Records Management Forms and Templates

Forms may be filled out electronically, however, you must send a paper copy in order for us to obtain a signature.

Local Governmentsskyline by Shawn Schmidt from the Noun Project

All 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.

Requirements for Local Governments

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

Congress by Martha Ormiston from the Noun ProjectState Agencies

Any 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.

Requirements for State Agencies

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

Can't find what you're looking for? Email or call 512-463-7610.

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Page last modified: January 2, 2019