Agency Contact:
This agency contact information was current at the time of
the report but may have changed in the interim. Please call (512-463-5455) for
current contact information of the agency's records manager or records liaison for
these records.
Mr. Jason Barger
Administrative Technician I
333 Guadalupe, Suite 2-350
Austin, TX 78701-3942
Agency History and Structure:
In 1937 the 45th Legislature--partly as a result of the New London
school disaster which killed 295 teachers and students--created the
Texas Board of Architectural Examiners, to protect the public from irresponsible
architectural practices. To do this, the board was given authority to
register architects and to restrict the use of the title "architect"
to those persons duly registered. Initially composed of three architects,
the board was increased to six in 1951.
In 1969, House Bill 111, 61st Legislature, Regular Session, created
the Texas Board of Landscape Architects, composed of three landscape
architects. In 1973, this board was given power to regulate irrigators
as well.
As a result of Sunset Commission review, these two boards merged in
1979 (Senate Bill 551, 66th Legislature, Regular Session). In other
words, the Board of Architectural Examiners--enlarged to nine members--now
regulated two professions. At the same time, a separate Board of Irrigators
was created, which functioned until 1992, when it was abolished and
absorbed by the Texas Water Commission.
In 1991, Senate Bill 429, 72nd Legislature, Regular Session, added
a third profession to the board's jurisdiction, that of interior design.
Thus the current board regulates the practices of, and registers all
qualified applicants for, the professions of architecture, landscape
architecture, and interior design. In 1969, House Bill 111, 61st Legislature,
Regular Session, created the Texas Board of Landscape Architects, composed
of three landscape architects. In 1973, this board was given power to
regulate irrigators as well.
Registration for each profession requires a set amount of approved
education and/or experience in the field, plus passing a national exam:
i.e.,
- eight years plus the Architect Registration Examination;
- seven years plus the Landscape Architect Registration Examination;
- six years plus the National Council of Interior Design Certification
Test (the exam requirement was temporarily suspended for this profession
in favor of a reopened "grandfather" provision, effective from September
1, 1993 to August 31, 1994).
Originally, the Board of Architectural Examiners' regulation was restricted
to registration (including examinations) and preventing the unauthorized
use of professional titles. Any revocation of licenses would have to
done by a district court, upon recommendation from the board. In 1969,
the 61st Legislature granted the power to revoke licenses on their own
authority to the Board of Architectural Examiners (House Bill 516) as
well as to the newly created Board of Landscape Architects (House Bill
111).
The current functions of the board include the following:
- processing applications;
- administering examinations;
- processing registration renewals;
- overseeing reciprocity from other states and territories;
- and administering the enforcement of statutes.
After staff members investigate complaints of alleged violations of
laws or rules, the board has the power (since 1969) to hold hearings
and revoke licenses of those found guilty of gross incompetence, negligence,
recklessness, or dishonest practice. Any person whose license has been
thus revoked may then file suit in a district court. The board can also
initiate prosecution.
As of 1993, the board had licensed 9,422 architects, 1,191 landscape
architects, and 6,908 interior designers.
The board is composed of nine members appointed by the governor with
the advice and consent of the senate for overlapping six-year terms.
Four of the members must have been practicing architects for at least
five years; one must be a professional landscape architect; one must
be a professional interior designer; and three must be members of the
general public with no financial interest in the practice of these three
professions. One of the public members must have a physical disability.
No more than one board member may be a stockholder, owner, faculty member,
trustee, or officer of any school or college teaching architecture,
interior design, or landscape architecture. The governor names the chair,
and the board appoints an executive director.
The agency employed a staff of 14 full-time equivalent employees in
1993. Organization is in three divisions: Division of Architects, Division
of Landscape Architects, and Division of Interior Designers.
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Project Review:
I was assigned to appraise the records of this agency on September
25, 1995. This agency has passed the third recertification of its records
retention schedule, and is due for a fourth recertification in February
1997.
I have reviewed the Guide to State Agencies (8th edition, 1994);
the laws (Vernon's Ann. Civ. St., Articles 249a, 249c, and 249e; and
General and Special Laws, 1937, pp. 1279-1288; 1951, pp. 413-414; 1969,
pp. 1516-1522 and pp. 2377-2381; 1979, pp. 1384-1393; and 1991, pp.
2064-2083); and publications in the State Publications Clearinghouse
(Strategic Plan, 1995-1999; Annual Financial Report, FY 1994; Request
for Legislative Appropriation, FY 96 and FY 97; Reports to the Sunset
Advisory Commission, October 1977 [internal report] and April 1990 [final
report of the Sunset Advisory Commission]).
I reviewed the records retention schedule, a recertification approved
February 14, 1995.
On October 24, 1995, I mailed the introductory letter from State Archivist
Chris LaPlante to the Executive Director of the Board of Architectural
Examiners, Cathy Hendricks. On November 6, I spoke with the agency's
Records Administrator Jason Barger. At his request I sent copies of
the series review forms so that he could fill in the blanks.
On December 4, Records Consultant Kay Steed and I met with Jason Barger
in the agency's offices, where I gathered much of the information I
needed; Mr. Barger agreed to get back with me concerning several questions
on series with which he was unfamiliar. In addition he promised to begin
photocopying all agency agenda and minutes for transfer to the Archives.
On February 27, 1996, I wrote Mr. Barger a follow-up letter requesting
information on the four series we had not completed during the meeting,
plus five additional series. On March 19, Mr. Barger transferred copies
of all the missing minutes (with agenda attached beginning in 1987)
for the Texas Board of Architectural Examiners. On April 10, I wrote
again, modifying the original request for additional information, by
limiting it to the four "R" series still not precisely defined. On July
17, I had a 30-minute meeting with Mr. Barger for a brief look at the
historical records and administrative correspondence, and got almost
enough information to finish this report. I telephoned Mr. Barger again
on September 23, got some of the minor missing details at that time,
and mailed a more detailed letter including draft descriptions for administrative
correspondence for him to review. He furnished me with the final details
on September 25. (Note: Mr. Barger has left the agency effective October
11, and has been replaced by Gail Hile as the new Records Administrator.)
Eight series on the agency records retention schedule are marked "A",
as archival: biennial budget request; meeting agenda; meeting minutes;
organization chart; statute and rules -- Architect, Landscape Architect,
and Interior Design; registrants -- permanent record book (Architect);
registrants -- permanent record book (Landscape Architect); and
registrants -- permanent record book (Interior Design).
Five series are marked "R", for archival review: policies and procedures
manuals; reports -- historical record of agency and Sunset records;
correspondence, administrative (Architect); correspondence, administrative
(Landscape Architect); and correspondence, administrative (Interior
Design).
One of the "R" series, policies and procedures manuals, has
for some time been at the planning stage, but is currently empty of
any records. There will be no record series review for this empty series.
This series needs to be removed from the records retention schedule,
and reinstated only when it is created. At that time, if the series
truly meets the definition established by the Archives and Information
Services Division as an archival record, it should be given the "A"
designation under the archival code. The archival series includes "statements
defining agency policies and operating procedures regarding program
fulfillment. Procedure manuals and statements regarding internal operations
of common functions -- e.g. grievance procedures, printing requests,
travel guidelines -- and similar support services, are not archival."
