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Instruction Guides and other printed materials    |   Release Notes    |   Training Classes    |   Training Videos    |   User Information Form   |   Frequently Asked Questions

TexLinx file logo

As we add more training materials for TexLinx, we will post them here.

If you are experiencing technical issues, need a password reset, or have a question about the system, please email: texlinx@tsl.texas.gov and we will answer your request in the order received.

 

 

TexLinx Instruction Guides and other printed materials

Electronic with clickable links TexLinx Instruction Guide - PDF (8.98 MB) updated May 2016 (expanded links edition uploaded September 22, 2016)

Printer-friendly version TexLinx Instruction Guide - PDF (9.2 MB)  updated May 2016

Character limitations when data entering information into TexLinx - PDF (179 KB)  updated June 3, 2016

Drive Date-Override information sheet - PDF (375 KB) updated December 7, 2016

Drive Date-Override Self Quiz will help you better understand the functionality of Drive Date and Override - PDF (330 KB) updated September 23, 2016

Electronic and Printable Worksheets
These worksheets (in Word format) will help you get information organized before you start data entry in TexLinx.
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 TexLinx.

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: 10255075100150200
Microforms: 102550,  75100150200

Printable version to be completed by hand:
PAGE 1 (contains Organization field and Record Series Title field)
ADDITIONAL PAGES (print as many copies of this page as needed)
updated January 9, 2017


TexLinx Release Notes

TexLinx Release Notes lets system users know what has been modified in the TexLinx Instruction Guide or when a new item is added to the TexLinx Resources page - PDF (297 KB) updated March 31, 2017


TexLinx Demonstration Training Class

Registration for the November TexLinx Basics Demonstration Training Class is now CLOSED and no class is scheduled for December.

Registration for the January 25, 2018, class will be posted soon.

Registration for this class is offered to TexLinx users assigned to the Role of Records Center User but RMOs and RMLs are welcome to register, just be aware that this class does not cover Retention Schedule instruction in TexLinx or other RMO/RML duties in TexLinx.

When registering, if you do not get an email reply soon after submitting the form, your registration did not process, please try again.


updated November 13, 2017


TexLinx Training Videos

Watch training videos to learn how to work in TexLinx - https://www.tsl.texas.gov/texlinxtrainingvideos updated January 24, 2017


TexLinx User Information Form

TexLinx User Add Form (Must be signed by RMO)  - PDF   updated September 2016

TexLinx User Add Form (Must be signed by RMO) - Word (make sure Pop-up Blocker is turned off) updated September 2016

Scan and send user forms to: texlinx@tsl.texas.gov


 

FREQUENTLY ASKED QUESTIONS

If you have a question that you do not see answered here, please send an email to texlinx@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 TexLinx?

I am a Records Management Officer and I need to see all of the TexLinx users at my agency. How can I do that?

Can my manager or director sign off on the user forms? (Why the RMO/RML?)

I need to see State Records Center storage information but I cannot find the Organization’s Division in TexLinx. How can I get the Division added to my login?

Which Internet browsers are best to use with TexLinx?

I don’t like how the Reports are formatted in TexLinx. Can I create my own report?

I accidentally deleted something in TexLinx. Do I need to data enter the information again or is it gone forever?

 

STORAGE

How can I see all of the items my agency has in TexLinx?

How can I match my RMD101 forms to information in TexLinx?

If I change the Container Number for an item in storage at the State Records Center, do I need to notify someone at the State Records Center?

 

CREATING NEW STORAGE ITEMS

I cannot find the Organization’s Division and / or the Record Series Title I need. How can I get that information added to TexLinx?

What is Drive Date and how do I complete this field?

Why do I need to worry about clicking the Override checkbox?

Is the State Records Center now accepting records for storage for Record Series Titles that do not have a 106 number?

Are there limits to the number of characters I can enter into fields in TexLinx?

 

DISPOSITION

Will you send me a report when it is time to dispose records?

How do I request destruction through TexLinx?

I am trying to see if something stored at the State Records Center has been destroyed. How can I use TexLinx to see if something has been destroyed?

 

PICKUP / DELIVERY

Where can I get information about how to prepare my boxes that I need to send to the State Records Center?

