{"id":17706,"date":"2022-05-23T10:04:52","date_gmt":"2022-05-23T15:04:52","guid":{"rendered":"https:\/\/www.tsl.texas.gov\/slrm\/blog\/?p=17706"},"modified":"2025-02-13T08:44:48","modified_gmt":"2025-02-13T14:44:48","slug":"how-to-amend-a-state-agency-retention-schedule","status":"publish","type":"post","link":"https:\/\/www.tsl.texas.gov\/slrm\/blog\/2022\/05\/how-to-amend-a-state-agency-retention-schedule\/","title":{"rendered":"How to Amend a State Agency Retention Schedule"},"content":{"rendered":"\n

By Michelle Johnson<\/em><\/p>\n\n\n\n

Sometimes as a state agency records management officer (RMO), you may find that your certified state agency records retention schedule<\/a> needs to be updated before the next recertification is due. The Texas State Library and Archives Commission (TSLAC) has a process for this called a schedule amendment<\/em>. It is similar to the process for submitting a recertification<\/a>, but with a few key differences. Let’s go over the why’s, when’s, and how’s of submitting an amendment.<\/p>\n\n\n\n

Note: This article only applies to state agencies. Local governments can reference this article<\/a> for more information about customizing your local schedule.<\/strong><\/em><\/p>\n\n\n\n

Why Amend<\/h2>\n\n\n
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The function of an amendment is to add, change, or delete series; it allows agencies to make targeted changes to particular series without reviewing the entire schedule. Unlike recertifications, agencies are not required to submit amendments within a specific timeline. However, many RMOs do find it necessary to submit amendments from time to time in order to keep their schedule current and in compliance with minimum requirements under the State Records Retention Schedule (RRS)<\/a>, University Records Retention Schedule (URRS)<\/a>, and other records rules. Remember that any changes to a state agency\u2019s schedule must be approved by TSLAC before they can be implemented \u2013 amendments give you an option to do that at any time within your recertification cycle.<\/p>\n\n\n\n

When to Amend<\/h2>\n\n\n
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Many RMOs choose to amend when changes are made to administrative rules. The implementation of the 5th edition of the RRS<\/a> in 2020 prompted a spate of amendment submissions, and we expect to see more once the current proposed updates<\/a> to the RRS and URRS are adopted. The same can be said of new state or federal laws and industry standards outside of TSLAC’s rules. If at any time you find that your agency’s schedule no longer meets minimum requirements, you can submit an amendment to bring the schedule back into compliance with state, federal, and industry laws and standards.<\/p>\n\n\n\n

Changes within an agency’s internal processes may also create a need to amend. For example, newly implemented teams or service offerings might produce new types of records that are not described on the existing retention schedule. In these cases, you would need to submit an amendment to add new series to the schedule before disposition could be conducted.<\/p>\n\n\n\n

There are also instances where amendments are not <\/em>appropriate. You should consider a full recertification if major structural changes to the schedule are needed, for instance adding new sections or conducting a holistic overhaul. In these cases, it is beneficial for TSLAC to review the entire schedule for consistency and clarity. However, it ultimately depends on the extent of the changes; we encourage you to contact your analyst<\/a> if you are unsure if an amendment or recertification is best.<\/p>\n\n\n\n

How to Amend<\/h2>\n\n\n\n

To initiate an amendment, submit two forms to TSLAC: the SLR 105C<\/a> and the SLR 122<\/a>. Both are available for download on the Forms page<\/a>.<\/p>\n\n\n\n

SLR 105C<\/h3>\n\n\n\n

The SLR 105C is used as a cover page anytime you send a schedule to TSLAC for review. The form is signed by either the RMO or agency head and indicates whether you are filing an initial schedule certification, a recertification, or an amendment.<\/p>\n\n\n\n

SLR 122<\/h3>\n\n\n\n

The SLR 122 is an Excel template used to fill in series details. Only <\/em>enter the series you want to add, change, or delete. Fields 1-12 are found on all retention schedules; enter information exactly as you want it to appear on your approved schedule. Fields 13 and 14 are unique to amendments; enter information per instructions below to assist your analyst with the review process.<\/p>\n\n\n\n

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Field 13<\/h3>\n\n\n\n