New Retention Rules for Correspondence to go into effect July 4th

At their June 5, 2012 meeting, the Texas State Library and Archives Commission approved new retention requirements for administrative and general correspondence.

Affected Series:

  • On the Texas State Records Retention Schedule (State Agencies):
    • 1.1.007:  Administrative Correspondence. New retention period: 4 years.
    • 1.1.008:  General Correspondence. New retention period: 2 years.
  • On Local Schedule GR (Local Governments):
    • GR1000-26a:  Administrative Correspondence. New retention period: 4 years.
    • GR1000-26b:  General Correspondence.  New retention period: 2 years.

The revised schedules will go into effect on July 4, 2012. We will be posting links to the new editions of the schedules on our website and this blog by 5:00 p.m. on Thursday, July 5th.

How will this affect my organization’s records management program?

State Agencies

State agencies will need to immediately start following the new retention periods on the effective date of July 4th, 2012. State agencies will need to incorporate these changes into their next scheduled recertification. If recertification is not scheduled for some time, it is recommended that an amendment be submitted to officially document the retention period change. To submit an amendment, use the SLR 122 and SLR 105C forms (Forms).

Local Governments

How this affects your organization depends on what is currently on file with the Texas State Library and Archives Commission (TSLAC). If you are not sure what your government has on file with TSLAC, please contact your analyst.

  • If you have opted to declare compliance with TSLAC schedules using Form SLR 508 (Declaration of Compliance with the Records Scheduling Requirement of the Local Government Records Act), then all you will need to do is download the new version of your retention schedule, inform your colleagues, and begin following the revised retention periods.
  • If you have filed a records control schedule using Form SLR 500 (Local Government Records Control Schedule), the longer retention period will automatically apply. For example, if your current records control schedule prescribes a retention period of 3 years for Administrative Correspondence, then you are required to retain Administrative Correspondence for 4 years as prescribed in the revised Local Schedule GR. Or, for example, if your current records control schedule prescribes a retention period of 5 years for Administrative Correspondence, then you are required to retain Administrative Correspondence for 5 years since it is the longest retention period. If you want to follow the new retention periods or update your schedule, you will need to submit an amendment. To submit an amendment, use the SLR 520 and SLR 540 forms, which must be signed by the designated Records Management Officer (RMO) for your organization. You must receive our approval back in your office before you begin following the new retention period assigned to that record. (Forms)
  • If your records management policy states you will hold all records permanently, or you are not in compliance with the Local Government Records Act, then you are still required to maintain all records permanently until something is filed with TSLAC to change that status.

Where can I get help?

Government Information Analysts are available Monday-Friday, 8 a.m.-5 p.m., to answer your questions. If you’re not sure who your analyst is, click here to find your analyst by agency or county:  State Agencies | Local Governments

Or, send us an email at slrminfo@tsl.texas.gov or call (512) 463-7610.