrative Code, Part 25; several reports of the Structural Pest Control Board--Annual Financial Report for FY 1994, Request for Legislative Appropriations for FY 1996/97, and the Strategic Plan for the 1995-1999 Period; and a Sunset Commission report on the Board, 1991. I have reviewed the Board's records retention schedule, and the records of the Board already housed in the State Archives.
On the current schedule of the Board there are seven series designated as archival ('A' code), and fourteen designated for archival review ('R' code). The archival series are: Biennial budget requests, Meeting agenda, Meeting minutes, Proof of publication, Organization charts, Executive orders, and License log. The archival review series are: Correspondence, Administrative; Correspondence, Enforcement; Publication files, Prints, drafts; Publication files, Record copy; Administrative reports; Board minutes; Personnel and policy manuals; Reports and studies; Hardship license files; Exam applications and results; Exam aides; Exam test series; Investigator weekly reports; and Complaint files.
I discussed questions about the retention schedule with the records consultant assigned to the Structural Pest Control Board, Kay Steed. I prepared a list of questions concerning series on the retention schedule with Archival Codes of 'R' or 'A' and mailed these along with our letter of introduction to the Executive Director and the records administrator of the Board. On November 10, 1995, the records analyst, Kay Steed, and I met with the records administrator of the Board, June Moncrief, and Denis Bell, an administrative assistant with that agency, to ask questions about specific series and answer questions about the appraisal process. I went over the questions I had prepared regarding the 'A' and 'R' series, and was able to gather much of the information I needed for preparing this report. It was discovered that several 'A' or 'R' items on the schedule were either miscoded or empty series. Actions taken concerning the miscoded series are detailed in the Project outcome section of this report.
There are also two series of possible archival value which do not appear on the schedule--Press releases and Continuing education materials. I was able to gather some information about these series as well and prepared an appraisal report for each of these series. Additionally, I prepared an appraisal series report for two series already deemed as permanent--Reports, annual and biennial, listed on the schedule, and Strategic plan, not currently on the schedule but should be added. These series should be coded as archival on the retention schedule.
After the meeting, the Records Administrator for the Board sent copies of organization charts and of minutes missing from our holdings, so we now have a complete set of minutes through August 1995. I made two follow-up calls after the initial meeting to get enough information to complete the appraisal report.
Archives Holdings
Minutes, September, 1971 - August, 1995. Minutes of the Structural Pest Control Board. Occasional attachments are present, including proposed rules and correspondence. Meeting agenda are not present.
Previous Destructions
Destruction requests on file in the Archives and Information Services Division of the Texas State Library were checked for the Structural Pest Control Board and none were found.
Project Outcome
The appraisal of the agency has been completed. A summary of actions for the agency to take is given for the series reviewed.
I am recommending we keep the following series on the schedule as archival: Meeting agenda, Meeting minutes, and Organization charts. These series already have Archival Codes of 'A'.
Series 8 Meeting agenda - Send copies of all agenda to the Archives, dating from 1971-1995. Recommend combining this series with Meeting minutes.
Series 9 Meeting minutes - Send copies to the Archives, preferably on a annual basis, or else regularly after the board meetings. Recommend combining Meeting agenda with this series.
Series 16 Organization charts - Send copies to the Archives as these are superseded.
Three other archival series have their archival requirement met by sending copies of publications to the Publications Clearinghouse. These series are Biennial budget requests; Reports, Annual and biennial; and Strategic plans.
Series 3 Biennial budget requests - Schedule is correct and sufficient.
Series 15 Reports, Annual and biennial - Add an Archival Code of 'A' to the schedule.
No series number Strategic plans - Add this series to the retention schedule. The Archival Code is 'A' and the retention period is 'PM'.
Three of the archival review series have been determined to have archival value. These are Correspondence, Administrative; Correspondence, Enforcement; and Personnel and policy manuals. A series to be added to the schedule, Press releases, also has been determined to have archival value.
Series 4 Correspondence, Administrative - Revise the Archival Code from 'R' to 'A'. Transfer to the Archives records dating c. 1986-1992. Weed out the general correspondence prior to transfer. Thereafter, transfer files yearly after the retention period has been met.
Series 5 Correspondence, Enforcement - Revise the Archival Code from 'R' to 'A'. Transfer to the Archives records dating c. 1986-1992. Thereafter, transfer files yearly after the retention period has been met.
Series 18 Personnel and policy manuals - Remove the personnel manual from this series and transfer to a series in the personnel records section of the schedule. Change the name of the series to Policy manuals and revise the Archival Code from 'R' to 'A'. Send to the Archives a copy of the policy manual and updates as sections are superseded, but no more often than yearly if possible.
No series number Press Releases - Add to the record retention schedule and assign an Archival Code of 'A'. Transfer these annually to the Archives after the retention period has been met.
The agency considers the series License Log to be a permanent in-house record. This series is not considered archival. The 'A' code needs to be removed from the schedule.
The following 'R' series should be considered as non- archival and the 'R' code removed from the records retention schedule. These series are: Publication files, prints, drafts; Hardship license files; Exam applications and results; Exam aides; Exam test series; Investigator weekly reports; and Complaint files.
Regarding a potential series of speeches, I was informed that while the executive director does give periodic speeches, apparently he prepares an outline and creates his speech from the outline as he speaks. These outlines are not kept.
There are several continuing education series which should be added to the records retention schedule, however none of these are archival. The records consultant can help the Board set up the proper retention periods for these. These series are: CEU Course outline and date verification; CEU Provider attendance list; and CEU Course evaluation. The first series was reviewed for archival value and it was recommended that it not be considered archival.
Several series with the Archival Code of 'A' or 'R' were either miscoded or empty series. A summary of action to be taken regarding series in these categories follows.
Series 10 Proof of publication - This was miscoded as having an Archival Code of 'A'. This series does not have an Archival Code. Remove the 'A' from the schedule.
Series 13 Publication files, Record copy - These are agency publications whose archival mandate is fulfilled by sending copies to the Publications Clearinghouse. This series does not carry an Archival Code. Remove the 'R' code from the schedule.
Series 14 Administrative reports - This is an empty series, put on the retention schedule in case the agency ever created such reports. Remove the series from the schedule and reinstate if the agency begins creating these reports.
Series 17 Board minutes - This is duplicate listing of minutes of the Board. The correct series is Meeting minutes. Remove the series Board minutes from the schedule.
