Records Management Forms and Templates

Forms for Local Governments

skyline by Shawn Schmidt from the Noun ProjectAll district and precinct offices of a county, municipality, public school district, appraisal district, or any other special-purpose district or authorities are required by the Local Government Records Act to have three elements of compliance on file with the Texas State Library and Archives Commission. View a webinar covering the compliance process or contact your assigned analyst for more assistance.

1. File a records managment policy

Policies from non-elected offices must be submitted with evidence of governing body approval, such as board meeting minutes.

  • Policy Model 1: PDF | Word
    Records Management Policy Statement by an Elected County Official - (County Clerk, Sheriff, Tax Assessor-Collector, Justice of the Peace)
  • Policy Model 2: PDF | Word
    By Ordinance, Order, or Resolution for Counties and Large Local Governments - (Harris, Bexar, Collin, Travis)
  • Policy Model 3: PDF | Word
    By Ordinance In a Small Municipality - (Marble Falls, Llano, Port Aransas, Glen Rose)
  • Policy Model 4: PDF | Word
    Model Order or Ordinance for Small Local Governments - (Emergency Services District, School District, Municipal Utility District)

2. Designate a Records Management Officer

Must match position designated in the policy.

  • SLR 504: Designation of Local Government Records Management Officer (RMO) Form

3. Make a Retention Decision

Adopt the local retention schedules which list records applicable to the government office. Add unique record series or extend retention periods using an amendment form.

  • SLR 508: Declaration of Compliance with the Records Scheduling Requirement of the Local Government Records Act
  • SLR 500: Local Government Records Control Schedule (Instructions)
  • SLR 540: Records Control Schedule - Certification and Acceptance


Inventory and Disposition Forms


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Forms for State Agencies

Congress by Martha Ormiston from the Noun ProjectAny agency in the executive, legislative, or judicial branch of state government created by the constitution or a statute of this state is required by State Records Management Laws to designate a records management officer and file a certified records retention schedule every five years. View a webinar covering the recertification process or contact your assigned analyst for more assistance.

1. Reference a certified retention schedule.

2. Review or amend a retention schedule.

3. Designate a Records Management Officer

  • SLR 104: Designation of State Agency Records Management Officer


Inventory and Disposition Forms 

  • RMD 102: Authority to Dispose of State Records – use for items such as records series not on your agency's retention schedule and for paper copies of microfilm permanent records.
  • RMD 103: Records Inventory Worksheet
  • RMD 113: Disaster Recovery Service Approval Form


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Page last modified: April 4, 2019