Strategic plans, normally considered an archival series, is
on the agency records retention schedule, but is marked neither "A"
nor "R." A series review is included in this report.
Fourteen other records series are notable, and seem to deserve comment;
none of these are marked either "A" or "R". For all but one of the following
types of records, a separate series is maintained for each of the three
divisions. The following are marked permanent (PM): exam documentation
(microfilm, confidential); alleged violations complaint log;
and alleged violations records (complaints against registrants and
nonregistrants). (Legislation in 1979 requires that an information
file be kept about each complaint filed with the board; although the
law does not specify the retention period, the board has interpreted
these to be permanent records.) The following (both microfilm) are given
a retention period of 100 years: violations (for architects and landscape
architects only -- violations files for interior designers are not being
microfilmed), and registrants files -- current, revoked, deceased.
However, the Archives and Information Services Division of the Library
and Archives Commission has determined that the types of records normally
contained in complaint files, registrant files, and examination files
(records containing personal information on individuals who are regulated
by state agencies) will not normally be designated archival, unless
the information is not adequately summarized in other (archival) series.
The archival series of board minutes summarizes complaints, and also
documents issues relating to examinations. Both the agency itself and
the Library and Archives Commission's Publications Clearinghouse maintain
the printed copies of the Rosters of Architects and of Landscape Architects.
Complaint files and registrant files are both nonconfidential series
maintained by the agency, either permanently or for very long periods
of time. For all of these reasons, none of these fourteen series is
considered archival, and there will be no Record Series Reviews on any
of them.
The original law of 1937 required the Board to record each registration
certificate in a book kept by the Secretary of State, labeled "Register
of Architects" (House Bill 144, 45th Legislature, Regular Session, 1937).
This requirement was abolished in 1951, the law noting the following:
"The fact that a record of registered architects is maintained by the
Secretary-treasurer of the Texas Board of Architectural Examiners and
the maintaining of such a duplicate, expensive and burdensome record,
which serves no useful purpose, by the Secretary of State creates an
emergency..." (House Bill 556, 52nd Legislature, Regular Session, 1951).
The three volumes so created were transferred by the Secretary of State
to the Archives and Information Services Division of the State Library
and Archives Commission in April 1966 (part of AC 1965/100): Registered
Architects, 1937-1949, 1.20 cubic feet: 2-1/315, 2-1/316, and 2-1/303.
Archives Holdings
Meeting Minutes:
Texas Board of Architectural Examiners, Minutes, 1937-1995, 1.18
cubic feet (AC 1996/77 and AC 1996/79) (agenda are filed with
minutes beginning January 1987).
Texas State Board of Landscape Architects, Minutes, 1969-1979,
0.24 cubic foot (AC 1997/20).
Previous Destructions:
Destruction requests on file in the Archives and Information Services
Division of the Library and Archives Commission were checked for the
Texas Board of Architectural Examiners, and the following were found:
Examination files:
Examination history 1938-1982 (approved January 24, 1986);
State exams, passed 1978 (approved October 17, 1988); 1979 (approved
September 26, 1989);
Landscaping Exams, 1979 (approved October 20, 1987);
Division B examinations, 1985 (approved January 24, 1986); June 1986
(approved October 20, 1987); 1987 (approved October 24, 1989);
Division C and B fail and incomplete design examinations, 1988 (approved
October 24, 1989);
Design examinations, 1985 (approved August 25, 1986); June 1986 (approved
October 20, 1987); 1987 (approved February 8, 1989);
Examination materials, 6 cubic feet (approved March 8, 1991).
Registered architects files: 1985-1986 (approved January 24, 1986);
1986-1987 (approved September 25, 1986 and January 13, 1987); 1987-1988
(approved January 21, 1988); #12228-12634 (approved August 2, 1989).
Bookkeeping records, including purchase vouchers and deposit vouchers:
FY 1981-1982 (approved March 7, 1988); FY 1983-1985 (approved March
8, 1989).
Miscellaneous files: temporary permits roster thru expenditures, 1974-1979:
1 cubic foot paper copies (approved September 1, 1988), and 91 jackets
of microfiche (approved November 8, 1994).
Closed violation files (approved November 8, 1988).
General correspondence, 1981-1986 (approved April 20, 1989).
Project Outcome:
This agency appraisal is now complete. The appraisal decisions are
summarized as follows:
Continue to use "A" as the archival code for the following series:
Biennial Budget Request (Add the following statement to the
Remarks column: "The archival requirement will be met by sending required
copies to the Publications Clearinghouse, Library and Archives Commission.")
Meeting Minutes (Combine Meeting Agenda and meeting
minutes into one series, renamed "Meeting Minutes and Agenda." Eliminate
Meeting Agenda as a separate series. The Remarks column should say
"Agency of origin retains permanent Record Copy. The archival requirement
is fulfilled by sending copies to the Archives and Information Services
Division of the Library and Archives Commission.")
Organization Chart (Add the following statement to the Remarks
column: "Included in Strategic Plan [if that is the document the board
chooses]. The archival requirement will be met by sending required
copies to the Publications Clearinghouse, Library and Archives Commission."
As an alternative, the agency may simply wish to send to the Archives
and Information Services Division of the Library and Archives Commission
a complete set of loose copies of organizational charts, and thereafter
send new ones when they are superseded.)
Change the "R" designation to "A" for the following series:
Correspondence, Administrative [Architects] Correspondence,
Administrative [Landscape Architects] Correspondence,
Administrative [Interior Designers]
Add an "A" to the archival code column for the following series:
Strategic Plans (Change the Remarks column to read "The archival
requirement will be met by sending required copies to the Publications
Clearinghouse, Library and Archives Commission.")
Remove the "A" from the archival code column for the following series:
Statute and Rules
Registrants -- Permanent Record Book [Architects]
Registrants -- Permanent Record Book [Landscape Architects]
Registrants -- Permanent Record Book [Interior Designers]
(For each of the preceding four series, add the following to the
Remarks column: "Archival code removed subsequent to appraisal by
Archives and Information Services Division, Library and Archives
Commission, October 21, 1996.")
Remove the "R" from the archival code column for the following series:
Reports -- Historical Record of Agency and Sunset Records,
which should be divided into two separate series:
Reports -- Annual (Non-Fiscal) (The Series item number is
correct [.1.032]. The Remarks column should state the following:
"Obsolete series. The archival requirement has already been met
by sending copies to the Publications Clearinghouse, Library and
Archives Commission.")
and
Reports -- Administrative (Sunset) (This new series should
be numbered 1.1.031, and should not be given an archival designation.
The Remarks column should state the following: "Record copy retained
by the Sunset Advisory Commission until transferred to the Archives
and Information Services Division, Library and Archives Commission.")
Remove from the records retention schedule, as an empty series:
Policies and Procedures Manuals (Restore to the retention
schedule when created, with an archival designation of "A" if the
series meets the archival criteria stated in the Records Series Review
below.)
