Are the descriptions on your agency’s retention schedule lacking flair? Customizing records series descriptions can make your schedule easier to navigate and can increase clarity, helping your staff classify records properly. Here are some tips for writing custom series descriptions. 

Background 

Each state agency and public university in Texas must create a unique records retention schedule based on the records they create and maintain (Government Code §441.185). Local governments in Texas must either keep all records permanently, or prepare a records control schedule (Local Government Code §203.041). 

Custom retention schedules may use the descriptions provided in the RRS, URRS, or local schedules (for state agencies, public universities, and local governments, respectively). But, government entities can also customize descriptions to suit their needs. 

Tips for Good Descriptions 

Define Scope 

A good description provides a clear scope for the records that will be categorized in the series. Language describing the scope may include, for example, “characteristics” of the records, the “functions and activities that produced” the records, and the “types of information” contained in the records (Society of American Archivists). A description with a clear scope will leave the reader with a straightforward understanding of what goes in the category and what does not. 

Since government entities must follow the minimum retention periods set by TSLAC, be sure not to leave out a record type that is covered by the corresponding TSLAC series unless you’re accounting for that record type elsewhere on your schedule. For example, if the TSLAC series description includes “working files and related documentation,” you’ll need to make sure that working files are included in your custom description or that there’s another series on the schedule for working files that meets the applicable minimum retention. 

Keywords, Jargon, Notes 

One easy way to enhance the descriptions on your retention schedule is to add keywords, jargon, or helpful notes for the benefit of your staff. Benefits of this strategy include: 

• Making it easier to search in the document (with CTRL + F). 

• Adding clarity by using specific language. 

• Adding other helpful notes for your staff. 

As an example, let’s consider the “Time and Attendance Reports” series on local Schedule GR (GR1050-56). 

GR1050-56 Description: Time cards or sheets, including work schedules and documentation evidencing adherence to or deviation from normal hours for those employees working on fixed schedules. 

A government could customize this series by changing the wording of the description and adding some helpful notes, like so. 

Example Customized Description: Employee timesheets. These records show each employee’s hours worked as well as adherence to or deviation from normal hours for those employees working on fixed schedules. Maintained by HR. 

If “timesheets” is the term used at this local government, that is how employees will likely search for the series, so it’s helpful to add that term. In this example, information about the custodian of the records has also been added. While it is not necessary for determining the retention period, knowing who the designated custodian is may be helpful for staff. Adding convenient details like these makes the series easier to find and more useful. 

Consider Your Audiences 

Retention schedules have two types of audiences: internal (agency staff), and external (TSLAC and other outside entities including the general public). Ideally, a description will be comprehensible and appropriate for both audience types. 

Considering both audiences can mean finding a balance between using precise language and jargon that your staff uses and common terms understandable by others. For example, if you add an acronym in your description that your staff will recognize, it’s a good idea to provide the full name as well for those who may be unfamiliar, e.g., “TPS reports (Test Procedure Specification reports).” It might also mean finding a balance between adding information that’s helpful for your staff and leaving out sensitive details not suitable for public release. For example, it may be helpful to your staff if you add the physical location of records to the description or remarks of a series, but this may not be appropriate for records with sensitive information that require security. So, be sure to consider both internal and external audiences when writing descriptions. 

Conclusion 

The description is one of the most important parts of a retention series because it lets you know what records belong in that category. Finding the right amount of detail for each series can help make the retention schedule more useful for your staff. So, consider customizing your schedule’s descriptions for greater efficiency and effectiveness.