Series 19 Executive orders - This is an empty series. The Board has only issued one known executive order which was discarded some time ago. Remove the series from the schedule and reinstate if the agency begins issuing these orders.
Series 20 Reports and studies - This is an empty series, put on the retention schedule in case the agency ever created such reports. Remove the series from the schedule and reinstate if the agency begins creating these reports. Any reports the Board does create at the request of another agency are filed with that agency's administrative correspondence file.
Record Series Reviews
Record Series Review
Series Title: Biennial budget requests
Agency: Structural Pest Control Board
Dates: 1974-1979, 1982-[ongoing]
Current total volume and dates: 0.25 cubic feet
Retained by the agency for six years after completion of the record. Actual holdings of the agency are 1990-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: These records are housed at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information Services Division of the Texas State Library.
Archival requirement for this series is fulfilled by sending copies to the Publication Clearinghouse. The Clearinghouse holds 1974-1979, 1982-[ongoing]. Two copies of Requests for Legislative Appropriations must be sent to the Publications Clearinghouse (13 Texas Administrative Code, Section 3.3 (c)).
Description: These records are legislative appropriation requests of the Structural Pest Control Board submitted to the Legislative Budget Board and others. The records date from 1974-1979, and 1982-[ongoing]. The requests generally contain narrative statements of agency functions or programs. Program objectives are listed, along with a description of each objective, discussions of performance measures, statistics, program need indicators, and expenses--expended, current, and projected, at different funding levels.
Purpose: The purpose of these records is to request specific appropriations from the legislature and to provide justification for the amounts requested.
Agency Program: Biennial budget requests are a mandatory requirement of the state budgetary process. The Structural Pest Control Board was created by Senate Bill 910, 62nd Legislature, Regular Session, 1971. The Board works to protect the health and welfare of citizens and the environment against the misuse of pesticides and promotes standards for the industry.
Vernon's Ann. Civ. St., Article 135b-6.
Arrangement: Chronological
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps? The Board may have earlier copies (pre 1990) in storage, but they are unsure if they do, and where they would be stored.
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Texas State Library were checked for the Structural Pest Control Board and none were found for this series or for equivalent or related series.
Publications based on records: Legislative Budget Board, Legislative Budget Estimates have been published since fiscal years 1954 and 1955. This publication, a compilation of data for all state agencies, summarizes the fiscal information found in agency-submitted budgets or appropriation requests, but omits most of the narrative.
Scheduled record series? Yes
Title: Biennial budget requests
Series item number: 1.1.004
Agency item number: 3
Archival Code: A
Retention: AC+6
Recommendation: Biennial budget requests prepared by state agency boards and/or commissions provide evidence of an agency's fiscal performance and needs. The Structural Pest Control Board's retention schedule is correct and sufficient. The archival requirement for these records is fulfilled by sending copies to the Publications Clearinghouse of the Texas State Library.
Record Series Review
Series Title: Correspondence, Administrative
Agency: Structural Pest Control Board
Dates: c. 1986-[ongoing]
Current total volume and dates: 43 cubic feet
Retained by the agency for three years according to the schedule. However, the present holdings of the agency are c. 1986-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 9 cubic feet
Current Agency Location: Records dating c. 1986-1993 are housed in offsite storage (PS Storage), those dating 1994-[ongoing] are kept at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information Services Division of the Texas State Library.
Description: This series consists of incoming and outgoing correspondence between the Executive Director or other agency staff and other state agencies, board members, interest groups, businesses, and others. Reports or studies prepared by the board at the request of other state agencies are also filed in this series, with the correspondence of the agency requesting the information. Dates covered are c. 1986- [ongoing]. The correspondence documents the major functions of the agency in regulating structural pest control in Texas, including the licensing of businesses and certified applicators, training, administering continuing education programs, and operating a public information program. Correspondence relating to complaints and enforcement activities of the board are filed in another series, Correspondence, Enforcement. Some routine correspondence is present but will be excluded from this series following the creation of a general correspondence series.
Purpose: This series documents the agency's handling of its functions in regulating the structural pest control business, including regulation, licensing, training, continuing education, and public information.
Agency Program: The Structural Pest Control Board works to protect the health and welfare of citizens and the environment against the misuse of pesticides and promotes standards for the industry. Major responsibilities of the Board are promulgating rules and regulations for licensing, examination, and training; administering licensing exams or granting waivers when appropriate; issuing licenses; inspecting pest control work of licensees; investigating allegations of improper application of pesticides or other violations of the Structural Pest Control Act; administering mandatory continuing education for certified applicators; and operating a public information program about the practice and regulation of structural pest control in the state.
Vernon's Ann. Civ. St., Article 135b-6.
Arrangement: Alphabetical by agency name or other correspondent.
Access Constraints: Older agency records are stored offsite.
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps? These records are only present for the past 10 years of the agency's 24 year existence.
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Texas State Library were checked for the Structural Pest Control Board and none were found for this series or for equivalent or related series.
Publications based on records: None
Scheduled record series? Yes
Title: Correspondence, Administrative
Series item number: 1.1.007
Agency item number: 4
Archival Code: R
Retention: 3
Recommendation: This correspondence documents major agency actions and the agency's relationship with other state agencies, the board, licensees, and others. Although some general correspondence is present, a separate series is supposed to be created for the general correspondence in the near future which would remove routine items from the administrative correspondence. Also, in-house reports or studies prepared by the board at the request of other state agencies are filed in this series, in the file of the agency requesting the information. Copies of these reports are not filed in any other series. I recommend this series be designated as archival and the Archival Code on the retention schedule be changed to 'A'. Transfer the correspondence dating c. 1986- 1992 to the Archives, as these records have fulfilled their retention requirements. Prior to the transfer, the agency needs to weed out the general correspondence. Upon receipt of these weeded correspondence files, we will reappraise for archival value. If not weeded sufficiently, we will offer further training to the staff on identifying administrative correspondence. If we determine agency functions are adequately covered in other archival series, we will remove the archival code.
Record Series Review
Series Title: Correspondence, Enforcement
Agency: Structural Pest Control Board
Dates: c. 1986-[ongoing]
Current total volume and dates: 10 cubic feet
Retained by the agency for three years according to the schedule. However, the present holdings of the agency are c. 1986-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 3 cubic feet
Current Agency Location: Records dating c. 1986-1993 are housed in offsite storage (PS Storage), those dating 1994-[ongoing] are kept at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information Services Division of the Texas State Library.