Thus, the revised records retention schedule of the Texas Board of
Architectural Examiners should have eight series designated as archival
("A"):
Biennial Budget Request (1.1.004)
Meeting Minutes and Agenda (1.1.017)
Organization Chart (1.1.023)
Strategic Plans (1.1.055)
Correspondence, Administrative [AR-8] (1.1.007)
Correspondence, Administrative [LA-8] (1.1.007)
Correspondence, Administrative [ID-6] (1.1.007)
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Record Series Reviews
Record Series Review
Series Title: Biennial Budget Request
Dates: 1970-[ongoing]
Agency: Texas Board of Architectural Examiners
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional (approximately 26 pp.)
Agency holdings: Biennial budget requests are in the agency's offices
(0.5 cubic foot). These records are retained by the agency for six years
after the passage of the appropriations act. The agency's actual holdings
are 1970-[ongoing].
Archival holdings: None at the Archives and Information Services Division
of the Library and Archives Commission.
The archival requirement for this series is fulfilled by sending two
copies to the Publications Clearinghouse, Library and Archives Commission
(13 Texas Administrative Code, Section 3.3(3)). The Clearinghouse holds
copies dating 1972-[ongoing].
Description: This series consists of requests for legislative appropriations
which the Texas Board of Architectural Examiners has submitted each
biennium to the Legislative Budget Board and other offices. The requests
date from 1970-[ongoing] (beginning with the request for fiscal years
1972 and 1973). The requests generally contain an administrator's statement
of agency functions. The program objectives are listed, along with a
description of each objective, a discussion of performance measures,
statistics, efficiency measures, and expenses--expended, current, and
projected. Almost all of the requests also contain an organizational
chart.
Purpose: These records are created to request specific appropriations
from the legislature and to provide justification for the amounts requested.
Agency Program: Biennial budget requests are a mandatory requirement
of the state budgetary process. The board is charged with registering
and regulating architects, landscape architects, and interior designers
in Texas, which includes processing applications, administering examinations,
processing registration renewals, overseeing reciprocity from other
states and territories, and administering the enforcement of statutes
(involving the power to investigate complaints of alleged violations
of laws or rules, to hold hearings, and to revoke licenses of those
found guilty of gross incompetence, negligence, recklessness, or dishonest
practice). (Vernon's Ann. Civ. St., Articles 249a, 249c, and 249e)
Arrangement: Chronological
Access constraints: None
Use constraints: None
Indexes or finding aids required for, or an aid to access? None
Gaps? 1972 (for fiscal years 1974 and 1975): missing both at the agency
and in the Clearinghouse. Also, none exist in either location prior
to the 1970 request (for fiscal years 1972 and 1973).
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives
and Information Services Division of the Library and Archives Commission
were checked for the Texas Board of Architectural Examiners, and none
were found for this series or for equivalent or related series.
Publications based on records: Legislative Budget Board, Legislative
Budget Estimates have been published since fiscal years 1954 and
1955. This publication, a compilation of data for all state agencies,
summarizes the fiscal information found in agency-submitted budgets
or appropriation requests, but omits most of the narrative.
Series data from agency schedule:
Title: Biennial Budget Request
Series item number: 1.1.004
Agency item number: Ad-8
Archival code: A
Retention: AC + 6
Appraisal Decision: Biennial budget requests provide evidence of the
agency's fiscal performance and needs. The Texas Board of Architectural
Examiners' records retention schedule should continue to use "A" as
the archival code for these records. The following statement should
be added to the Remarks column: "The archival requirement will be met
by sending required copies to the Publications Clearinghouse, Library
and Archives Commission."
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Record Series Review
Series Title: Meeting Agenda
Dates: 1987-[ongoing]
Agency: Texas Board of Architectural Examiners
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional (about 4-8 pages)
Agency holdings: Meeting agenda are in the agency's offices (fractional,
about 80 pages). These records are retained by the agency permanently.
The agency's actual holdings are 1987-[ongoing].
Archival holdings: Agenda are filed with meeting minutes, 1987 and
1990-[ongoing].
Description: These records are the agenda of Texas Board of Architectural
Examiners meetings, filed with the minutes. They date January 9, 1987-[ongoing].
Purpose: Agenda are created to announce the business to be addressed
in the meetings of the Texas Board of Architectural Examiners.
Agency Program: The board is charged with registering and regulating
architects, landscape architects, and interior designers in Texas, which
includes processing applications, administering examinations, processing
registration renewals, overseeing reciprocity from other states and
territories, and administering the enforcement of statutes (involving
the power to investigate complaints of alleged violations of laws or
rules, to hold hearings, and to revoke licenses of those found guilty
of gross incompetence, negligence, recklessness, or dishonest practice).
(Vernon's Ann. Civ. St., Articles 249a, 249c, and 249e)
Arrangement: Chronological (filed with meeting minutes)
Access constraints: None
Use constraints: None
Indexes or finding aids required for, or an aid to access? None
Gaps? No agenda are on file prior to January 9, 1987.
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives
and Information Services Division of the Library and Archives Commission
were checked for the Texas Board of Architectural Examiners, and none
were found for this series or for equivalent or related series.
Publications based on records: None
Series data from agency schedule:
Title: Meeting Agenda
Series item number: 1.1.016
Agency item number: Ad-26
Archival code: A
Retention: PM
Appraisal Decision: Meeting agenda are very helpful as an aid to research
in board meeting minutes, serving somewhat as a table of contents; they
are not very useful, however, when separated from the minutes to which
they apply. Therefore I recommend that the Texas Board of Architectural
Examiners combine meeting agenda and meeting minutes into one series
on their records retention schedule, renamed "Meeting Minutes and Agenda,"
and that it continue to use "A" as the archival code for these records.
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Record Series Review
Series Title: Meeting Minutes
Dates: 1937-[ongoing]
Agency: Texas Board of Architectural Examiners
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional (40-50 pages)
Agency holdings: Meeting minutes are in the agency's offices (1.18
cubic feet: 15 notebooks, each 100 pages). These records are retained
by the agency permanently. The agency's actual holdings are 1937-[ongoing].
The Landscape Architects Division also has the minutes of the former
Texas State Board of Landscape Architects, 1969-1979 (0.24 cubic foot).
Archival holdings: Meeting Minutes, 1937-[ongoing], 1.42 cubic feet:
Texas Board of Architectural Examiners, 1937-1995, 1.18 cubic feet:
AC 1996/77: May 1963-October 1977, June 1978-May 1980, August 1983,
August 1985, and January 1988-October 1989, .60 cubic foot. (These
were transferred from the Legislative Reference Library, and were
part of the Agency Minutes Collection, originally AC 1987/24.)
AC 1996/79: September 1937-November 1965, August 1980-November 1987,
and January 1990-May 1995, .58 cubic foot. (These were transferred
directly by the agency itself, to fill gaps in the above minutes.
Agenda are filed with minutes beginning January 1987.)
