Gimmal Resources
To jump to any of the Gimmal sections on this page, click:
Instruction Guides and Other Printed Materials | Training Videos | Records Management Officer | Frequently Asked Questions
As more Gimmal training materials are added, they will post here.
If you are experiencing technical issues, need a password reset, or have a question about the system, please email: gimmal@tsl.texas.gov, and we will answer your request in the order received. There might be a slight delay because it is always a person replying to your message, not an auto-generated message.
Gimmal Instruction Guides and other printed materials
Records Center User Instruction Guide: Electronic with clickable links Gimmal Instruction Guide – PDF (20.3 MB) Jan. 2026 edition
Recent updates for this edition of the Gimmal Instruction Guide: Electronic with clickable links
Records Center User Instruction Guide: Printer-friendly version Gimmal Instruction Guide – PDF (19.5 MB) Jan. 2026 edition
Recent updates for this edition of the Gimmal Instruction Guide: Printer-friendly version
Character Limitations when data entering information into Gimmal – PDF (126.5 KB)
Preparing Records for Storage at the State Records Center: How to get items ready for storage at the State Records Center – PDF (325.8 KB)
Drive Date help sheet – PDF (129.0 KB)
Teachable Items
File Dates and Drive Date Exercises: See how well you understand how to determine the three areas when creating boxes and microforms in Gimmal – PDF (313.4 KB)
Drive Date Self Quiz: This will help you better understand the functionality of Drive Date – PDF (236.5 KB)
Electronic and Printable Worksheets
These worksheets (in Word format) will help you get information organized before you start data entry in Gimmal.
NOTE: These worksheets are not used to submit a storage request to the State Records Center. You must still enter the information from these forms into Gimmal.
Electronic version to be completed using a computer or electronic tablet.
The number associated with each worksheet identifies the maximum number of items that can be created on that form for each Organization and each Record Series Title.
Boxes: PDF coming soon
Microforms: PDF coming soon
Printable version to be completed in writing.
Printable Worksheets – PDF (135.2 KB)
Gimmal Training Videos
Watch training videos to learn how to work in Gimmal
SYSTEM
01.02.000 – System – How to adjust the number of items on the hope page grid (YouTube)
BOXES
03.01.000 – Boxes - Understand the Field Labels (YouTube)
03.02.000 – Boxes - Use Create for One Box (YouTube)
03.03.000 – Boxes - Use Create for multiple boxes (YouTube)
03.04.000 – Boxes – Use Bulk Create for multiple boxes (YouTube)
FILES
04.01.000 – Files – Understand the field labels (YouTube)
04.02.000 – Files - Create a box, create files for the box (YouTube)
04.03.000 – Files - Add new files to an existing box (YouTube)
DISASTER RECOVERY
05.01.000 – Disaster Recovery – Understand the data fields (YouTube)
05.02.000 – Disaster Recovery – Create a Disaster Recovery Box (YouTube)
05.03.000 – Disaster Recovery – Use Create for several Disaster Recovery boxes (YouTube)
MICROFORMS - MICROFILM
06.01.000 – Microforms – Microfilm – Understand the data fields (YouTube)
06.02.001 – Microforms – Microfilm – Use Create for a single microfilm reel (YouTube)
06.02.002 – Microforms – Microfilm – Use Create for multiple microfilm reels (YouTube)
06.02.003 – Microforms – Microfilm – Use Bulk Create for multiple microfilm reels (YouTube)
MICROFORMS - MICROFICHE
06.03.001 – Microforms – Microfiche – Understand the data fields (YouTube)
06.03.002 – Microforms – Microfiche – Use Create for a single microfiche bundle (YouTube)
06.03.003 – Microforms – Microfiche – Use Create for multiple microfiche bundles (YouTube)
06.03.004 – Microforms – Microfiche – Use Bulk Create for multiple microfiche bundles (YouTube)