Description: Incoming and outgoing correspondence between the Executive Director or other agency staff with other state agencies, the Environmental Protection Agency, complainants and complaintees, and manufacturers. Attachments with the letters may include brochures and information sheets. Dates covered are c. 1986 - [ongoing]. Topics covered focus on enforcement issues, complaints, new products, and new or amended procedures used in various pesticide applications. Some correspondence about complaints is present. However, if a complaint file is created (for investigation purposes) any correspondence concerning the complaint is removed from these files and placed in the Complaint files, a separate series. Correspondence concerning the other major functions of the board--licensing, training, administration of continuing education, and operating a public information program can be found in the series, Correspondence, Administrative.
Purpose: The series documents Board activities in the enforcement of the Structural Pest Control Act and the Federal Insecticide, Fungicide, and Rodenticide Act in Texas. The series also serves as the repository for information on new products, and new or amended procedures in pesticide applications.
Agency Program: The Structural Pest Control Board works to protect the health and welfare of citizens and the environment against the misuse of pesticides and promotes standards for the industry. Enforcement responsibilities of the Board include promulgating rules and regulations concerning investigation and enforcement activities; inspecting pest control work of licensees; and investigating allegations of improper application of pesticides or other violations of the Structural Pest Control Act. The board also acts as the investigative arm of the EPA in Texas by investigating and referring to the EPA violations of the Federal Insecticide, Fungicide, and Rodenticide Act.
Vernon's Ann. Civ. St., Article 135b-6, Sections 4, 4C-D.
Arrangement: Arranged alphabetically by correspondent.
Access Constraints: Older agency records are stored offsite.
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps? These records are only present for the past 10 years of the agency's 24 year existence.
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Texas State Library were checked for the Structural Pest Control Board and none were found for this series or for equivalent or related series.
Publications based on records: None
Scheduled record series? Yes
Title: Correspondence, Enforcement
Series item number: 1.1.007
Agency item number: 5
Archival Code: R
Retention: 3
Recommendation: The correspondence documents one of the major functions of the board, the enforcement of structural pest control regulations and procedures. It also documents the board's activities as the investigative arm of the EPA in Texas. Additionally, it serves as the repository for information on new products, and new or amended procedures in pesticide applications. I recommend this series be designated as archival and the Archival Code in the retention schedule be changed to 'A'. The correspondence dating c. 1986-1992 can now be transferred to the Archives, as these records have fulfilled their retention requirements.
Record Series Review
Series Title: Meeting agenda
Agency: Structural Pest Control Board
Dates: 1971-[ongoing]
Current total volume and dates: fractional
Retained by the agency permanently. The present holdings of the agency are 1971-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: These records are housed at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information Services Division of the Texas State Library.
Description: Meeting agenda list the items to be discussed at the Structural Pest Control Board meetings. Dates are 1971- [ongoing].
Purpose: The agenda inform the public and board members of the items up for discussion at the Board meetings.
Agency Program: The Structural Pest Control Board was created in 1971, Senate Bill 910, 62nd Legislature, Regular Session. It was originally composed of six members, increasing to nine members in 1979. Ex officio members are the Commissioner of Agriculture and the Commissioner of Health or their representatives, and a representative from Texas A & M University. The remaining six members are appointed by the Governor with the advice and consent of the Senate to six- year overlapping terms. Three of these must have been engaged in professional structural pest control for the preceding five years, each representing a different business; the other three must not be board licensed. The Governor designates the chair.
The Structural Pest Control Board works to protect the health and welfare of citizens and the environment against the misuse of pesticides and promotes standards for the industry. Major responsibilities of the Board are promulgating rules and regulations for licensing, examination, and training; administering licensing exams or granting waivers when appropriate; issuing licenses; inspecting pest control work of licensees; investigating allegations of improper application of pesticides or other violations of the Structural Pest Control Act; administering mandatory continuing education for certified applicators; and operating a public information program about the practice and regulation of structural pest control in the state. The Board also acts as the investigative arm of the Environmental Protection Agency in Texas.
In 1993 the 73rd Legislature mandated that an Integrated Pest Management Program (IPMP) be created for schools. The Board has the responsibility for developing standards and criteria for the use of pesticides and other related chemical agents at school buildings and other facilities of school districts.
22 Texas Administrative Code, Part 25, Chapter 591, Section 591.5 (e).
Arrangement: Chronological, by date of meeting.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps? 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 Texas State Library were checked for the Structural Pest Control Board and none were found for this series or for equivalent or related series.
Publications based on records: None
Scheduled record series?
Title: Meeting agenda
Series item number: 1.1.016
Agency item number: 8
Archival Code: A
Retention: PM
Recommendation: Meeting agenda serve to inform the board members and public of upcoming items for discussion at the Board meetings. I recommend the agency combine the meeting agenda with the series Meeting minutes. If not, a note needs to be added to the remarks section "Copy sent to the State Archives", as is done with the minutes. The agency needs to send copies of all the agenda to the Archives, dating from 1971-1995. For future transfers, copies of agenda can be sent to the Archives along with the meeting minutes.
Record Series Review
Series Title: Meeting minutes
Agency: Structural Pest Control Board
Dates: 1971-[ongoing]
Current total volume and dates: 1 cubic foot
Retained by the agency permanently. The present holdings of the agency are 1971-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: These records are housed at the offices of the Structural Pest Control Board.
Archival holdings: Minutes, September 1971 - August 1995. Minutes of the Structural Pest Control Board. Occasional attachments are present, including proposed rules and correspondence. Meeting agenda are not present. These files comprise one cubic foot.
Description: Minutes of the meetings of the Structural Pest Control Board, dating 1971-[ongoing]. Attachments present include proposed rules and correspondence. Meeting agenda are not present. A separate series exists for the agenda, Meeting agenda. Actions taken at these meetings include discussing proposed changes in rules; discussing pest control concerns and techniques; listing approved administrative penalties imposed on businesses or applicators; voting on the administrative law judge's recommendations on hearings before the board; and discussing personnel activities, including meetings attended and speeches given by the executive director and other agency personnel.
Purpose: The series documents the decisions of the Structural Pest Control Board formulated at their board meetings.
Agency Program: The Structural Pest Control Board was created by Senate Bill 910, 62nd Legislature, Regular Session, 1971. It was originally composed of six members, increasing to nine members in 1979. Ex officio members are the Commissioner of Agriculture and the Commissioner of Health or their representatives, and a representative from Texas A & M University. The remaining six members are appointed by the Governor with the advice and consent of the Senate to six- year overlapping terms. Three of these must have been engaged in professional structural pest control for the preceding five years, each representing a different business; the other three must not be board licensed. The Governor designates the chair.