Texas State Board of Landscape Architects, 1969-1979, .24 cubic
foot:
Landscape Architects: These records consist of meeting minutes of the
Texas State Board of Landscape Architects, dating 1969-1979, which contain
summaries of board discussions and actions on such items as the landscape
architectural examination, the landscape irrigator examination, certification,
temporary permits, reciprocity and reciprocal applications, grandfather
clause applications, violations, revocation of licenses, licensure fees,
legislation, Attorney General opinions, rules and regulations, the financial
report, letters received by the board, committee reports, etc. Occasional
attachments include correspondence received by the board, lists of successful
exam candidates, etc.
Agenda of meetings of the Texas Board of Architectural Examiners are
filed by the agency with the minutes, but usually were not included
in the copies which were transferred to the Archives and Information
Services Division of the Library and Archives Commission by the Legislative
Reference Library. Since 1990, however, agenda are included with the
minutes.
Purpose: Minutes are created to document in a thorough but usually
summary fashion the official actions of the board in its meetings.
Agency Program: The board is charged with registering and regulating
architects, landscape architects, and interior designers in Texas, which
includes processing applications, administering examinations, processing
registration renewals, overseeing reciprocity from other states and
territories, and administering the enforcement of statutes (involving
the power to investigate complaints of alleged violations of laws or
rules, to hold hearings, and to revoke licenses of those found guilty
of gross incompetence, negligence, recklessness, or dishonest practice).
(Vernon's Ann. Civ. St., Articles 249a, 249c, and 249e)
Arrangement: Chronological
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for, or an aid to access? None
Gaps? Texas Board of Architectural Examiners: None. Texas State Board
of Landscape Architects: One meeting -- number 19 (between July 21 and
August 20, 1972).
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives
and Information Services Division of the Library and Archives Commission
were checked for the Texas Board of Architectural Examiners, and none
were found for this series or for equivalent or related series.
Publications based on records: None
Series data from agency schedule:
Title: Meeting Minutes
Series item number: 1.1.017
Agency item number: Ad-27
Archival code: A
Retention: PM
Appraisal Decision: Board meeting minutes provide what is probably
the most important documentation of the agency's activities; they are
thorough yet succinct. The Texas Board of Architectural Examiners' records
retention schedule should continue to use "A" as the archival code for
these records. I also recommend that this series be renamed "Meeting
Minutes and Agenda," and that the separate series for Meeting Agenda
be discontinued. The Remarks column should also be rewritten to say
"Agency of origin retains permanent Record Copy. The archival requirement
is fulfilled by sending copies to the Archives and Information Services
Division of the Library and Archives Commission." Copies sent to the
Legislative Reference Library may also be noted, so long as they are
not mistaken as fulfilling the archival requirement.
Copies of both agenda and minutes of future board meetings should
continue to be regularly transferred (preferably on an annual basis)
to the Archives and Information Services Division of the Library and
Archives Commission.
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Record Series Review
Series Title: Organization Chart
Dates: 1970-[ongoing]
Agency: Texas Board of Architectural Examiners
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings: Organizational charts are in the agency's offices
(fractional), printed in the biennial budget request until 1994, and
in the strategic plan of 1994 (for 1995-1999). These records are retained
by the agency until superseded. The agency's actual holdings are 1970-[ongoing].
Archival holdings: None at the Archives and Information Services Division
of the Library and Archives Commission.
The archival requirement for this series is fulfilled by sending two
copies of the request for legislative appropriations, and 55 copies
of the strategic plan, to the Publications Clearinghouse, Library and
Archives Commission (13 Texas Administrative Code, Section 3.3(1)(C)).
The Clearinghouse holds copies dating 1970-[ongoing].
Description: These records consist of charts showing the organizational
structure of the Texas Board of Architectural Examiners, dating 1970-[ongoing],
included in the biennial budget request (until 1994) and in the strategic
plan (in 1994).
Purpose: The purpose of organizational charts is to indicate agency
staff organization in a graphic format.
Agency Program: The board is charged with registering and regulating
architects, landscape architects, and interior designers in Texas, which
includes processing applications, administering examinations, processing
registration renewals, overseeing reciprocity from other states and
territories, and administering the enforcement of statutes (involving
the power to investigate complaints of alleged violations of laws or
rules, to hold hearings, and to revoke licenses of those found guilty
of gross incompetence, negligence, recklessness, or dishonest practice).
(Vernon's Ann. Civ. St., Articles 249a, 249c, and 249e).
The agency was organized into three divisions in 1995: the Division
of Architects, the Division of Landscape Architects, and the Division
of Interior Designers.
Arrangement: Chronological
Access constraints: None
Use constraints: None
Indexes or finding aids required for, or an aid to access? None
Gaps? 1972; also, the publication containing it does not exist prior
to 1970.
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives
and Information Services Division of the Library and Archives Commission
were checked for the Texas Board of Architectural Examiners, and none
were found for this series or for equivalent or related series.
Publications based on records: None
Series data from agency schedule:
Title: Organization Chart
Series item number: 1.1.023
Agency item number: Ad-29
Archival code: A
Retention: US
Appraisal Decision: Organizational charts assist in understanding the
basic structure of an agency. The Texas Board of Architectural Examiners'
records retention schedule should continue to use "A" as the archival
code. The archival requirement is fulfilled by sending copies of the
Strategic Plans to the Publications Clearinghouse of the Library and
Archives Commission, so long as those charts are published in them.
The Remarks column in agency's records retention schedule should state:
"Included in Strategic Plan [if that is the document the board chooses].
The archival requirement will be met by sending required copies to the
Publications Clearinghouse, Library and Archives Commission."
As an alternative, the agency may simply wish to send to the Archives
and Information Services Division of the Library and Archives Commission
a complete set of loose copies of organizational charts, and thereafter
send new ones when they are superseded.
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Record Series Review
Series Title: Statute and Rules
Dates: 1937-[ongoing]
Agency: Texas Board of Architectural Examiners, Divisions of Architects,
Landscape Architects, and Interior Designers
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional (approximately 42 pp.)
Agency holdings: Statutes and rules are in the agency's offices (0.4
cubic foot). These records are retained by the agency permanently. The
agency's actual holdings are 1937-[ongoing].
Archival holdings: None at the Archives and Information Services Division
of the Library and Archives Commission. The archival requirement for
this series is fulfilled by sending 55 copies to the Publications Clearinghouse,
Library and Archives Commission (13 Texas Administrative Code, Section
3.3(1)(D-E)). The Clearinghouse holds copies dating 1955-[ongoing].
Description: These records are the published compilations of the Texas
statutes and the rules regulating architecture, landscape architecture,
and interior design. Those for architecture date 1937-[ongoing]; those
for landscape architecture date 1970-[ongoing]; and those for interior
design date 1991-[ongoing]. Specific dates are listed below:
Architecture: August 1937, 1955, March 1966, 1969, 1973, October 1975,
September 1978, 1979, February 1980, February 1982, January 1986, December
1988, January 1990, March 1990, September 1991, March 1992, and March
1994. Landscape Architecture: December 1970, December 1972, December
1973, September 1974, November 1974, November 1975, 1979, February 1980,
October 1983, December 1986, February 1990, June 1990, March 1992, and
April 1994. Interior Design: December 1991, and March 1994.
Purpose: These records are created and published to provide to interested
parties and to the public, in a convenient form, the laws and rules
regulating each of the three professions under the jurisdiction of the
board.