I thought I could cancel a request for delivery or pickup. Can I no longer cancel a request?

We have items checked out on receipt but in TexLinx they say they are at the State Records Center, how do we request that these items get picked up?

Do I need to put things in the cart to let SRC know I have a pickup or delivery ready?

Can I use a spreadsheet from our inventory system to send records to the SRC?

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?

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?

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?

I need to return an item to the State Records Center but in TexLinx, 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 and will I be charged a data entry fee?

Why can’t I use my location codes to request something from the SRC?

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?

 

PERMANENT WITHDRAWAL

How do I request a permanent withdrawal through TexLinx?

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 TexLinx?

How can I set up a schedule to circulate items to and from the Disaster Recovery Vault at the State Records Center?

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?

 

RECORD SERIES

How do I add a new record series to Texlinx?

 

THE QUESTIONS WITH ANSWERS:

SYSTEM SUPPORT

Q: I forgot my password. How can I get it reset?
A: Send an email to texlinx@tsl.texas.gov and we will email you a temporary password along with your TexLinx username when the password has been reset.

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Q: What is Organization in TexLinx?
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 TexLinx with no divisional information. That Organization is for items not associated with any particular division. That is also the Organization used for billing purposes.

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Q: I am a Records Management Officer and I need to see all of the TexLinx 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 TexLinx. The RMO or RML should send an email to texlinx@tsl.texas.gov when a user’s account needs to be deactivated.

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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 TexLinx 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.

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Q: I need to see State Records Center storage information but I cannot find the Organization’s Division in TexLinx. 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 the Texas State Library to get any Organization Divisions you need added to your login.

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Q: Which Internet browsers are best to use with TexLinx?
A: Internet Explorer and Firefox are the browsers that work best with TexLinx. Chrome, Safari, and other web browsers do not work well with TexLinx.

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Q: I don’t like how the Reports are formatted in TexLinx. Can I create my own report?
A: Yes. There is a section in the TexLinx Instruction Guide and visual instruction in the training videos area of TexLinx Resources where you can learn about Exporting information from TexLinx to create a customized report in an Excel spreadsheet.

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Q: I accidentally deleted something in TexLinx. Do I need to data enter the information again or is it gone forever?
A
: If you accidentally delete something, send an email to texlinx@tsl.texas.gov and tell what you deleted, someone here will do our best to reactivate the item and let you know if the reactivation was successful or if we need more information.

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STORAGE

Q: How can I see all of the items my agency has in TexLinx?
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.

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Q: How can I match my RMD101 forms to information in TexLinx?
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.

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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.

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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 TexLinx?
A: Contact your agency’s Records Management Officer. The RMO will contact the Texas State Library to get you assigned to the Organization you need or have the Record Series Title added.

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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/Override information sheet in the “TexLinx Instruction Guides and other printed materials” section on the TexLinx Resources webpage or click here to view the document.

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Q: Why do I need to worry about clicking the Override checkbox?
A
: Remember, you might need to click the Override checkbox for only three conditions:

1. If the Event Based field is empty for the Record Series Title you chose.
OR
2. If the Event Based field has CE for the Record Series Title you chose.
OR
3. If the Event Based field has FE for the Record Series Title you chose.

If Event Based has anything other than the above three options, ignore it, do not click it, and move on with the rest of your data entry.
    However, if Event Based does contain one of the three options, follow along with this example:
    If you are sending items to the State Records Center and the Event based field is empty and the Years column has 10, the result means the items will be eligible for destruction 10 years beyond the date you choose as the Drive Date.

Inclusive Date Range: 1/1/2005-12/31/2010
Event Based: empty
Years: 10

Since Event Based is empty, the Drive Date can be any date between the second of the two dates you entered into the Inclusive Date Field and the date you are submitting the Request Pickup.
    The date you are submitting the Request Pickup is whatever date today is.
    You choose the Drive Date of 12/31/2015 because you want the Eligible Destruction date to be 12/31/2025 (you do not see Eligible Destruction Date on the data entry screen because that is a calculation field that TexLinx completes when you choose your save option when you are finished.)
    When you select your Save option at the top of the screen, if you do not click the Override check box, TexLinx will correct the Drive Date to 12/31/2010 and the Eligible Destruction Date will then be 12/31/2020—five years sooner than you wanted the Eligible Destruction Date to be.
    That is why you need to determine if you need to click the Override checkbox.
    Remember, you need to be concerned with the Override checkbox only when one of the three conditions for Event Based is met: The field is empty or if it has CE or FE.
    If this did not answer your question or if you need more information about Override and Drive Date, please click here.

