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Sep 7 / Angela Ossar

New Forms SLR 500, 504, 508, 520, and 540

Revised versions of five local government forms were released today: the SLR 500, SLR 504, SLR 508, SLR 520, and SLR 540. Updates were long overdue for many of the forms; some had not been revised since the early- to mid-1990s. The forms are available at this address: https://www.tsl.texas.gov/slrm/recordspubs/forms/local.html.

The new forms are meant to achieve the following goals:

  • More intuitive design for form users
  • Easier data entry – schedule and amendment forms reflect the new format of the revised Local Schedules
  • Improved accuracy of data entry, which will mean faster processing by TSLAC
  • Reduced number of required forms – form functions have been consolidated where possible
  • Streamlined schedule adoption process

Below is a detailed explanation of the changes to each form. These forms officially supersede their old versions, but we will accept submissions on the old forms through the end of the calendar year.  Please don’t hesitate to contact us if we can help explain — or improve — the new forms.

SLR 500 – Local Government Records Control Schedule

SLR 500

New SLR 500

New to this version:

  • Instructions sheet is now separate
  • Large black text block eliminated to reduce printer toner needed
  • The three separate Retention Period columns (Office, Storage, and Total) were combined into a single Retention Period column. The 3 columns were seldom used for their intended purpose (to delineate lengths of time kept in originating offices vs. stored off-site). Also, the 3 columns invited math errors unnecessarily — TSLAC is only concerned with the total proposed retention period.
  • “Disposition” column changed to “Remarks” to accommodate other types of remarks, such as comments on confidentiality, archival review, legal citations, record copy holder, and method of disposition (its intended purpose). We hope this will clear up the purpose of the form somewhat, reducing the number of destruction requests submitted as retention schedules.
  • Removed requirement to enter RMO address, name, and original vs. amended filing on every page.
  • Added footer with retention codes to enable users to abbreviate lengthy retention periods.
  • Widened Record Number column to accommodate two-letter codes’ having been added to TSLAC’s Local Schedules’ record numbers (e.g., 1000-01 has become GR1000-01).

SLR 504 – Designation of Local Government RMO

New SLR 504

New to this version:

  • The form is now available as an editable Adobe PDF.
  • The form now includes a check box to enable users to sign up for The Texas Record email updates.

SLR 508 – Declaration of Compliance with the Retention Scheduling Requirement of the Local Government Records Act

New SLR 508

New SLR 508

New to this version:

  • The form is now available as an editable Adobe PDF. The form highlights required fields to ensure that the form is filled out completely.
  • The form now includes a radio button where users can indicate whether this declaration is meant to supersede the Records Control Schedules currently on file with TSLAC. Until now, users have had to submit this statement as a separate letter. In the absence of such a statement, both the adopted schedules AND previous records control schedules would remain in effect — which means that in the event of a conflict, the longer retention period would apply.
  • The form’s instructions were extensively revised for clarity.
  • Section 3, which is for TSLAC use only, is now shaded to reduce instances of users’ filling out the “TSLAC-only” section.
  • A field for email address was added.

SLR 520 – Local Government Records Control Schedule Amendment

SLR 520

New SLR 520

New to this version:

  • This form replaces the SLR 509 for supplementing a Declaration of Compliance with additional records series.
  • Instructions sheet is now separate.
  • “Reason for Amendment” columns have been replaced with a single “Amendment Type” column. The column eliminates the “Revised Retention” option — if a retention period is changing, the user should only enter a “C” for “changed.”
  • Otherwise, see changes to SLR 500 above.

SLR 540 – Local Government Records Control Schedule Certification and Acceptance

SLR 540

New SLR 540

New to this version:

  • The form is now available as an editable Adobe PDF. The form highlights required fields to ensure that the form is filled out completely.
  • Section 1 requires users to select only one of the options, and better explains each option.
  • Section 4, which is for TSLAC use only, is now shaded to reduce instances of users’ filling out the “TSLAC-only” section.
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