The Structural Pest Control Board works to protect the health and welfare of citizens and the environment against the misuse of pesticides and promotes standards for the industry. Major responsibilities of the Board are promulgating rules and regulations for licensing, examination, and training; administering licensing exams or granting waivers when appropriate; issuing licenses; inspecting pest control work of licensees; investigating allegations of improper application of pesticides or other violations of the Structural Pest Control Act; administering mandatory continuing education for certified applicators; and operating a public information program about the practice and regulation of structural pest control in the state. The Board also acts as the investigative arm of the Environmental Protection Agency in Texas.
In 1993 the 73rd Legislature mandated that an Integrated Pest Management Program (IPMP) be created for schools. The Board has the responsibility for developing standards and criteria for the use of pesticides and other related chemical agents at school buildings and other facilities of school districts.
22 Texas Administrative Code, Part 25, Chapter 591, Section 591.5 (e).
Arrangement: Chronological, by date of meeting.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to access? None
Gaps? None
Problems: None
Known related records in other agencies: No
Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Texas State Library were checked for the Structural Pest Control Board and none were found for this series or for equivalent or related series.
Publications based on records: None
Scheduled record series: Yes
Title: Meeting minutes
Series item number: 1.1.017
Agency item number: 9
Archival Code: A
Retention: PM
Recommendation: Minutes of state agency board and/or commission meetings provide primary evidence of the functions and policy formulation of the highest echelon of the agency. The Structural Pest Control Board's retention schedule is correct and sufficient. Meeting agenda should be added to this series as they complement one another. Copies of the minutes and agenda can be sent to the Archives on a annual basis, or regularly after the board meetings.
Record Series Review
Series Title: Publication files, prints, drafts
Agency: Structural Pest Control Board
Dates: c. 1988-[ongoing]
Current total volume and dates: 3 cubic feet
Retained by the agency until superseded according to the schedule. However, the present holdings of the agency are c. 1988-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: Records dating c. 1988-1993 are housed in offsite storage (PS Storage), those dating 1994-[ongoing] are kept at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information Services Division of the Texas State Library.
Copies of these publications based on the drafts are housed in the Publications Clearinghouse, Texas State Library. These are the Newsletter, 1984-[ongoing], and the Structural Pest Control laws and regulations, 1987 (plus updates), and an earlier edition from 1980.
Description: These are final drafts and proofs of newsletters and "lawbooks"--a publication containing the rules and regulations of the board. These are produced by the Structural Pest Control Board and are deposited in the Publications Clearinghouse of the Texas State Library. Dates are c. 1988-[ongoing].
Purpose: Publication of the lawbooks makes available the rules and regulations of the Board to the public. The newsletters make available to the public activities of the board and items of public interest.
Agency Program: The Structural Pest Control Board works to protect the health and welfare of citizens and the environment against the misuse of pesticides and promotes standards for the industry. Among it's duties, the Board promulgates rules and regulations for licensing, examination, and training of businesses and certified applicators in the structural pest control business. The Board also makes available to the public information about practice and regulation of structural pest control in the state.
Vernon's Ann. Civ. St., Article 135b-6, Sections 4(d), 4F(a).
Arrangement: By publication and issue (for newsletters).
Access Constraints: Older agency records are stored offsite.
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps? No records are present prior to c. 1988.
Problems: None Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Texas State Library were checked for the Structural Pest Control Board and none were found for this series or for equivalent or related series.
Publications based on records: Yes, the Newsletter of the Structural Pest Control Board; and Structural Pest Control laws and regulations.
Scheduled record series? Yes
Title: Publication files, prints, drafts
Series item number: 1.1.028
Agency item number: 12
Archival Code: R
Retention: US
Recommendation: These drafts and proofs do not contain notes or other materials which could illustrate editorial changes. I recommend this series not be designated as archival as both publications, the newsletter and the rules and regulations, are deposited in the Publications Clearinghouse. The Archival Code of 'R' on the retention schedule should be removed.
Record Series Review
Series Title: Organization charts
Agency: Structural Pest Control Board
Dates: undated
Current total volume and dates: fractional
Retained by the agency until superseded.
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: These records are housed at the offices of the Structural Pest Control Board.
Archival holdings: Organization charts, undated
The size of the file is fractional.
Description: These charts illustrate graphically the administrative structure of the different functional units within the agency. Several charts are present but are undated.
Purpose: These charts illustrate graphically the administrative structure of the different functional units within the agency.
Agency Program: The Structural Pest Control Board works to protect the health and welfare of citizens and the environment against the misuse of pesticides and promotes standards for the industry. Major responsibilities of the Board are promulgating rules and regulations for licensing, examination, and training; administering licensing exams; issuing licenses; inspecting pest control work; investigating allegations of improper application of pesticides or other violations of the Structural Pest Control Act; administering mandatory continuing education; and operating a public information program about the practice and regulation of structural pest control. The Board also acts as the investigative arm of the Environmental Protection Agency in Texas. Additionally, the Board has the responsibility for developing standards and criteria for the use of pesticides and other related chemical agents at school buildings and other facilities of school districts.
Vernon's Ann. Civ. St., Article 135b-6.
Arrangement: Unarranged.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps? 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 Texas State Library were checked for the Structural Pest Control Board and none were found for this series or for equivalent or related series.
Publications based on records: Copies of the organization chart appear in the agency's Strategic Plan.
Scheduled record series?
Title: Organization charts
Series item number: 1.1.023
Agency item number: 16
Archival Code: A
Retention: US
Recommendation: Organization charts provide a graphic description of the administrative structure of the functional units of an agency. These are considered to be archival. The Structural Pest Control Board's retention schedule is correct and sufficient. Copies of the charts can be sent to the Archives as they are superseded. I suggest future organization charts be dated.
Record Series Review
Series Title: Reports, Annual and biennial
Agency: Structural Pest Control Board
Dates: 1984-[ongoing]
Current total volume and dates: fractional
Retained by the agency permanently according to the schedule. However, the present holdings of the agency are 1990-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: These records are housed at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information Services Division of the Texas State Library.
