Records Management Registrar RML Training Records Management Assistance

Records Management Registrar RML Training Records Management Assistance (281) 891 -6468 https: //www. tsl. texas. gov/slrm 1

Agenda § About the Records Management Dept § Compliance (TSLAC Retention Schedules) § Roles and responsibilities of an RML § New Records Management Web Site § Retention Schedules and New Record Disposition Log Form § New Box Labels § Trip. Direct Schooldude Work Order § New Procedure for Non-Records 2

About Us: Records Management § Records Management Officer Executive Director of Procurement Services Phillip Ellison 281 -891 -6482 pellison@springisd. org § Records Manager Gerardo Rochin 281 -891 -6482 gerardor@springisd. org § Records Specialist Vacant 281 -891 -6468 3

What is Records Management? “The application of management techniques to the creation, use, maintenance, retention, preservation, and disposal of records for the purposes of reducing the costs and improving the efficiency of recordkeeping. ” And…. it’s the law. 4

Why do we have RM laws/rules? 5

RECORDS vs NON-RECORDS What is a record? § Documents the transaction of public business § Is created or received by a local government § Is a record whether it is open or closed § May exist in any medium Non-Records § Convenience copies: “Extra identical copies of documents created only for convenience of reference or research § Blank forms/stocks of publications § Alternative Dispute Resolution working files § Reports 6

Why Records Management? § Legal requirement § Timely response to inquiries § Efficiency § Records protection § Timely disposition § Cost reduction § Legal protection 7

Roles and responsibilities of an RML § Records Management Officer o Executive Director of Procurement Services – CPC (Local) § Records Custodian o Campus Principal – Campus Records o Nurse o Secretary o Bookkeeper § Record Management Liaison o Campus Designee o Campus Registrars o Campus Secretary/Bookkeeper o Others as assigned 8

RECORDS CUSTODIAN (FL LOCAL) § Campus Principals are the custodians of records on their campus. • Student Records • Administrative records § Shall cooperate with the Records Management Officer in carrying out established policies and procedures. § Shall maintain the records in their care and carry out the preservation, retention and destruction schedules. 9

RECORDS MANAGEMENT LIAISON (RML) § Campus Designee • Student cumulative folders • Administrative campus records • Health records • Transportation forms • Special Education 10

Compliance (TSLAC Retention Schedules) WHEN MAY A RECORD BE DESTROYED? A local government record may be destroyed if: • The record appears on a records retention schedule that’s been approved by TSLAC; and • The retention period of the record has expired. 11

WHAT MUST BE SHREDDED? • Records outside of their retention period • Non-Records with sensitive information • Date of Birth • Social security numbers • Discipline information 12

PENALTIES for Mishandling Records § Destruction of local government records contrary to the provisions of the Local Government Records Act of 1989 and administrative rules adopted under its authority is a Class A misdemeanor and, under certain circumstances, a third degree felony (Texas Penal Code, Section 37. 10). § Anyone destroying local government records without legal authorization may also be subject to criminal penalties and fines under the Public Information Act (Government Code, Chapter 552). 13

DESTRUCTION HOLDS It is illegal to destroy any record that is involved in ongoing: § Litigation § Claim § Negotiation § Public Information Request § Audit 14

Texas State Library & Archive Commission Retention Schedule SD 15

New Records Management Website www. springisd. org > Departments > Records Management 16

RECORDS RETENTION SCHEDULE § Is a document that lists the record series of an organization, with mandatory minimum retention periods for each records series. § Spring ISD has adopted TSLAC guidelines for the following schedules: o Local Schedule SD – Records of Public School Districts o Local Schedule GR – Records Common to All Local Governments o Local Schedule PS - Records of Public Safety Agencies o Local Schedule EL – Records of Elections o Local Schedule TX – Records of Property Taxation 17

Procedure for Non-Records Shred 1. 2. Are the documents listed in the Records Retention Schedule? o Yes STOP, follow Procedure for Records Shred o No Continue with Step #2 Box them o 3. Paper boxes are allowed Fill out the Non-Records Box Label Form and Attach to every box o No seal (red tamper tape) required o Placed on side of box 18

Procedure for Non-Records Shred 19

Procedure for Non-Records Shred cont. . . 4. Submit a Trip. Direct Schooldude Work Order • • Zenworks Contact Support Services for Account Support (ext 6528) 20

Procedure for Records Shred 1. Are the documents listed in the Records Retention Schedule? o Yes Continue o No STOP, Use Non-Records Procedure 2. Fill out Records Disposition Log Form 21

Procedure for Records Shred Cont … 22

Procedure for Records Shred Cont … 3. Box them o Use Authorized SISD White Box 4. Fill out Records Box Label Form 23

Procedure for Records Shred Cont … 24

Procedure for Records Shred Cont … 4. Submit a Trip. Direct Schooldude Work Order • • On Zenworks Contact Support Services for Account Support (ext 6528) 25

Box Label Examples Document - Record Retention Document - Record Shred Side Left end Right end 26

Box Label Examples Document - Non-Record Shred § Paper boxes accepted § No tamper tape required § Only one label in the side 27

Trip. Direct Schooldude Work Order § Use Trip. Direct Schooldude Work Order § Contact the Support Services department if you have questions about your account or procedure (Cindy Adams, ext. 6528) § Step 6 –Purpose: • Document - Record Retention • Document - Record Shred • Document - Non-Record Shred 28

Trip. Direct Schooldude Work Order 29

Reminders § High School Registrars: o Disposition of 2010 -11 Student Records -Official Call • Submit a School Dude work order between June 6 th and 15 th only. 30

Questions? 31

Thank you for attending! Questions: Records Specialist: 281 -891 -6468 Records Manager: 281 -891 -6482 32