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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 TexLinx. 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 TexLinx is eligible to be stared at the SRC you do not need permission from the Texas State Library (TSL) to store items under that Record Series Title. If there is Record Series Title on your Retention Schedule but it does not appear in TexLinx, 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 TexLinx.

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Q: Are there limits to the number of characters I can enter into fields in TexLinx?
A: Yes. To find out the character limitations to fields when creating items in TexLinx, please see this pdf document.

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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

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Q: How do I request destruction through TexLinx?
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

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Q: I am trying to see if something stored at the State Records Center has been destroyed. How can I use TexLinx to see if something has been destroyed?
A
: If it was previously stored at the State Records Center and you cannot find it in TexLinx, 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 TexLinx.
    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 TexLinx information for the items processed thru destruction.

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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.

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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 no longer use TexLinx to cancel the request. That functionality has been disabled. 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. 

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Q: We have items checked out on receipt but in TexLinx 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 TexLinx, there is not a data entry fee.

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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 TexLinx. When it is time to have items picked up from or delivered to the agency, find the items in TexLinx 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).

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Q: Can I use a spreadsheet from our inventory system to send records to the SRC?
A
: No. To have items Interchanged (imported) into TexLinx, request a preformatted spreadsheet from the State Records Center and follow the instructions exactly as they are written and data enter the information into the cells on the spreadsheet. There is a data entry fee for each item that appears on the spreadsheet that is to be Interchanged into TexLinx.

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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.

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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

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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 TexLinx 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 TexLinx 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 TexLinx.
    After your coworker’s account is created in TexLinx, 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.
    You can still contact your agency’s RMO to have your coworker added to TexLinx. Then, after she is added and your name is listed as the Current Location, if it is a file that has been delivered, you can transfer her name as the Current Location of the file after your coworker’s account is set up in TexLinx. If it is a box or a microforms item, you will need to contact the State Records center to transfer Current Location of that item to her.

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Q: I need to return an item to the State Records Center but in TexLinx, 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 and will I be charged a data entry fee?
A
: This item was delivered from the State Records Center to your agency before TexLinx started. 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 TexLinx to return the item.

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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 TexLinx and while the employees at the State Records Center can see the location information in TexLinx, however you are not permitted to see or search for that information in TexLinx.

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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 TexLinx screen.
2. Click the icon for Home Page.
3. The fourth item on the list says "Number of records per page displayed in grid". Change the number in the data entry field to the right to represent the number of items for the request.
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 such as 20 or 50 to help improve the system speed when you perform searches in the future.
NOTE: Due to network speed limitations, it is not recommended that you make the preference change to more than 500 items viewable on the Homepage Grid. If the number is too high, the system could time out.

 

PERMANENT WITHDRAWAL

Q: How do I request a permanent withdrawal in TexLinx?
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 TexLinx.

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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: 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.

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DISASTER RECOVERY

Q: Can I circulate Disaster Recovery/Backup tapes through TexLinx?
A
: Yes, beginning on 1/1/2017 all disaster recovery rotations must be requested by the customer for pickup or delivery. We will no longer offer “pre-scheduled” pickups and deliveries. 

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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 TexLinx 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 TexLinx 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 p.m. on the previous regular business workday. Disaster Recovery delivery requests submitted after 2 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.

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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.

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RECORD SERIES

Q: How do I add a new record series to Texlinx?
A: Contact the Texas State Library analyst assigned to your state agency for information on adding a Record Series to TexLinx. To find your agency’s TSL analyst, click https://www.tsl.texas.gov/slrm/state/agencylist.html

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If you have a question that you do not see answered here, please send an email to texlinx@tsl.texas.gov and someone will get a reply to you. It might even be added to this section. posted October 20, 2016;  updated October 27, 2017

 

Page last modified: November 13, 2017