Archival requirement for this series is fulfilled by sending copies to the Publication Clearinghouse. The Clearinghouse holds 1984-[ongoing]. Fifty-five copies of annual or biennial reports (includes narrative description) must be sent to the Publications Clearinghouse (13 Texas Administrative Code, Section 3.3 (a)(1) (A)).
Description: These are annual reports prepared by the board which summarize the activities of the board for the fiscal year. Dates covered are 1984-[ongoing]. The majority of the information presented is statistical, providing fiscal information concerning the appropriations and expenditures of the board. A narrative section is present which describes the functions of the board, and lists several categories of information, including the number of licenses issued; the number of applicants taking the exam and number passing; the number of complaints received and the action taken by the board; the number of inspections performed, categorized by type, i.e., businesses, certified applicators, chemical records, pretreatment observations, etc.; and the number of contacts made during investigations by type of contacts, i.e., human exposure, property damage, misapplication, federal investigations, integrated pest management (IPM) to schools, etc.
Purpose: These reports provide summary documentation of the activities of the board over the fiscal year.
Agency Program: The Structural Pest Control Board works to protect the health and welfare of citizens and the environment against the misuse of pesticides and promotes standards for the industry.
Vernon's Ann. Civ. St., Article 135b-6, Section 8.
Arrangement: Chronologically, by fiscal year.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps? Publications Clearinghouse is missing the years 1971-1983. The agency has copies from 1990-[ongoing]. They may have copies from earlier years in storage, but they do not know where those would be.
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Texas State Library were checked for the Structural Pest Control Board and none were found for this series or for equivalent or related series.
Publications based on records: None
Scheduled record series? Yes
Title: Reports, annual and biennial
Series item number: 1.1.032
Agency item number: 15
Archival Code:
Retention: PM
Recommendation: These reports summarize the activities of the board over each fiscal year. Their archival mandate is fulfilled by the agency sending copies of the reports to the Publications Clearinghouse. The state recommended retention schedule will be revised to carry an Archival Code of 'A' for this series. We prefer the Archival Code on the retention schedule be changed to 'A'.
Record Series Review
Series Title: Personnel and policy manuals
Agency: Structural Pest Control Board
Dates: c. 1992-[ongoing]
Current total volume and dates: fractional
Retained by the agency until superseded. The present holdings of the agency are c. 1992-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: These records are housed at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information Services Division of the Texas State Library.
Description: This series contains a personnel manual, covering routine employee matters--time, travel, absences, etc.; and a policy manual. The policy manual contains agency policies for various licensing and regulation procedures, instructions on techniques, and lists changes in rules and regulations. Dates of these manuals are c. 1992-[ongoing].
Purpose: The policy manual documents agency policies and their implementation. The personnel manual documents the policies of the board in regards to employees and routine personnel issues.
Agency Program: The Structural Pest Control Board works to protect the health and welfare of citizens and the environment against the misuse of pesticides and promotes standards for the industry. Major responsibilities of the Board are promulgating rules and regulations for licensing, examination, and training; administering licensing exams; issuing licenses; inspecting pest control work; investigating allegations of improper application of pesticides or other violations of the Structural Pest Control Act; administering mandatory continuing education; and operating a public information program about the practice and regulation of structural pest control. The Board also acts as the investigative arm of the Environmental Protection Agency in Texas. Additionally, the Board has the responsibility for developing standards and criteria for the use of pesticides and other related chemical agents at school buildings and other facilities of school districts.
Vernon's Ann. Civ. St., Article 135b-6.
Arrangement: Topical.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps? Older manuals have not been retained by board in the past.
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Texas State Library were checked for the Structural Pest Control Board and none were found for this series or for equivalent or related series.
Publications based on records: None
Scheduled record series? Yes
Title: Personnel and policy manuals
Series item number: 1.1.025
Agency item number: 18
Archival Code: R
Retention: US
Recommendation: The policy manual covers the agency's policies, instructions on techniques, and lists changes in rules and regulations. I recommend that the policy manual remain in this series, with the name changed to Policy manuals, and that the series be made archival. The agency considers this a permanent in- house tool. It should carry an Archival Code 'A' and be changed to PM on the schedule with the note that a copy needs to be sent to the State Archives, and updates as sections are superseded.
The personnel manual concerns routine employee matters and is not archival. I recommend that it be removed from this series and placed in a series, Personnel manuals, somewhere in the personnel records section on the retention schedule.
Record Series Review
Series Title: Hardship license files
Agency: Structural Pest Control Board
Dates: c. 1980-[ongoing]
Current total volume and dates: fractional
Retained by the agency for five years after completed/closed according to the schedule. However, the present holdings of the agency are c. 1980-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: Records dating c. 1980-1993 are housed in offsite storage (PS Storage), those dating 1994-[ongoing] are kept at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information Services Division of the Texas State Library.
Description: These are letters from the executive director or other agency staff to licensees granting them a hardship license. Dates covered are c. 1980-[ongoing]. A copy of the letter is filed in the licensee's file.
Purpose: These records are created to notify applicants for a hardship license that the hardship license was granted.
Agency Program: The Structural Pest Control Board works to protect the health and welfare of citizens and the environment against the misuse of pesticides and promotes standards for the industry. Licensing responsibilities of the Board are promulgating rules and regulations for licensing, examination, and training; administering licensing exams or granting waivers when appropriate; and issuing licenses.
Vernon's Ann. Civ. St., Article 135b-6, Section 4.
Arrangement: Alphabetical
Access Constraints: None
Use Constraints: Older agency records are stored offsite.
Indexes or finding aids required for/or an aid to access? No
Gaps? 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 Texas State Library were checked for the Structural Pest Control Board and none were found for this series or for equivalent or related series.
Publications based on records: None
Scheduled record series? Yes
Title: Hardship license files
Series item number: 1.
Agency item number: 33
Archival Code: R
Retention: AC+5
Recommendation: This is a routine correspondence series documenting recipients of hardship licenses. None of the other license files on the schedule are coded for archival review, this appears to be inadvertently coded as such. I recommend that these records be considered as non-archival and that the 'R' code be removed from the records retention schedule. The agency should change the retention period of this series to more accurately reflect the length of time these files are being retained. The records consultant can assist the agency in determining the proper time period for retention of these files.
Record Series Review
Series Title: License log
Agency: Structural Pest Control Board
Dates: c. 1980-[ongoing]
Current total volume and dates: 1.5 cubic feet
Retained by the agency permanently. The present holdings of the agency are c. 1980-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: These records are kept at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information Services Division of the Texas State Library.
