In the State and Local Records Management Division (SLRM) here at TSLAC, we receive a lot of questions in regard to permanent records. “Why do they need to be saved?” “How should permanent records be stored?” “What do we do if there is any damage?”

To begin to answer these questions, it helps to learn how Local Government Code §201.003(10) defines a permanent record for local governments: “‘Permanent Record’ or ‘record of permanent value’ means any local government record for which the retention period on a records retention schedule issued by the commission [TSLAC] is given as permanent.'” For the definition used by state agencies, you could also look at Government Code §441.180(6), which defines a permanent record: “‘Historical resources’ means any manuscript, map, photograph, artistic depiction, printed material, flag, or other recorded information, or copies of that information, in the possession of this state, an individual, a private institution, another state, or another nation relating to the history and culture of Texas as a province, colony, republic, or state.'” In other words, these are historic and essential records that TSLAC has determined merit the status of permanent.

Why Do Permanent Records Need to be Saved?

Records that are considered to have historical significance to and/or are essential to the efficient running of a municipality, county, state, or nation are always going to require permanent retention. Records such as maps, census records, birth and death certificates, manuscripts, and photographs are some of examples of permanent retention based on historical criteria. Other records such as tax rolls, audit records, open meeting minutes and agendas, court dockets, and budgets—each historical in their own way—are also permanent due to their status as essential records needed in the efficient running of a government. For a deeper dive into these records, we have an article from The Texas Record: The Meaning of “Historical Value” on Local Government Schedules.

How Should Permanent Records Be Stored?

While all government records need to be stored in a way that protects them for however long they need to be retained per the local government or state agency retention schedules, permanent records require more careful handling and storage to make sure they stay in as good condition as possible for as long as possible, especially in the case of historical records where there may be some damage due to age and previous storage conditions.

The set of photographs below is a prime example how NOT to store records, permanent or not.

Both state agencies and local governments have guidelines for the preservation and storage of permanent records. While state agencies can store their own permanent records, they may also send them to the State Records Center for permanent storage. In the case of local governments, there are guidelines for them to store their records either on-site or with a third party, such as an outside vendor or the Regional Historical Resource Depository System (RHRD).

Paper Records

When most people think about permanent or archival records, paper is the first thing that comes to mind. It was the primary, if not only, source of written communication and documentation for millennia. While paper stored under the right conditions can last for thousands of years, all too often it isn’t stored or handled as carefully as it should be. Think about it as a favorite recipe card that has been handed down through your family. The card, by the time it is passed to you, is so old, stained, and faded that you may not be able to read it anymore and the recipe is lost. The same thing can happen to historical and essential records. To help to keep permanent records viable for as long as possible, TSLAC has guidelines for local governments outlined in Bulletin D (Local Government Records Act) and Bulletin F (Record Storage Standards). For state agencies, these guidelines will be found in Bulletin 4 (State Records Management Laws). We also have a very informative webinar, Storage and Preservation of Paper Records.

Electronic Records

Along with paper records, electronic records will also need extra care when held permanently. Because technology is always changing, what is in use today could be obsolete sooner rather than later. It is important that a governmental entity keep up with the rapid pace of technology and make sure that whatever software or media your government stores its records on is going to be compatible with any new upgrades. The Texas Digital Archive has a comprehensive guide on best practices for permanent retention of electronic records. For state agencies, there is also Bulletin 1: Electronic Records Standards and Procedures. For Local Governments, Bulletin B: Electronic Records Standards and Procedures, will be the primary guide for electronic records storage at the local level. We also have a two-part webinar on preserving electronic records: Strategies for Preserving Electronic Records.

Microfilm

Another type of record that has been around for 185 years, microfilm, needs to be protected as well. Many agencies and local governments have transferred records to this medium, especially those permanent records that don’t need to be referenced as often (“inactive records”). Retention guidelines for microfilm can be found for local governments in Bulletin A: Microfilm Standards and Procedures and for State Agencies in Bulletin 2: Microfilm Standards and Procedures.

What Happens if Permanent Records are Damaged?

Even if governments follow all of the rules and recommendations of storing permanent records, disasters can still happen. Natural disasters such as tornadoes, floods, and earthquakes, as well as structural disasters such as water leaks, light (sunlight) damage, fire, and infestations can damage and destroy records. Even unauthorized access to permanent records can cause damage due to mishandling, ransomware, malware, computer viruses, and theft. It’s an important part of training for anyone who handles essential/historical records on a regular basis as part of their job functions to know what to do in the case of a disaster. An important procedure to remember, if permanent records are destroyed, they must be documented. TSLAC has a template for premature destruction of records that have not met retention (including permanent records.) And, of course, we have a helpful webinar for just such a situation: Disaster Recovery and Salvage of Government Records.

It is Up to Us…