Disaster Recovery

After Hours Access Information (PDF) Updated June 9, 2022
 

General Information

512-475-5155  or  records@tsl.texas.gov
 

The State Records Center provides state agencies and local governments with cost-effective storage of non-current, infrequently used state records in hard copy, electronic and microfilm formats. Agencies are provided with controlled access to their hard copy records that are stored in facilities specifically designed for high-density, low-cost maintenance of records. The electronic and microfilm records are stored in vaults specifically designed to protect these documents and mediums.

Records are delivered twice daily. If the requesting agency prefers, their staff may pick up records or view them on-site at either our Shoal Creek or Promontory Point locations. The records center also offers disaster recovery services, which include storage of backup computer media and rotation on individual agency schedules.

The Texas State Library and Archives Commission recommends that more state agencies take advantage of the cost-savings services of State Records Center for the storage of their records and materials. Agencies are encouraged to call TSLAC's State and Local Records Management division with any questions regarding services or procedures at the State Records Center. Use of the records center, while not mandatory, is the most protective and cost-effective way to manage the state's inactive and semi-active records.

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Eligibility Criteria for Storage at State Records Center

For a state agency to be eligible for services at the State Records Center, these criteria must be met:

For a local government entity to be eligible for services at the State Records Center, these criteria must be met:

• The local government must appoint a Records Management Officer (RMO) within the local government entity.

• Valid records retention requirements must be established, and a copy of the agency records retention schedule must be filed with SLRM.

• The records must have at least one (1) month of retention time remaining.

• The records must not be duplicated on microfilm or on hard copy records already in storage at the Records Center, unless the organization of the records to be stored differs from that of the records on file and such organization is necessary to satisfy program requirements.

• The records must be packed, organized, and labeled correctly. (see: Preparing records for storage.)

• Microfilm with permanent retention must be stored in white acid free boxes.

• All microfiche MUST be in white acid free envelopes to insure their durability over time.

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Disaster Recovery Storage Services

For disaster recovery vault storage of electronic media backups:

• Approval for disaster recovery services is obtained by submitting a "Disaster Recovery Service Approval Form" (RMD 113) to the Records Center Services manager.

• The RMD 113 is submitted once to establish service and it is the agency's responsibility to update the form whenever there are changes in agency staff authorized to access the media.

• If the agency requires access to electronic media backups, the entire container is returned to the agency. Records center staff do not remove anything from these containers.

• Agency records management officers are provided with copies of instructions for accessing disaster recovery materials after normal working hours. Procedures have been developed to ensure that only authorized agency staff listed on the RMD 113 have access to the disaster recovery materials.

• Off-site storage of disaster recovery backups is recommended for all agencies that have automated systems and maintain vital records on these systems. If the electronic vital records have retention periods of 10 years or more, off-site storage is required by the State Agency Bulletin 1 - Electronic Records Standards and Procedures (13 TAC §6.95).

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