Agency Program: The board is charged with registering and regulating
architects, landscape architects, and interior designers in Texas, which
includes processing applications, administering examinations, processing
registration renewals, overseeing reciprocity from other states and
territories, and administering the enforcement of statutes (involving
the power to investigate complaints of alleged violations of laws or
rules, to hold hearings, and to revoke licenses of those found guilty
of gross incompetence, negligence, recklessness, or dishonest practice).
(Vernon's Ann. Civ. St., Articles 249a, 249c, and 249e)
Arrangement: By division/profession, then chronological
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for, or an aid to access? None
Gaps? Not really applicable; these are published periodically (currently
about every 2-3 years). The following are missing from the Clearinghouse,
but present at the agency:
Architecture: August 1937, March 1966, 1979, January 1986, March 1994.
Landscape Architecture: December 1970, December 1972, December 1973,
September 1974, November 1974, November 1975, 1979, February 1980, April
1994.
Interior Design: March 1994.
Problems: None
Known related records in other agencies: Office of the Secretary of
State: Rules on file with the office of the Texas Register.
Previous destructions: Destruction requests on file in the Archives
and Information Services Division of the Library and Archives Commission
were checked for the Texas Board of Architectural Examiners, and none
were found for this series or for equivalent or related series.
Publications based on records: Also published in Texas Register
and Texas Administrative Code (rules), and in Vernon's Statutes
and General and Special Laws (law).
Series data from agency schedule:
Title: Statute and Rules
Series item number: 1.1.039
Agency item number: Ad-44
Archival code: A
Retention: PM
Appraisal Decision: Compendia of statutes and rules are published
by an agency as a convenience and a public service. However, since their
content is officially published in several other places (Texas Register
and Texas Administrative Code for rules, and Vernon's Statutes
and General and Special Laws for statutes), they are not truly
archival. Therefore the Texas Board of Architectural Examiners should
remove the "A" from the archival code column in their records retention
schedule. Of course, this is no way affects the agency's obligation
to send the required number of copies (55) to the State Publications
Clearinghouse; in fact, the Remarks column in the agency records retention
schedule should read "Copies sent to Publications Clearinghouse, Library
and Archives Commission."
The agency might consider eliminating this as a separate series, and
simply adding it to the list of Publications (along with Rosters of
Registrants, Consumer Guide, and TBAE Newsletter) in series number 1.1.029
(Ad-35) on page 4 of the schedule (adding the appropriate note in the
Remarks column). Where the series is currently placed on the schedule
(1.1.039), rules and regulations, there is a total retention period
of AR + US (annual review, until superseded).
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Record Series Review
Series Title: Registrants--Permanent Record Book [Architects]
Dates: 1937-[ongoing]
Agency: Texas Board of Architectural Examiners, Division of Architects
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional (approximately 20 pages, 500 registrants
per year)
Agency holdings: The Permanent Record Books of Registrants (Architects)
are in the agency's offices (0.2 cubic foot: 3 notebooks). These records
are retained by the agency permanently. The agency's actual holdings
are 1937-[ongoing].
Archival holdings: None at the Archives and Information Services Division
of the Library and Archives Commission.
Description: These records consists of a log or list of architects
registered by the Texas Board of Architectural Examiners, dating 1937-[ongoing],
providing the following information for each individual: registration
number, name, city, state, method of certification, and date of certification.
The first entry is dated October 11, 1937.
A related series was maintained by the Secretary of State in the first
thirteen years of the board's existence, as required by the original
law. It contained a slightly fuller record: Registered Architects,
1937-1949, 1.20 cubic feet (3 volumes, transferred to the Archives
and Information Services Division in April 1966, part of AC 1965/100):
2-1/315, 2-1/316, and 2-1/303. These three volumes contain the following
information: registration number, name, sex, address, date of registration,
date filed for record, qualification basis, renewal dates, renewal address,
revocation dates, and reinstatement dates. Five categories of qualification
are given: (A) examination; (B) six months practice prior to enactment
of law; (C) ten years practice out, or in and out, of state; (D) out
of state registration; and (E) education and training. The first two
volumes contain alphabetical indexes.
Purpose: This log is maintained to keep permanent track of the registrations
of architects by the State of Texas.
Agency Program: The board is charged with registering and regulating
architects in Texas, which includes processing applications, administering
examinations, processing registration renewals, overseeing reciprocity
from other states and territories, and administering the enforcement
of statutes (involving the power to investigate complaints of alleged
violations of laws or rules, to hold hearings, and to revoke licenses
of those found guilty of gross incompetence, negligence, recklessness,
or dishonest practice). (Vernon's Ann. Civ. St., Articles 249a)
The original law of 1937 required the Board to record each registration
certificate in a book kept by the Secretary of State, labeled "Register
of Architects" (House Bill 144, 45th Legislature, Regular Session, 1937).
This requirement was abolished in 1951, the law noting the following:
"The fact that a record of registered architects is maintained by the
Secretary-treasurer of the Texas Board of Architectural Examiners and
the maintaining of such a duplicate, expensive and burdensome record,
which serves no useful purpose, by the Secretary of State creates an
emergency..." (House Bill 556, 52nd Legislature, Regular Session, 1951).
Arrangement: Numerical, by Registration number (which is also chronological).
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for, or an aid to access? None
Gaps? None Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives
and Information Services Division of the Library and Archives Commission
were checked for the Texas Board of Architectural Examiners, and five
were found for related series:
Registered architects files: 1985-1986 (approved January 24, 1986);
1986-1987 (approved September 25, 1986 and January 13, 1987); 1987-1988
(approved January 21, 1988); #12228-12634 (approved August 2, 1989).
Publications based on records: Roster of Registered Architects
(The Publications Clearinghouse has the following rosters, published
annually: 1938, 1943-1944, 1946-1953, 1955-1957, 1959-1973, 1975-1977,
1981, 1983, 1985).
Series data from agency schedule:
Title: Registrants--Permanent Record Book
Series item number: ---
Agency item number: AR-16
Archival code: A
Retention: PM
Appraisal Decision: This record documents one of the primary functions
of the board, the registration of architects. Normally, the Archives
and Information Services Division of the Library and Archives Commission
has determined that the types of records maintained primarily to contain
professional information on individuals who are regulated by state agencies
will not be designated archival. However, since architects are professionals
whose conduct can potentially result in significant harm to the State
or its citizens, it is particularly important that a record of the registration
of architects be preserved permanently. This information is currently
available to interested parties in at least four different ways, as
explained below. Therefore, so long as the Permanent Record Book of
Architect Registrants is kept by the Board as a permanent record, this
series does not need to be transferred to the Archives and Information
Services Division of the Library and Archives Commission. The Texas
Board of Architectural Examiners can remove the "A" from the archival
code column in their records retention schedule for this series.
Researchers seeking this kind of information have at least four sources.
The first (and obvious) source is the Permanent Record Book itself,
which is maintained permanently by the Division of Architects of the
Board of Architectural Examiners.
A second source is the related series maintained by the Secretary
of State, 1937-1949, which is in the Archives and Information Services
Division of the Library and Archives Commission, and contains even fuller
information.
