{"id":20412,"date":"2024-04-11T09:31:10","date_gmt":"2024-04-11T14:31:10","guid":{"rendered":"https:\/\/www.tsl.texas.gov\/slrm\/blog\/?p=20412"},"modified":"2025-02-13T08:43:49","modified_gmt":"2025-02-13T14:43:49","slug":"new-rules-for-archival-transfer-and-review","status":"publish","type":"post","link":"https:\/\/www.tsl.texas.gov\/slrm\/blog\/2024\/04\/new-rules-for-archival-transfer-and-review\/","title":{"rendered":"New State Agency Rules for Archival Transfer and Review!"},"content":{"rendered":"\n

By: Ellen Gleason & Sierra McGee<\/strong>.<\/p>\n\n\n\n

As a Records Management Officer (RMO) for a state agency, at some point you will need to send your records to TSLAC for transfer or review. This means your records have met retention and their record series has an archival code of \u201cA\u201d or \u201cR\u201d. But then what? What are the differences between archival codes \u201cA\u201d and \u201cR\u201d? Who do you notify and when? What kind of information do you need to provide? To answer these questions and more, State and Local Records Management (SLRM) and Archives and Information Services (ARIS) staff have teamed up in this post to walk you through the new procedures to ensure that your archival transfers and reviews go smoothly. <\/p>\n\n\n\n

New Administrative Rule<\/h2>\n\n\n
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On August 23, 2023, the Texas Administrative Code was amended to include requirements and standardized procedures for transmitting records to TSLAC during the archival review or transfer process. \u00a0Essentially, this rule specifies how to handle records classified under a series with an archival code at the end of the retention period. These tools include fillable electronic forms and inventories which help capture information from RMOs and other staff who know the most about the records their state agency creates. The full text of this code can be viewed here: 13 Tex. Admin. Code \u00a710.5 (2023)<\/a>.<\/p>\n\n\n\n

Let’s Get Started! <\/h2>\n\n\n
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First, you\u2019ll need to examine your agency\u2019s records retention schedule (RRS). All state agency retention schedules identify and describe agency records and the length of time each record series must be retained. These are available to view online<\/a> in the Records Management section of TSLAC’s website.<\/p>\n\n\n\n

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Looking closer at a records retention schedule, take notice of the heading titled “Archival.” This is the Archival code<\/strong> field which will indicate whether materials in a record series will need to be transferred to or reviewed by the State Archives. The Archival code field will contain an \u201cA\u201d, \u201cR\u201d, \u201cE\u201d, or will be blank. Archival code \u201cA\u201d means that records from this series are archival<\/u><\/strong> and will need to be transferred to the State Archives. Archival code \u201cR\u201d means that records from this series may<\/u><\/em> be archival<\/u><\/strong>, but require review and will go through an appraisal process to determine their archival value. Archival code \u201cE\u201d means that a record series previously had an Archival code \u201cR\u201d but the State Archives determined the series to lack sufficient archival value for this particular agency, so it now has an archival exception<\/u><\/strong> and can be disposed of after retention is met. Record series with a blank Archival code field do not require any action by the State Archives and can also be disposed of when retention has been met.<\/p>\n\n\n\n

When a series has an archival code of \u201cA\u201d<\/u><\/strong> or \u201cR\u201d<\/u><\/strong> we have forms that will capture the information necessary to initiate the process required for each. Our forms are available to download from our website<\/a>.<\/p>\n\n\n\n

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Stay up to date!
<\/strong>Be sure to download the latest version of the forms from TSLAC’s website<\/a> each time.<\/p>\n<\/div><\/div>\n\n\n\n

Each process starts with an email to statearchives@tsl.texas.gov and attachment of two forms (one PDF, and one Excel). Each form you submit should be sent in the same electronic file format you originally downloaded it in (a pair of one PDF and one Excel spreadsheet). Also keep in mind that each record series represented in the materials will need its own pair of forms submitted.<\/strong><\/p>\n\n\n\n

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Download Decision Matrix (PDF)<\/a><\/div>\n<\/div>\n\n\n\n

Archival Transfer <\/h2>\n\n\n
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The Archival Transfer process applies to record series on any agency\u2019s retention schedule that have the code \u201cA\u201d<\/u><\/strong> in the Archival code field. This means that when records of that series meet retention, they must be transferred to the Archives and Information Services (ARIS) division of the Texas State Library and Archives Commission (TSLAC). <\/p>\n\n\n\n

Examples of Archival code \u201cA\u201d<\/u><\/strong> record series are:<\/p>\n\n\n\n