Description: This series consists of two bound log books of licenses issued by the Structural Pest Control Board. The business log records the license number, business name, and date issued. The certified applicator log records the license number, certified applicator's name, and date issued. Technicians are not maintained in the logbooks as they work under the supervision of certified applicators. Dates covered are c. 1980-[ongoing].
Purpose: These records record the businesses and individuals licensed to perform structural pest control work.
Agency Program: The Structural Pest Control Board works to protect the health and welfare of citizens and the environment against the misuse of pesticides and promotes standards for the industry. Licensing responsibilities of the Board include promulgating rules and regulations for licensing, examination, and training; administering licensing exams or granting waivers when appropriate; and issuing licenses in four categories--business, certified commercial applicator, certified non-commercial applicator, and technicians.
Vernon's Ann. Civ. St., Article 135b-6, Section 4 (a-e).
Arrangement: By fiscal year, then license number for each volume.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps? 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 Texas State Library were checked for the Structural Pest Control Board and none were found for this series or for equivalent or related series.
Publications based on records: The number of licenses and types of licenses issued each year by the board is listed in the annual report of the board.
Scheduled record series? Yes
Title: License log
Series item number: 1.
Agency item number: 38
Archival Code: A
Retention: PM
Recommendation: This is a listing of all certified applicators and businesses issued licenses by the Structural Pest Control Board. The Board needs to keep these logs in-house for their use in issuing and renewing licenses for businesses and individuals. Although this is a good summary record of licenses issued by the Board, the data is further summarized in the annual reports. I recommend this not be considered an archival record and that the 'A' code be removed from the retention schedule. The agency has designated this as a permanent in-house record, so this item should retain its 'PM' designation on the schedule.
Record Series Review
Series Title: Exam applications and results
Agency: Structural Pest Control Board
Dates: 1994-[ongoing]
Current total volume and dates: 31.5 cubic feet
Retained by the agency for five years according to the schedule. However, the present holdings of the agency are 1994-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 6 cubic feet
Current Agency Location: These records are housed at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information Services Division of the Texas State Library.
Description: This series contains applications and results of exams. Information on the application includes name, Social Security number, home and mailing addresses, business working for, driver's license number, birthdate, experience, and criminal violation and record, if applicable. The grade of the exam is also present. Once an applicant passes, the information goes into the licensing files.
Purpose: This series documents those individuals applying for a structural pest control license and their test scores.
Agency Program: The Structural Pest Control Board works to protect the health and welfare of citizens and the environment against the misuse of pesticides and promotes standards for the industry. Licensing responsibilities include promulgating rules and regulations for licensing, examination, and training; and administering licensing exams or granting waivers when appropriate.
Vernon's Ann. Civ. St., Article 135b-6, Sections 4, 6(a).
Arrangement: Alphabetical by applicant.
Access Constraints: The criminal record information is confidential. V.T.C.A., Government Code, Chapter 552, Texas Open Records Act, Section 552.108.
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps? Records retention schedule lists these records as having a retention of five years, yet the agency only has the last two years worth because they purge them annually.
Problems: Confidentiality concerns.
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Texas State Library were checked for the Structural Pest Control Board and none were found for this series or for equivalent or related series.
Publications based on records: The number of applicants taking the exam and the number passing the exam is listed in the board's annual reports.
Scheduled record series? Yes
Title: Exam applications and results
Series item number: 1.
Agency item number: 39
Archival Code: R
Retention: 5
Recommendation: The application files give personal and work-related information on applicants for licenses, with some of the information confidential. These files are purged annually and the successful applicants files are transferred to the appropriate licensing files. This information is summarized in the annual report of the board. These are routine application files and I recommend they be considered as non- archival records and the 'R' code be removed from the records retention schedule. The retention period for this series should be shortened to reflect the actual retention of the files. The records consultant can assist the agency in determining the proper time period for retention of these files.
Record Series Review
Series Title: Exam aides
Agency: Structural Pest Control Board
Dates: undated
Current total volume and dates: 15 cubic feet
Retained by the agency permanently. These materials are undated.
Obsolete record series? No
Ongoing record series? Occasional additions
Annual accumulation: N/A
Current Agency Location: There are 3 cubic feet of materials at the offices of the Structural Pest Control Board, 12 cubic feet in offsite location at PS Storage.
Archival holdings: None in the Archives and Information Services Division of the Texas State Library.
Description: The exam aides consist of various insect and plant specimens, pictures and photographs of pests and pest damage, and diagrams re: pesticide application or other structural pest controls. The aides are used as examples in the testing of applicants for licenses. These items are replaced as they fall apart or become outdated.
Purpose: These aides are maintained as visual aides for applicants taking the licensing exams.
Agency Program: The Structural Pest Control Board works to protect the health and welfare of citizens and the environment against the misuse of pesticides and promotes standards for the industry. Licensing responsibilities include promulgating rules and regulations for licensing, examination, and training; and administering licensing exams or granting waivers when appropriate.
Vernon's Ann. Civ. St., Article 135b-6, Sections 4, 6(a).
Arrangement: Unarranged
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps? None
Problems: Some of the specimens are fragile.
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Texas State Library were checked for the Structural Pest Control Board and none were found for this series or for equivalent or related series.
Publications based on records: None
Scheduled record series? Yes
Title: Exam aides
Series item number: 1
Agency item number: 40
Archival Code: R
Retention: PM
Recommendation: This series is used to provide visual assistance to individuals taking the licensing exams. These items are replaced as they fall apart or become outdated. I checked with the photograph archivist and he and I agree that there is no long-term value in the photographs or other visual aides. I recommend that this series be considered as non- archival and the 'R' code be removed from the records retention schedule.
Record Series Review
Series Title: Exam test series
Agency: Structural Pest Control Board
Dates: undated
Current total volume and dates: 9 cubic feet
Retained by the agency permanently. These records are undated.
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: These records are housed at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information Services Division of the Texas State Library.
Description: These are the exams taken by applicants for the various structural pest control licenses. These exams are prepared and administered by the Structural Pest Control Board staff. As questions are considered outdated, they are replaced on the test. These tests are confidential. V.T.C.A., Government Code, Texas Open Records Act, Section 552.122.
Purpose: This series documents the questions the applicants taking the structural pest control licensing exams are asked.
Agency Program: The Structural Pest Control Board works to protect the health and welfare of citizens and the environment against the misuse of pesticides and promotes standards for the industry. Licensing responsibilities include promulgating rules and regulations for licensing, examination, and training; and administering licensing exams or granting waivers when appropriate.