A third source for the names and addresses are the published Rosters
of Registered Architects, which form part of record series Ad-35, Publications.
An incomplete run of these is held by the Publications Clearinghouse,
Library and Archives Commission. Being alphabetical rather than numerical/
chronological, the roster is much easier to use than the permanent record
book of registrants, although the published roster does not give either
the method or the exact date of certification.
A fourth source is the archival series of board meeting minutes, which
contain names of architects whose status require some kind of action
by the Board. Until 1963, the minutes apparently give the names of all
architectural registrants, according to the method of certification;
after 1963, however, the minutes deal primarily with unusual or problem
cases.
Since agencies are required to deposit 55 copies of published directories
of services and providers with the Publications Clearinghouse of the
Library and Archives Commission (13 Texas Administrative Code, Section
3.3(1)(F)), the Texas State Library and Archives Commission urges the
Texas Board of Architectural Examiners to transfer any extra copies
of those Rosters of Registered Architects which are missing from the
Clearinghouse (specifically, rosters for 1939-1942, 1945, 1954, 1958,
1974, 1978-1980, 1982, 1984, and 1986-[ongoing]).
If the board can do this, the copies should be forwarded to the Archives
and Information Services Division of the Library and Archives Commission
for transfer to the Clearinghouse. In the future, the Board should regularly
transfer the required number of rosters directly to the Clearinghouse.
If the Texas Board of Architectural Examiners ever decides to change
the retention period for the Permanent Record Book of Architect Registrants,
or if it ever decides not to publish the Roster of Registered Architects,
the Board should restore the designation of "A" in the archival code
column in their records retention schedule for this series.
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Record Series Review
Series Title: Registrants--Permanent Record Book [Landscape Architects]
Dates: 1969-[ongoing]
Agency: Texas Board of Architectural Examiners, Division of Landscape
Architects
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional (approximately 1.5 pages, 43 registrants
per year)
Agency holdings: The Permanent Record Books of Registrants (Landscape
Architects) are in the agency's offices (0.1 cubic foot: one notebook).
These records are retained by the agency permanently. The agency's actual
holdings are 1969-[ongoing].
Archival holdings: None at the Archives and Information Services Division
of the Library and Archives Commission.
Description: These records consist of a log or list of landscape architects
registered by the Texas Board of Architectural Examiners, dating 1969-[ongoing],
providing the following information for each individual: registration
number, name, city, state, method of certification, and date of certification.
The first entry is dated November 3, 1969.
Purpose: This log is maintained to keep permanent track of the registrations
of landscape architects by the State of Texas.
Agency Program: The board is charged with registering and regulating
landscape architects in Texas, which includes processing applications,
administering examinations, processing registration renewals, overseeing
reciprocity from other states and territories, and administering the
enforcement of statutes (involving the power to investigate complaints
of alleged violations of laws or rules, to hold hearings, and to revoke
licenses of those found guilty of gross incompetence, negligence, recklessness,
or dishonest practice). (Vernon's Ann. Civ. St., Articles 249c)
Arrangement: Numerical, by Registration number (which is also chronological)
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for, or an aid to access? None
Gaps? None
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives
and Information Services Division of the Library and Archives Commission
were checked for the Texas Board of Architectural Examiners, and none
were found for this series or for equivalent or related series.
Publications based on records: Roster of Registered Landscape Architects
(The Publications Clearinghouse has the following rosters: 1981, 1983,
1985, 1988, 1990).
Series data from agency schedule:
Title: Registrants--Permanent Record Book
Series item number: ---
Agency item number: LA-17
Archival code: A
Retention: PM
Appraisal Decision: This record documents one of the primary functions
of the board, the registration of landscape architects. However, the
Archives and Information Services Division of the Library and Archives
Commission has determined that the types of records maintained primarily
to contain professional information on individuals who are regulated
by state agencies will not normally be designated archival. Such is
the case with the Permanent Record Book of Landscape Architect Registrants.
Therefore the Texas Board of Architectural Examiners should remove the
"A" from the archival code column in their records retention schedule
for this series.
Researchers seeking this kind of information have three sources. The
first (and obvious) source is the Permanent Record Book itself, which
is maintained permanently by the Division of Landscape Architects of
the Board of Architectural Examiners.
A second source for the names and addresses are the published Rosters
of Registered Landscape Architects, which form part of record series
Ad-35, Publications. An incomplete run of these is held by the Publications
Clearinghouse, Library and Archives Commission. Being alphabetical rather
than numerical/chronological, the roster is much easier to use than
the permanent record book of registrants, although the published roster
does not give either the method or the exact date of certification.
A third source is the archival series of board meeting minutes. The
names of landscape architects are included in the meeting minutes for
the Board of Landscape Architects, 1969-1979, which is an archival series.
The minutes of the meetings of the Board of Architectural Examiners
after 1979 (when the two boards were merged) also contains names of
landscape architects whose status required some kind of action by the
Board, which means primarily unusual or problem cases.
Since agencies are required to deposit 55 copies of published directories
of services and providers with the Publications Clearinghouse of the
Library and Archives Commission (13 Texas Administrative Code, Section
3.3(1)(F)), the Library and Archives Commission urges the Texas Board
of Architectural Examiners to transfer any extra copies of those published
Rosters of Registered Landscape Architects which are missing from the
Clearinghouse (specifically, rosters for 1970-1980, 1982, 1984, 1986,
1987, 1989, and 1991-[ongoing]). If the board can do this, the copies
should be forwarded to the Archives and Information Services Division
of the Library and Archives Commission for transfer to the Clearinghouse.
In the future, the Board should regularly transfer the required number
of rosters directly to the Clearinghouse.
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Record Series Review
Series Title: Registrants--Permanent Record Book [Interior Designers]
Dates: 1993-[ongoing]
Agency: Texas Board of Architectural Examiners, Division of Interior
Designers
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional (approximately 67 pages, 1,681 registrants
per year)
Agency holdings: The Permanent Record Books of Registrants (Interior
Designers) are in the agency's offices (0.2 cubic foot: 2 notebooks).
These records are retained by the agency permanently. The agency's actual
holdings are 1993-[ongoing].
Archival holdings: None at the Archives and Information Services Division
of the Library and Archives Commission.
Description: These records consist of a log or list of interior designers
registered by the Texas Board of Architectural Examiners, dating 1993-[ongoing],
providing the following information for each individual: registration
number, name, city, state, method of certification, and date of certification.
First entry is dated January 9, 1993.
Purpose: This log is maintained to keep permanent track of the registrations
of interior designers by the State of Texas.
Agency Program: The board is charged with registering and regulating
interior designers in Texas, which includes processing applications,
administering examinations, processing registration renewals, overseeing
reciprocity from other states and territories, and administering the
enforcement of statutes (involving the power to investigate complaints
of alleged violations of laws or rules, to hold hearings, and to revoke
licenses of those found guilty of gross incompetence, negligence, recklessness,
or dishonest practice). (Vernon's Ann. Civ. St., Articles 249e)
Arrangement: Numerical, by Registration number (which is also chronological)
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for, or an aid to access? None
Gaps? None
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives
and Information Services Division of the Library and Archives Commission
were checked for the Texas Board of Architectural Examiners, and none
were found for this series or for equivalent or related series.