IMAGING PRODUCTION
07.01.000 – Imaging Production – Understand the data fields (YouTube)
07.02.000 – Imaging Production – Create a work order for TSL imaging (YouTube)
07.03.000 – Imaging Production – Duplicates fields on a work order for TSL imaging (YouTube)
07.04.000 – Imaging Production – Additions field on a work order for TSL imaging (YouTube)
REQUEST - PICKUP TO SRC
08.01.000 – Request Pickup to SRC – New storage item after clicking Save & View (YouTube)
08.02.000 – Request Pickup – Use Search for New Storage Items (YouTube)
08.03.000 – Request Pickup – Return Boxes, Microfilm Reels, and complete Microfiche Bundles (YouTube)
08.04.000 – Request Pickup – Return Fiche Circulation (Individual Microfiche Items) (YouTube)
08.05.000 – Request Pickup – Return File(s) to the SRC (YouTube)
08.06.001 – Request Pickup – Created Disaster Recovery item after clicking Save & View (YouTube)
08.06.002 – Request Pickup – Use Search to find created Disaster Recovery (YouTube)
08.06.003 – Request Pickup – Return Disaster Recovery item(s) (YouTube)
08.07.000 – Request Pickup – Comments field options (YouTube)
REQUEST - DELIVERY FROM SRC
09.01.000 – Request Delivery – Boxes, Microfilm Reels, and Entire Microfiche Bundles (YouTube)
09.02.001 – Request Delivery – Files that appear in Gimmal (YouTube)
09.02.002 – Request Delivery – Files that do not appear in Gimmal (YouTube)
09.03.000 – Request Delivery – Disaster Recovery (YouTube)
09.04.000 – Request Delivery – Fiche Circulation for individual microfiche jackets (YouTube)
09.05.000 – Request Delivery – Modify delivery destination (YouTube)
09.06.001 – Request Delivery–Alternate Fulfillment Method – Boxes, Microfilm, Complete Fiche Bundles (YouTube)
09.06.002 – Request Delivery – Alternate Fulfillment Method– Files, Fiche Circulation (individual fiche) (YouTube)
Records Management Officer
Gimmal User Information Form – PDF (Must be signed by RMO or RML) (271.4 KB)
Gimmal User Information Form – Word (Must be signed by RMO or RML) (135.7 KB) (depending upon computer/network security settings, ENABLE EDITING might need to be activated to complete the form)
Scan the Gimmal User Information Form (save it to computer) and send it as an email attachment to: gimmal@tsl.texas.gov
Records Management Officer/Records Management Liaison Instruction Guide: Electronic with clickable links – PDF Gimmal Instruction Guide – (33.9 MB) Jan. 2026 edition
Recent updates for this edition of the Gimmal Instruction Guide: Electronic with clickable links
Records Management Officer/Records Management Liaison Instruction Guide: Printer-friendly version – PDF Gimmal Instruction Guide – (32.4 MB) Jan. 2026 edition
Recent updates for this edition of the Gimmal Instruction Guide: Printer-friendly version
Fee Schedules
Please see https://www.tsl.texas.gov/slrm/storage.html for fee schedule information.
For questions concerning the fee schedules, please contact SRC Manager Zach Bruton zbruton@tsl.texas.gov 512-475-5151
Frequently Asked Questions
If you have a question that you do not see answered here, please send an email to gimmal@tsl.texas.gov, and someone will get a reply to you. It might even be added to this section.
THE QUESTIONS:
SYSTEM SUPPORT
I forgot my password. How can I get it reset?
What is Organization in Gimmal?
Can my manager or director sign off on the user forms? (Why the RMO/RML?)
Which Internet browsers are best to use with Gimmal?
I don’t like how the Reports are formatted in Gimmal. Can I create my own report?
I don't see a way to delete in Gimmal, how do I delete something?
STORAGE
How can I see all of the items my agency has in Gimmal?
How can I match my RMD101 forms to information in Gimmal?
I sent my items to the State Archives, isn't that the State Records Center?
CREATING NEW STORAGE ITEMS
What is Drive Date and how do I complete this field?