Vernon's Ann. Civ. St., Article 135b-6, Section 4.
Arrangement: By category of test.
Access Constraints: This record is not available to the public due to confidentiality of the test questions. V.T.C.A., Government Code, Texas Open Records Act, Section 552.122.
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps? None
Problems: Confidentiality problems.
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Texas State Library were checked for the Structural Pest Control Board and none were found for this series or for equivalent or related series.
Publications based on records: None
Scheduled record series? Yes
Title: Exam test series
Series item number: 1.
Agency item number: 41
Archival Code: R
Retention: PM
Recommendation: The exams are confidential and are considered a permanent in- house agency record. When questions are outdated, they are replaced as needed. Entire tests are not redone so there are not any outdated exams. Although these exams could be an interesting artifact at some point, confidentiality concerns prevail. I recommend this series be considered as non-archival and the 'R' code removed from the records retention schedule.
Record Series Review
Series Title: Investigator weekly reports
Agency: Structural Pest Control Board
Dates: 1990-[ongoing]
Current total volume and dates: 43 cubic feet
Retained by the agency for five years. The present holdings of the agency are 1990-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 9 cubic feet
Current Agency Location: Records dating 1990-1993 are housed in offsite storage (PS Storage), those dating 1994-[ongoing] are housed at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information Services Division of the Texas State Library.
Description: This series consist of weekly reports summarizing the activities of each investigator for that week, listing what duties were performed, and who was contacted during the course of the investigation. Dates covered are 1990- [ongoing].
Purpose: This series documents the activities of the board's investigators on a weekly basis.
Agency Program: The Structural Pest Control Board works to protect the health and welfare of citizens and the environment against the misuse of pesticides and promotes standards for the industry. Investigating responsibilities include inspecting pest control work of licensees; investigating allegations of improper application of pesticides or other violations of the Structural Pest Control Act; and investigating and referring to EPA violations of the Federal Insecticide, Fungicide, and Rodenticide Act.
Vernon's Ann. Civ. St., Article 135b-6, Section 4C.
Arrangement: Alphabetical by investigator, then chronologically.
Access Constraints: Older records are stored offsite.
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps? None
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the State Archives and Information Services Division of the Texas State Library were checked for the Structural Pest Control Board and none were found for this series or for equivalent or related series.
Publications based on records: This information is summarized in the annual financial report of the board.
Scheduled record series? Yes
Title: Investigator weekly reports
Series item number: 1.
Agency item number: 42
Archival Code: R
Retention: 5
Recommendation: These reports provide a weekly summary of the investigator's activities. This information is summarized in the annual financial report of the board, which provides a useful summary for long-term value. I recommend this series be considered as non-archival and the 'R' code be removed from the records retention schedule.
Record Series Review
Series Title: Complaint files
Agency: Structural Pest Control Board
Dates: c. 1988-[ongoing]
Current total volume and dates: 65 cubic feet
Retained by the agency for three years after closed according to the schedule. However, the present holdings of the agency are c. 1988-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 9 cubic feet
Current Agency Location: Records dating c. 1988-1993 are housed in offsite storage (PS Storage), those dating 1994-[ongoing] are housed at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information Services Division of the Texas State Library.
Description: The complaint files include investigation reports, correspondence, exhibit samples (air, soil tests, etc.), name and address of complainants, order for hearing, and hearing outcome. Dates covered are c. 1988-[ongoing].
Purpose: This series documents complaints received and board action taken regarding the complaints--both investigations undertaken and hearings held. Agency Program: The Structural Pest Control Board works to protect the health and welfare of citizens and the environment against the misuse of pesticides and promotes standards for the industry. Investigating responsibilities include inspecting pest control work of licensees and investigating allegations of improper application of pesticides or other violations of the Structural Pest Control Act. The Board investigates consumer complaints and may take action against violators of the Structural Pest Control Act by imposing civil and/or administrative penalties.
Vernon's Ann. Civ. St., Article 135b-6, Sections 4g-i, 4C-E, 9A, 10, 10B.
Arrangement: Numerically by complaint number assigned by the Board.
Access Constraints: Older records are stored offsite.
Use Constraints: None
Indexes or finding aids required for/or an aid to access? A key to the complaint number assigned is necessary.
Gaps? 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 Texas State Library were checked for the Structural Pest Control Board and none were found for this series or for equivalent or related series.
Publications based on records: The number of complaints investigated and actions taken by the board is summarized in the annual financial report.
Scheduled record series? Yes
Title: Complaint files
Series item number: 1.
Agency item number: 46
Archival Code: R
Retention: AC+3
Recommendation: The complaint files provide information about individual complaints. A summary record is preferred for long-term value instead of individual files. The information from this series is summarized in the annual report of the board, which is adequate documentation of complaints received by the board and actions taken. Also, the board considers this a long-term in-house record for their purposes in keeping track of violations by repeat offenders. I recommend that this series be considered as non-archival and the 'R' be removed from the records retention schedule. I also recommend that the retention code be changed to a longer value than AC+3 since the board is keeping these records long-term, perhaps to AC+10. The records consultant can work with them to change the retention period.
Record Series Review
Series Title: Press releases
Agency: Structural Pest Control Board
Dates: c. 1990-[ongoing]
Current total volume and dates: fractional
The present holdings of the agency are c. 1990-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: These records are housed at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information Services Division of the Texas State Library.
Description: These are press releases of the Structural Pest Control Board. These are issued infrequently, currently two are present, one announcing the change of executive director, the other a local release notifying an area (Galveston) of a fraud case. Dates are in the 1990s.
Purpose: The series documents the release of what the Board considers significant information to the media.
Agency Program: The Structural Pest Control Board works to protect the health and welfare of citizens and the environment against the misuse of pesticides and promotes standards for the industry. Major responsibilities of the Board are promulgating rules and regulations for licensing, examination, and training; administering licensing exams; issuing licenses; inspecting pest control work of licensees; investigating allegations of improper application of pesticides or other violations of the Structural Pest Control Act; administering mandatory continuing education; and operating a public information program about the practice and regulation of structural pest control. The Board also acts as the investigative arm of the Environmental Protection Agency in Texas. This includes investigation and referral to the EPA violations of the Federal Insecticide, Fungicide, and Rodenticide Act. Additionally, the Board has the responsibility for developing standards and criteria for the use of pesticides and other related chemical agents at school buildings and other facilities of school districts.
