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:

  • The agency must appoint a Records Management Officer (RMO) within the agency, in accordance with Texas Government Code, Section 441.184(a).
  • The records must be from a state agency in the Austin area.
  • The material must be classified as a record according to the definition in Texas Government Code, Section 441.180(11) "State Record.
  • Valid records retention requirements must be established, and a copy of the agency records retention schedule must be filed with SLRM in accordance with Texas Government Code, Section 441.185.
  • 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.
  • A Form RMD 106, Records Center Storage Approval, must be submitted to and approved by SLRM for each records series to be stored. (Obtaining approval for storage.)
  • The records must be packed, organized, and labeled correctly. (Preparing records for storage.)
  • The e101 Transmittal Request (located at https://www.tsl.texas.gov/apps/slrm/e101/index.php) must be submitted to and approved by SLRM. (Sending records to 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.

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.
  • A Form RMD 106, Records Center Storage Approval, must be submitted to and approved by SLRM for each records series to be stored. (Obtaining approval for storage.)
  • The records must be packed, organized, and labeled correctly. (Preparing records for storage.)
  • The e101 Transmittal Request (https://www.tsl.texas.gov/apps/slrm/e101/index.php), must be submitted to and approved by SLRM. (Sending records to 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.

 

Index

 

Page last modified: November 25, 2013