Are there limits to the number of characters I can enter into fields in Gimmal?
DISPOSITION
Will you send me a report when it is time to dispose records?
How do I request destruction through Gimmal?
PICKUP / DELIVERY
I thought I could cancel a request for delivery or pickup. Can I no longer cancel a request?
Do I need to put things in the cart to let SRC know I have a pickup or delivery ready?
Can I use an Excel worksheet from our inventory system to send records to the SRC?
Why can’t I use my location codes to request something from the SRC?
PERMANENT WITHDRAWAL
How do I request a permanent withdrawal through Gimmal?
If I permanently withdraw the first or last file in the box, do I need to let the State Records Center know the file is not coming back to storage?
DISASTER RECOVERY
Can I circulate Disaster Recovery/Backup tapes through Gimmal?
RECORD SERIES
How do I add a new record series to Gimmal?
THE QUESTIONS WITH ANSWERS:
SYSTEM SUPPORT
Q: I forgot my password. How can I get it reset?
A: Send an email to gimmal@tsl.texas.gov, and we will email you a temporary password, along with your Gimmal username when the password has been reset.
Q: What is Organization in Gimmal?
A: Organization is the combined information for agency name as well as any Division, Business Unit, and Business Sub-Unit associate with the agency. Each agency has an Organization in Gimmal with no divisional information. That Organization is for items not associated with any particular division. That is also the Organization used for billing purposes.
Q: I am a Records Management Officer and I need to see all of the Gimmal users at my agency. How can I do that?
A: Go to the Individuals tab and type the % key into the quick search field Individuals Barcode then click once on Search. The RMO or the Records Management Liaison (RML) should keep updated on who has access to information in Gimmal. The RMO or RML should send an email to gimmal@tsl.texas.gov when a user’s account needs to be deactivated.
Q: Can my manager or director sign off on the user forms? (Why the RMO/RML?)
A: The Records Management Officer (RMO) or the Records Management Liaison (RML) for your agency is required to sign and submit the form. The RMO or the RML is responsible for each agency user in Gimmal as well as the security of records stored at the State Records Center for your agency. The head of your agency can sign the forms if there is not currently an RMO or RML for your agency.
Q: I need to see State Records Center storage information, but I cannot find the Organization’s Division in Gimmal. How can I get the Division added to my login?
A: Contact the Records Management Officer or the Records Management Liaison at your agency. The RMO or RML will contact TSLAC to get any Organization Divisions you need added to your login.
Q: Which Internet browsers are best to use with Gimmal?
A: Microsoft Edge and Firefox are the browsers that work best with Gimmal. Chrome, Safari, and other web browsers might appear to work well but there could be some functionality issues.
Q: I don’t like how the Reports are formatted in Gimmal. Can I create my own report?
A: Yes. There is a section in the Gimmal Instruction Guide and visual instruction in the training videos area of Gimmal Resources where you can learn about Exporting information from Gimmal to create a customized report in an Excel worksheet.
Q: I don't see a way to delete in Gimmal, how do I delete something?
A: If you need something deleted in Gimmal, send an email to gimmal@tsl.texas.gov, and tell us the barcode number(s) and the tab(s) where the item(s) can be found.
STORAGE
Q: How can I see all of the items my agency has in Gimmal?
A: Enter the wildcard search key % into any Search or Quick Search field then click the Search button. You will be allowed to see information for the Organizations (divisions) you are assigned.
Q: How can I match my RMD101 forms to information in Gimmal?
A: At the bottom right of the 101 transmittal form, there is a tracking number (on older RMD101 paperwork, it was called an RMD Transaction Number). It might appear as RA01-000111 or MA96-0011. Disregard any letters that appear in the tracking (or transaction) number; enter only the numbers with the hyphen into the Legacy Tracking # quick search field at the top of the Boxes or the Microforms homepage grid and click Search. Tracking (or Transaction) Numbers are no longer assigned to storage requests.