Vernon's Ann. Civ. St., Article 135b-6.
Arrangement: Unarranged
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to access? None
Gaps? The agency cannot say if any press releases have been issued and not kept.
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Texas State Library were checked for the Structural Pest Control Board and none were found for this series or for equivalent or related series.
Publications based on records: None
Scheduled record series? No
Title: Series item number:
Agency item number:
Archival Code:
Retention:
Equivalent record series on state recommended retention schedule? Yes
Title: News releases
Series item number: 1.1.019
Agency item number:
Archival Code: R
Retention: 2
Recommendation: Although this is an infrequent activity of this agency, of the two releases known, one was about the appointment of a new executive director, which is a significant topic. Also, press releases of significant topics are generally considered archival. I recommend that this series be added to the records retention schedule as an archival ('A') series with an agency retention period of two years, as recommended in the state records retention schedule. The press releases can be transferred to the Archives annually, after their retention period has been met.
Record Series Review
Series Title: CEU Course Outline and Verification files
Agency: Structural Pest Control Board
Dates: 1993-[ongoing]
Current total volume and dates: 28 cubic feet
The present holdings of the agency are 1993-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 3-5 cubic feet
Current Agency Location: These records are housed at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information Services Division of the Texas State Library.
Description: The continuing education unit (CEU) course outline consists of speaker qualifications, course outline, statement of learning objectives, course relevance, instructional strategies and learning verifications. These documents are submitted in the approval process by other entities who wish to provide CEU courses for Structural Pest Control Board licenses. The agency only keeps the approved courses. However, everyone that submits the materials is informed of the requirements their course needs for approval and all course materials sent in are eventually approved. The course date verifications are filed with the course outlines and consist of notification of approved CEU course providers of the dates and times they will present an approved course. There are not any training materials present. Dates covered are 1993-[ongoing].
Purpose: This series documents the continuing education units approved by the board which are available to fulfill CEU requirements of licensees.
Agency Program: The Structural Pest Control Board works to protect the health and welfare of citizens and the environment against the misuse of pesticides and promotes standards for the industry. Education and training responsibilities of the Board include promulgating rules and regulations for licensing, examination, and training; and administering mandatory continuing education courses for certified applicators.
Vernon's Ann. Civ. St., Article 135b-6, Section 6.
Arrangement: By CEU sponsor number.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to access? A key to the CEU sponsor number assigned is necessary.
Gaps? 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 Texas State Library were checked for the Structural Pest Control Board and none were found for this series or for equivalent or related series.
Publications based on records: Cost of the courses for the applicants is given in the annual financial report, number of approved courses is given in the legislative appropriation requests.
Scheduled record series? No
Title:
Series item number:
Agency item number:
Archival Code:
Retention:
Equivalent record series on state recommended retention schedule? No
Recommendation: The administration of continuing education courses is one of the licensing responsibilities of the Structural Pest Control Board. Some summary information is available in the board's annual financial report and the LAR. Although the information in this series details the nature of the courses licensees must take to renew their licenses, the topics are basically the same as the categories of pest control, such as termite extermination, etc. Additionally, the same topic may be available in several different courses each year, thereby duplicating the basic information. The function of the agency here is approving the course, not the course itself. This is a large series, about 28 cubic feet, which does not warrant long-term archival retention. This series is not on the retention schedule but was reviewed for archival review based on the description of the materials. This series should be added to the retention schedule as a non-archival series. The records consultant can assist the board in assigning a retention period.
Record Series Review
Series Title: Strategic plan
Agency: Structural Pest Control Board
Dates: 1992, 1995
Current total volume and dates: fractional
Retained by the agency permanently. The agency holds copies of both plans, 1992 and 1995.
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation:
Current Agency Location: These records are housed at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information Services Division of the Texas State Library.
Archival requirement for this series is fulfilled by sending copies to the Publication Clearinghouse. The Clearinghouse holds both plans, 1992 (covering 1992-1998) and 1995 (covering 1995-1999.) Fifty-five copies of state plans must be sent to the Publications Clearinghouse (13 Texas Administrative Code, Section 3.3 (a)(3).)
Description: Strategic plans are long-range planning tools prepared by the agency in which the goals and objectives of the agency are presented along with performance measures for each. Plans contain a mission statement, a statement of philosophy, and external/internal assessment of the agency, and the goals of the agency. Each goal contains objectives, outcome measures, strategies, output measures, efficiency measures, and explanatory measures for measuring and achieving the goals. Also present in the strategic plan is an organization chart of the agency. The Structural Pest Control Board has prepared two plans, in 1992 and 1995, with the planning time frames 1992-1998 and 1995-1999 respectively.
Purpose: These plans are long-range planning tools prepared by the agency which set forth goals and objectives of the agency over a multi-year period.
Agency Program: The Structural Pest Control Board works to protect the health and welfare of citizens and the environment against the misuse of pesticides and promotes standards for the industry. Major responsibilities of the Board are promulgating rules and regulations for licensing, examination, and training; administering licensing exams; issuing licenses; inspecting pest control work of licensees; investigating allegations of improper application of pesticides or other violations of the Structural Pest Control Act; administering mandatory continuing education; and operating a public information program about the practice and regulation of structural pest control. The Board also acts as the investigative arm of the Environmental Protection Agency in Texas. Additionally, the Board has the responsibility for developing standards and criteria for the use of pesticides and other related chemical agents at school buildings and other facilities of school districts.
Vernon's Ann. Civ. St., Article 135b-6.
Arrangement: Chronological.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps? 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 Texas State Library were checked for the Structural Pest Control Board and none were found for this series or for equivalent or related series.
Publications based on records: None
Scheduled record series? No
Title:
Series item number:
Agency item number:
Archival Code:
Retention:
Equivalent record series on state recommended retention schedule? Yes
Title: Strategic plans
Series item number: 1.1.055
Agency item number:
Archival Code:
Retention: PM
Recommendation: The strategic plans document the long-range planning activities of the board. Their archival mandate is fulfilled by the agency sending copies of the reports to the Publications Clearinghouse. The state recommended retention schedule will be revised to carry an Archival Code of 'A' for this series. This series needs to be added to the agency retention schedule with a retention period of 'PM'. We prefer it to carry an Archival Code of 'A'. A note needs to be added to the Remarks section "Copies are sent to the Publications Clearinghouse which fulfills the archival mandate for this series".