Publications based on records: Roster of Interior Designers
(The Publications Clearinghouse does not hold any of the rosters).
Series data from agency schedule:
Title: Registrants--Permanent Record Book
Series item number: ---
Agency item number: ID-14
Archival code: A
Retention: PM
Appraisal Decision: This record documents one of the primary functions
of the board, the registration of interior designers. However, the Archives
and Information Services Division of the Library and Archives Commission
has determined that the types of records maintained primarily to contain
professional information on individuals who are regulated by state agencies
will not normally be designated archival. Such is the case with the
Permanent Record Book of Interior Designer Registrants. Therefore the
Texas Board of Architectural Examiners should remove the "A" from the
archival code column in their records retention schedule for this series.
Researchers seeking this kind of information have two sources. The
first (and obvious) source is the Permanent Record Book itself, which
is maintained permanently by the Division of Interior Designers of the
Board of Architectural Examiners.
A second source for the names and addresses are the published Rosters
of Registered Interior Designers, which form part of record series Ad-35,
Publications. (None of these rosters is currently held by the Publications
Clearinghouse of the Library and Archives Commission.) Being alphabetical
rather than numerical/chronological, the roster is much easier to use
than the permanent record book of registrants, although the published
roster does not give either the method or the exact date of certification.
Since agencies are required to deposit 55 copies of published directories
of services and providers with the Publications Clearinghouse of the
Library and Archives Commission (13 Texas Administrative Code, Section
3.3(1)(F)), the Library and Archives Commission urges the Texas Board
of Architectural Examiners to transfer one extra copy of each of the
Rosters of Registered Interior Designers which the Board has published
since 1993. If the board can do this, the copies should be forwarded
to the Archives and Information Services Division of the Library and
Archives Commission for transfer to the Clearinghouse. In the future,
the Board should regularly transfer the required number of rosters directly
to the Clearinghouse.
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Record Series Review
Series Title: Reports--Historical Record of Agency and Sunset
Records
Dates: 1938-[ongoing]
Agency: Texas Board of Architectural Examiners
Obsolete record series? Yes (partially): annual (narrative) reports
are no longer produced by the agency.
Ongoing record series? Yes (partially): Sunset Advisory Commission
reports are still produced.
Annual accumulation: fractional
Agency holdings: Historical reports of the agency and Sunset records
are in the agency's offices (1 cubic foot). These records are retained
by the agency permanently. The agency's actual holdings are 1939-[ongoing].
Archival holdings: None at the Archives and Information Services Division
of the Library and Archives Commission.
The Publications Clearinghouse, Library and Archives Commission holds
copies of annual reports dating 1938-1941, and of the Sunset report
dating October 1977.
Description: This series consists of the narrative annual reports which
were formerly produced by the Texas Board of Architectural Examiners,
1938-1941, and reports to the Sunset Advisory Commission, 1970-[ongoing].
The annual reports sometimes varied in content, but typically contained
a list of board personnel, the by-laws and rules of the board, a report
of the secretary-treasurer/ financial statement, and a roster of architects.
Sunset records include those reports produced by the staff of the
Board of Architectural Examiners to the Sunset Advisory Commission;
these reports typically begin with an Administrator's statement and
continue with a discussion of a series of criteria which have been established
by the Sunset Advisory Commission. The Administrator's statement addresses
such issues as who benefits from regulation of architects, the advantages
of public over private regulation of architecture, how architectural
registration boards work together, etc.. The specific Sunset criteria
which form the bulk of these reports include such issues as efficiency,
identification and meeting of objectives, assessment of alternative
methods of performing the regulation, the extent of overlap or duplication
of functions by other agencies, etc.
Purpose: Annual reports were created and submitted to the legislature
to account for the activities of the board.
Reports are submitted to the Sunset Advisory Commission to justify
the continued existence of the board and/or its programs.
Agency Program: The board is charged with registering and regulating
architects, landscape architects, and interior designers in Texas, which
includes processing applications, administering examinations, processing
registration renewals, overseeing reciprocity from other states and
territories, and administering the enforcement of statutes (involving
the power to investigate complaints of alleged violations of laws or
rules, to hold hearings, and to revoke licenses of those found guilty
of gross incompetence, negligence, recklessness, or dishonest practice).
(Vernon's Ann. Civ. St., Articles 249a, 249c, and 249e)
Arrangement: By type of report, and therein chronological
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for, or an aid to access? None
Gaps? None
Problems: None
Known related records in other agencies: records of the Sunset Advisory
Commission, including final staff reports
Previous destructions: Destruction requests on file in the Archives
and Information Services Division of the Library and Archives Commission
were checked for the Texas Board of Architectural Examiners, and none
were found for this series or for equivalent or related series.
Publications based on records: None
Series data from agency schedule:
Title: Reports--Historical Record of Agency and Sunset Records
Series item number: 1.1.032
Agency item number: Ad-42
Archival code: R
Retention: PM
Appraisal Decision: First of all, I recommend that this series be broken
into two separate series: Reports - Annual (Non-Fiscal), and Reports
- Administrative (Sunset). (Administrative reports are defined as including
"internal reports and reports submitted to other agencies not noted
elsewhere in this schedule," which therefore would include Sunset reports).
Annual reports document the overall activities of the agency in a
narrative form. The Archives and Information Services Division of the
Library and Archives Commission has determined that annual reports are
normally archival. However, since this series is obsolete, and since
the board has already transferred a complete set of these reports to
the Publications Clearinghouse of the Library and Archives Commission,
there is no need to mark the agency's holdings as archival. Therefore
the Texas Board of Architectural Examiners should remove the "R" designation
from the archival code column of the agency records retention schedule
for this series. The Series item number is correct (1.1.032). The Remarks
column should state the following: "Obsolete series. The archival requirement
has already been met by sending copies to the Publications Clearinghouse,
Library and Archives Commission." Since the Publications Clearinghouse
already holds a full set of copies of the Annual Reports, 1938-1941,
the Texas Board of Architectural Examiners does not need to transfer
any of these historical reports.
Reports of agency staff to the Sunset Advisory Commission also document
-- as well as critically evaluate -- the overall activities of the agency
in a narrative form, and are significantly different from the final
reports which are published by the staff of the Sunset Advisory Commission
itself. The Texas Board of Architectural Examiners should create a separate
series for these records, numbered 1.1.031 and titled "Reports - Administrative
(Sunset)". However, the record copies (which have been appraised as
archival) are retained by the Sunset Advisory Commission, as their agency
item number 1a, "Sunset Review Process -- Agency Review Material --
Staff Reports." Therefore this new series should not be given an archival
designation in the archival code column of the agency records retention
schedule. The Remarks column for this new series should state the following:
"Record copy retained by the Sunset Advisory Commission until transferred
to the Archives and Information Services Division, Library and Archives
Commission."