Q: If I change the Container Number for an item (box, microfilm, microfiche bundle) in storage at the State Records Center, do I need to notify someone at the State Records Center?
A: Yes. Since the Container Number is printed on the Container label, a new label will need to be printed; please call 512-475-5155. This does not apply to Disaster Recovery boxes stored at the State Records Center since the Disaster Recovery box labels printed at the records center do not include a Container Number.
Q: I sent my items to the State Archives, isn't that the State Records Center?
A: No, they are not the same thing. The State Archives division is located in the Lorenzo de Zavala Building on Brazos Street near the Texas State Capitol Building. Items stored in the State Archives are considered historically or culturally valuable to the State of Texas. The State Records Center is located on Shoal Creek Boulevard. This is where state agencies and local government store their records. Based on the agency's retention schedule, some items stored at the State Records Center will eventually end up at the State Archives, but all of that is done under the authority of the owning agency after the item has met its retention.
CREATING NEW STORAGE ITEMS
Q: I cannot find the Organization’s Division and / or the Record Series Title I need. How can I get that information added to Gimmal?
A: Contact your agency’s Records Management Officer. The RMO will contact TSLAC to get you assigned to the Organization you need or have the Record Series Title added.
Q: What is Drive Date and how do I complete this field?
A: Drive Date is what starts the clock toward the Eligible Destruction Date. Drive Date is used in conjunction with Retention information (Event Based column, Years column, and/or Months column) to calculate the Eligible Destruction Date. Think about it like this:
Drive Date is the time when you go to bed at night.
Retention is the amount of time you sleep.
Eligible Destruction Date is the time when the alarm goes off in the morning.
For help on figuring the Drive Date, please see the Drive Date help sheet in the “Gimmal Instruction Guides and other printed materials” section on the Gimmal Resources webpage or view the document now.
Q: Is the State Records Center now accepting records for storage for Record Series Titles that do not have a 106 number?
A: Yes. RMD 106 Numbers were required for the storage systems prior to May 2015. They are no longer needed to store items at the State Records Center (SRC). Any Record Series Title on your agency’s Records Retention Schedule that appears in Gimmal is eligible to be stared at the SRC you do not need permission from the Texas State Library and Archives Commission (TSLAC) to store items under that Record Series Title. If there is Record Series Title on your Retention Schedule but it does not appear in Gimmal, contact your agency’s Records Management Officer to get that problem resolved. The RMO will then contact the TSL to get the Record Series Title added to Gimmal.
Q: Are there limits to the number of characters I can enter into fields in Gimmal?
A: Yes. To find out the character limitations to fields when creating items in Gimmal, please see this pdf document.
DISPOSITION
Q: Will you send me a report when it is time to dispose records?
A: No. Destruction requests are generated at the agency by the designated RMO or RML, not from the State Records Center. That process is explained here: https://www.tsl.texas.gov/slrm/storage/disposing.html
Q: How do I request destruction through Gimmal?
A: The RMO/RML or agency head are the only ones at your agency who can request that service directly. That process is explained here: https://www.tsl.texas.gov/slrm/storage/disposing.html
Q: I am trying to see if something stored at the State Records Center has been destroyed. How can I use Gimmal to see if something has been destroyed?
A: If it was previously stored at the State Records Center and you cannot find it in Gimmal, it has either been processed thru destruction or transferred as a Permanent Withdrawal back to your agency. Only State Records Center employees can see destruction items or Permanent Withdrawal items in Gimmal.
Another way to see if something has been disposed is to check with your agency’s Records Management Officer. The RMO has paperwork and/or Gimmal information for the items processed thru destruction.
PICKUP/DELIVERY
Q: Where can I get information about how to prepare my boxes that I need to send to the State Records Center?
A: To get information about:
- Records box requirements
- Packing records to be stored
- Numbering boxes
- Stacking boxes for pickup
- Verifying contents of containers for storage
Click here to learn how to prepare records for storage at the State Records Center.
