Goddess of Liberty at the State Capitol, February 1888 (Austin History Center)
In this edition of Remarkable Records, we are going to look at photographs that document local governments and state agencies. Photographs capture a moment in time as a visual representation that represent infrastructure, events, and people that help to shape the state we are now.
Local Governments
El Paso, ca. 1880 (El Paso Historical Society)
For local governments, photography not only documents the history of a town, city, or county, but also the functions of governmental entities.
Travis County Commissioners Court, 1985 (Travis County Archives)
Several of the local retention schedules contain records series for photographs. This includes investigations (e.g. arson, accidents, arrests, and inquests), case files, property appraisals, social media posts, and communications.
Mason County Courthouse after arson fire in February 2021 (Tx. Dept. Ins.)
| PS4450-01 | ARSON INVESTIGATION RECORDS | Investigative, laboratory, and insurance reports; affidavits; depositions; photographs; and similar records used to determine the cause, origin, and circumstances of fires or other incidents. | |
| PS4450-01a | ARSON INVESTIGATION RECORDS | Investigations in which it is determined that a fire was not caused by arson. | Date of determination + 5 years. |
| PS4450-01b | ARSON INVESTIGATION RECORDS | Investigations in which it is determined that a fire was caused by arson. | Follow retention periods for item numbers PS4125-02 or PS4125-05, as applicable. |
So, how long should local governments retain photographs? It all depends on the purpose and context of the record.
Women registering to vote for the first time in Travis County, 1918 (TSLAC)
| *GR1000-37 | PHOTOGHRAPHS, IMAGES, RECORDINGS, AND OTHER NON-TEXTURAL MEDIA | Photographs, photographic scrapbooks, slides, sound recordings, videotapes, posters, and other non-textural media that document the history and activities of a local government or any of its departments, programs, or projects except such records noted elsewhere in this or other commission schedules. | AV | Retention Note: Review before disposal, some records may merit PERMANENT retention for historical reasons. Local governments should consult with local historical or genealogical societies to assist with the appraisal. Be certain that photographs and other non-textural media do not fall within other records series. For example, mug shots and photographs of fire damage are listed in Local Schedule PS (Records of Public Safety Agencies) under police and fire departments respectively. |
State Agencies
Gov. Miriam “Ma” Ferguson signing a bill, Austin, c. 1933 (TPWD)
In regard to state agencies, photographs also record the history of an agency. They can also help influence policy, emphasize the work of an agency, and document state infrastructure. They also help to document damage done by natural and man-made disasters and help determine declarations and aid.
1981 Memorial Day Flood, Austin (Austin Public Library)
| 5.4.017 | Emergency Response and Recovery Records | This series documents the events and damages to institutional property due to storms, riots, fires, droughts, floods, and other events affecting citizens and facilities within the jurisdiction of the institution. This series may include but is not limited to: diaries; logs; reports; photographs; notes which indicate or document what happened, when, and where; and related documentation and correspondence. | 3 | R | See RSIN 5.4.013 for Continuity of Operations Plans (COOP). CAUTION: If grant monies are received to assist with the response or recovery, the retention requirements for this series may vary depending on the specific funding agency. |
And, just as with local governments, retention of photographs is going to depend on the purpose and context of the records in the RRS (2024) and URRS (2022) – which set the minimum retention periods for state agencies and universities, respectively – most records series regarding photographs will be in the URRS.
In the case of public universities, photographs can record events, special exhibits, student recruitment, and sporting events. For example, the University of Texas has chosen to keep Sports Information Records, including photographs, permanently per their custom retention schedule (2021).
First UT Varsity Football team, 1893 (Center for American History, UT)
| ICA017 | 18.2.015 | Sports Information Records | This series includes records of the history of each student-athlete who has competed at the institution. Records may include but are not limited to: media articles; photographs and films taken during games, tournaments, and practice sessions; release of information forms; personal data questionnaires; records of awards; and related documentation and correspondence. | PM |
Individual agency schedules (e.g. TSLAC [2024], State Bar of Texas [2019], UT Austin [2021]) will have custom records series as well for the retention of photographs. For example, the record series example below is from the current retention schedule for the General Land Office (2023).
Land Office Building, 1857 (Austin History Center)
| CC.AR.231 | Photographs, Slides, Negative and Proof Sheets | Media Documenting still pictures of agency objects and events, i.e., Land Commissioners – previous and current, staff members, etc. | PM |
Further Exploration
If exploring the history of your community or state interests you, then, by all means, seek out the photographs recording that history. It is a fascinating look back at what a place and its people once were and how they laid the foundations for the present. You can, of course, find these records either in person or on the internet at your local or regional library or historical society, on a specific state agency website, or even here at TSLAC at our Texas Digital Archive.
The retention schedules for local governments and state agencies are there to determine how long government entites should hold on to these valuable records so they will be available for the citizens of Texas to see, study, and enjoy.
TSLAC Dedication and Ribbon Cutting (Gov. & Mrs. Price Daniel), April 10, 1962 (TSLAC)
