During the 86th Legislative Session, HB 1962, the Sunset bill of the Texas State Library and Archives Commission (TSLAC), passed reauthorizing TSLAC for another 12 years.
Along with the re-authorization of our agency, some changes were made concerning local government records management compliance. These legislative changes took effect on September 1, 2019. This article will explain the most important changes and outline action items some local governments may need to take to ensure compliance.
Local Government Compliance
Overall, the elements of local government compliance have not changed. The graphic to the right explains the information local governments, including elected county officials, are required to submit to be in compliance.
Repeal of local government control schedules and amendments.
Elected county officials and all other local governments are no longer required to file records control schedules and amendments with TSLAC. Records control schedules and amendments have been officially replaced by the written declaration of compliance. This written declaration of compliance (form SLR 508) is not new. Most local governments have submitted this form to establish a retention schedule and achieve compliance but now it is required for all.
Local governments are still allowed to create records control schedules and amendments for their offices and departments, but these are no longer required to be filed with TSLAC.
Repeal of requirement to request approval for destruction of originals of microfilmed records.
Local governments are now authorized to destroy original records after they have been microfilmed without approval from TSLAC.
Repeal of electronic storage authorization requests.
Any local government record may be stored electronically without approval from TSLAC.
What do I need to do to ensure continued compliance?
For any elected office or other local government that has previously submitted form SLR 508 Declaration of Compliance, no further action is required. The previously submitted Declaration of Compliance serves as the written certification of compliance required by [203.041(a)(2)].
For any elected office or other local government that has previously submitted records control schedules or amendments, most likely on forms SLR 540, SLR 500, and 520, and have not also submitted SLR 508 Declaration of Compliance, your local government will need to submit this form.
View and download the form SLR 508 from our website: https://www.tsl.texas.gov/slrm/forms#local
If you have questions about your compliance status, please find the analyst assigned to your government here: https://www.tsl.texas.gov/slrm/contact.