Q: I thought I could cancel a request for delivery or pickup. Can I no longer cancel a request?
A: Yes, you can still cancel a request for delivery or pickup. To do that, call the Circulation Desk at the State Records Center, 512-475-5155. You can not use Gimmal to cancel the request. There is no charge to cancel a request but if the item has been pulled and prepared for delivery, there will be a one-way circulation fee applied to return the item to its location in the State Records Center.
Q: We have items checked out on receipt but in Gimmal they say they are at the State Records Center, how do we request that these items get picked up?
A: Items checked out with a receipt that need to be returned to the State Records Center can be returned by calling the Circulation Desk at the State Records Center, 512-475-5155. Since you have to use this method instead of Gimmal, there is not a data entry fee.
Q: Do I need to put things in the cart to let SRC know I have a pickup or delivery ready?
A: No, the cart is used as a place used to collect information when working in Gimmal. When it is time to have items picked up from or delivered to the agency, find the items in Gimmal and Request Pickup or Request Delivery. Remember, the Cart is tab specific so what appears in one tab’s Cart (Boxes, for example) will not appear in another tab’s Cart (Files, for example).
Q: Can I use a worksheet from our inventory system to send records to the SRC?
A: No. To have items imported into Gimmal, request a preformatted worksheet from the State Records Center and follow the instructions exactly as they are written and data enter the information into the cells on the worksheet. There is a data entry fee for each item that appears on the worksheet that is to be imported into Gimmal.
Q: When I was completing the Request Pickup for some items coming to the State Records Center for the first time, I forgot to type New Accession in the Comments filed of the Request Items to be picked up screen. What do I do now?
A: Call the Circulation Desk at the State Records Center, 512-475-5155. Someone will be able to assist you with this.
Q: I learned during a training class that for any of the options selected in the Alternate Fulfillment Method there is a fee. How can I find out what the fee is for Rush delivery or Permanent Withdrawal?
A: To learn about Rush Delivery fee and the Permanent Withdrawal fee, please see the Fee Schedule at https://www.tsl.texas.gov/slrm/storage.html
Q: I want to have an item delivered from the State Records Center to a coworker at my agency but when I did the Search to find my coworker on the Request Items screen, her name is not listed in the Search results. Can’t I type her name into the Comments field on the Request Items screen and have the item delivered to her?
A: If you cannot find your coworker’s name in Gimmal after performing a search, you can type her name and phone number into the Comments field on the Request Items screen; but, be aware that your name will be assigned as the Current Location when it is not at the State Records Center and you will be responsible for the safety of that item while it is at your agency.
When an item is sent from the State Records Center, the person listed as the Current Location in Gimmal is the person responsible for that item. The better solution is to contact your agency’s Records Management Officer and have the RMO to add your coworker to Gimmal.
After your coworker’s account is created in Gimmal, then you can then find her name during a Search on the Request Items screen and have the item delivered to her and she will be the Current Location for that item. She, not you, will then be responsible for that item while it is not at the State Records Center. However, if you choose to use the Comments field to have the item delivered to her, your name will appear in the Current Location field.
Q: I need to return an item to the State Records Center but in Gimmal, it says the Current Location column on the homepage grid does not have my name; the Current Location column has information about the State Records Center. How do I return the item; will I be charged a data entry fee?
A: This item was delivered from the State Records Center to your agency before May 2015. It should have a delivery receipt. Call the Circulation Desk at the State Records Center (512-475-5155) to return the item. There will not be a data entry fee since you cannot use Gimmal to return the item.
Q: Why can’t I use my location codes to request something from the SRC?
A: Old transmittals listed the Locator Codes but, Locator Codes are considered secure information in Gimmal and while the employees at the State Records Center can see the location information in Gimmal, however you are not permitted to see or search for that information in Gimmal.
Q: My search resulted in 100 items and I am ready to complete a Request Pickup or Request Delivery. I see the items appear on 5 pages of the Homepage Grid. When I click the Select All checkbox, am I selecting all 100 boxes?
A: No. You are selecting only the boxes on the first page. To be able to select all of the boxes, you need to change your Preferences to see the items all on one screen.
To change your Preferences so the items appear on one screen, follow these steps:
1. Click the Preferences section at the top of the Gimmal screen.
2. Click the icon for Home Page.
3. The fourth item on the list says, "Number of records per page displayed in grid." Select an amount equal to or greater than the search results from the dropdown menu. The maximum per screen is 500.
4. Click the green Save button at the top right. A message will appear on your screen when the information is saved.
5. Click Home at the top left of the screen.
When returned to the Homepage Grid, you will now see all of your boxes on one screen. You can click the Select All check box and then follow the steps to complete your request.
When finished submitting the request, please be sure to go back to your preferences and change the number you chose back to a relatively low number to help improve the system speed when you perform searches in the future.
PERMANENT WITHDRAWAL
Q: How do I request a permanent withdrawal in Gimmal?
A: When a delivery is scheduled for an item from the State Records Center, select Permanent Withdrawal from the Alternate Fulfillment Method dropdown menu on the Request Items screen during the Request Delivery process in Gimmal. NOTE: You do not use Permanent Withdrawal for files. Please see the next question/answer for details about that.
Q: If I permanently withdraw the first or last file in the box, do I need to let the State Records Center know the file is not coming back to storage?
A: First, you will not use Permanent Withdrawal for a file that is not coming back to the State Records Center. Instead, request the file as usual then when the file has your name in the Current Location column (this might take a few hours since the driver has to process the paperwork upon returning to the SRC), you may request the file to be deleted from Gimmal. So, to answer the question, yes. Since the beginning file and ending file names are printed on the box label, you should contact the State Records Center to request a new box label be printed. Please call 512-475-5155.
DISASTER RECOVERY
Q: Can I circulate Disaster Recovery/Backup tapes through Gimmal?
A: Yes, beginning on 01/01/2017 all disaster recovery rotations must be requested by the customer for pickup or delivery. We will no longer offer “pre-scheduled” pickups and deliveries.
Q: How can I set up a rotation schedule to circulate items to and from the Disaster Recovery Vault at the State Records Center?
A: You cannot use Gimmal to set up an automatic schedule for pickups and deliveries to and from the Disaster Recovery Vault at the State Records Center. To have items picked up, find them if they have already been created and rotated in the past and complete a Request Pickup. If you have a new Disaster Recovery box to send to the Records Center for the first time, create the box in the Disaster Recovery Tab. To have items delivered from the State Records Center’s Disaster Recovery Vault, find the item(s) in Gimmal and complete a Request Delivery. It is recommended that if you want something delivered by noon on the following regular business workday, you should submit you Disaster Recovery delivery requests submitted by 2:00 p.m. on the previous regular business workday. Disaster Recovery delivery requests submitted after 2:00 p.m. will be delivered after noon on the following regular business workday. If you need to delay delivery to a specific date in the future, please include that information in the comments section of the Request Items screen.
Q: If I submit a delivery request to receive a Disaster Recovery box from the State Records Center and I am going to switch out the contents of the DR box while the State Records Center driver is here at my agency and return the DR box with the same State Records Center Driver, will I need to submit a pickup request and will I be billed for both delivery and pickup?
A: First, the pickup request. No, if you are replacing the contents of the box and it is coming back to the State Records Center with the driver, you do not need to submit a pickup request.
Second, yes, your agency will still be billed for both a delivery charge and a pickup charge even when you do not submit a pickup request.
RECORD SERIES
Q: How do I add a new record series to Gimmal?
A: Contact the TSLAC analyst assigned to your state agency for information on adding a Record Series to Gimmal. To find your agency’s TSL analyst, see Find Your Analyst - State Agencies.
If you have a question that you do not see answered here, please send an email to gimmal@tsl.texas.gov, and someone will get a reply to you. It might even be added to this section.
Updated January 14, 2026.