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Record Series Review
Series Title: Correspondence, Administrative [Division of Architects]
Dates: 1984-[ongoing]
Agency: Texas Board of Architectural Examiners, Division of Architects
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 0.5 cubic foot
Agency holdings: Administrative correspondence (Division of Architects)
is in the agency's offices (5 cubic feet). These records are theoretically
retained by the agency for 3 years. The agency's actual holdings, however,
are 1984-[ongoing].
Archival holdings: None at the Archives and Information Services Division
of the Library and Archives Commission.
Description: These records are the administrative correspondence of
the Texas Board of Architectural Examiners, including the Division of
Architects, and consist of incoming and outgoing letters and memoranda,
plus attachments, relating to agency policy, potential and/or actual
changes in legislation and administrative rules, and other substantive
administrative issues. These records date from 1984-[ongoing]. The series
contains correspondence with state officials, with the National Council
of Architectural Registration Boards (NCARB), with individual boards
of architectural registration in other states, with Texas schools of
architecture, and with professional associations of architects at the
national and state level.
Purpose: Administrative correspondence is created during the course
of normal agency business, and is retained to document the substantive
administration of the agency and to guide the board in planning future
administration of its duties.
Agency Program: The board is charged with registering and regulating
architects in Texas, which includes processing applications, administering
examinations, processing registration renewals, overseeing reciprocity
from other states and territories, and administering the enforcement
of statutes (involving the power to investigate complaints of alleged
violations of laws or rules, to hold hearings, and to revoke licenses
of those found guilty of gross incompetence, negligence, recklessness,
or dishonest practice). (Vernon's Ann. Civ. St., Articles 249a)
Arrangement: By type of correspondent or by subject, and therein chronologically
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for, or an aid to access? None
Gaps? No administrative correspondence for 1937 through 1983 is held
by either the agency or the Archives and Information Services Division.
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives
and Information Services Division of the Library and Archives Commission
were checked for the Texas Board of Architectural Examiners, and the
following was found for a related series: General correspondence, 1981-1986
(approved April 20, 1989).
Publications based on records: None
Series data from agency schedule:
Title: Correspondence, Administrative
Series item number: 1.1.007
Agency item number: AR-8
Archival code: R
Retention: 3
Appraisal Decision: This agency's administrative correspondence (for
the Board of Architectural Examiners and also for the Division of Architects)
documents substantive issues regarding the regulation of architects
in Texas, and is particularly strong in the areas of architectural education,
communications with professional associations of architects, and comparison
of Texas with other states in the regulation of architects.
These specific issues are touched on only lightly in the board's meeting
minutes. Furthermore, a separate series has been set up for truly routine,
general correspondence.
Therefore the Texas Board of Architectural Examiners should change
the "R" designation to "A" in the archival code column of the agency
records retention schedule for this series. The Board should begin the
transfer of all administrative correspondence which has fulfilled its
administrative use (normally, that which is older than three years)
to the Archives and Information Services Division of the Library and
Archives Commission. From then on, the Board's Records Administrator
should conduct an annual review of the series, to transfer those portions
whose retention period has been met.
In order for this annual review and transfer of records to occur efficiently
and smoothly, the Records Administrator should seriously consider some
modifications to the existing filing system. If the present arrangement
-- alphabetical by subject and/or by correspondent -- works best for
the staff, then a new set of file folders should be created for each
new year (either fiscal year or calendar year), perhaps with a color
coding for easy identification. This is especially important because
transfers of records to the Archives and Information Services Division
need to be in file folders, properly labeled. Thus, for example, if
all 1997 correspondence is filed in folders with red labels, then in
the year 2000, agency staff would remove all red folders, box them in
a records storage carton (maintaining their original order), and call
Archives to arrange for their transfer. The board's assigned Records
Consultant at the State and Local Records Management Division of the
Library and Archives Commission can give advice concerning any changes
in filing system, to meet both the needs of the agency and the requirements
of law.
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Record Series Review
Series Title: Correspondence, Administrative [Division of Landscape
Architects]
Dates: 1970-[ongoing]
Agency: Texas Board of Architectural Examiners, Division of Landscape
Architects
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 0.5 cubic foot
Agency holdings: Administrative correspondence (Division of Landscape
Architects) is in the agency's offices (15 cubic feet). These records
are theoretically retained by the agency for 3 years. The agency's actual
holdings, however, are 1970-[ongoing].
Archival holdings: None at the Archives and Information Services Division
of the Library and Archives Commission.
Description: These records are the administrative correspondence of
the Division of Landscape Architects of the Texas Board of Architectural
Examiners, and consist of incoming and outgoing letters and memoranda,
plus attachments, relating to agency policy, potential and/or actual
changes in legislation and administrative rules, and other substantive
administrative issues. These records date from 1970-[ongoing]. The series
contains correspondence with the Council of Landscape Architectural
Registration Boards (CLARB), with the American Society of Landscape
Architects, with individual boards of landscape architectural registration
in other states, with colleges and universities offering education in
landscape architecture, and with state officials.
Purpose: Administrative correspondence is created during the course
of normal agency business, and is retained to document the substantive
administration of the agency and to guide the board in planning future
administration of its duties.
Agency Program: The board is charged with registering and regulating
landscape architects in Texas, which includes processing applications,
administering examinations, processing registration renewals, overseeing
reciprocity from other states and territories, and administering the
enforcement of statutes (involving the power to investigate complaints
of alleged violations of laws or rules, to hold hearings, and to revoke
licenses of those found guilty of gross incompetence, negligence, recklessness,
or dishonest practice). (Vernon's Ann. Civ. St., Articles 249c)
Arrangement: By type of correspondent or by subject, and therein chronologically
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for, or an aid to access? None
Gaps? None
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives
and Information Services Division of the Library and Archives Commission
were checked for the Texas Board of Architectural Examiners, and the
following was found for a related series: General correspondence, 1981-1986
(approved April 20, 1989).
Publications based on records: None
Series data from agency schedule:
Title: Correspondence, Administrative
Series item number: 1.1.007
Agency item number: LA-8
Archival code: R
Retention: 3
Appraisal Decision: This agency's administrative correspondence (for
the Division of Landscape Architects) documents substantive issues regarding
the regulation of landscape architects in Texas, and is particularly
strong in the areas of landscape architectural education, communications
with professional associations of landscape architects, and comparison
of Texas with other states in the regulation of landscape architects.
These specific issues are touched on only lightly in the board's meeting
minutes, and there are serious gaps in the minutes of the Board of Landscape
Architects, 1969-1979. Furthermore, a separate series has been set up
in the division for truly routine, general correspondence.
Therefore the Texas Board of Architectural Examiners should change
the "R" designation to "A" in the archival code column of the agency
records retention schedule for this series. The Board should begin the
transfer of all administrative correspondence which has fulfilled its
administrative use (normally, that which is older than three years)
to the Archives and Information Services Division of the Library and
Archives Commission. From then on, the Board's Records Administrator
should conduct an annual review of the series, to transfer those portions
whose retention period has been met.
In order for this annual review and transfer of records to occur efficiently
and smoothly, the Records Administrator should seriously consider some
modifications to the existing filing system. If the present arrangement
-- alphabetical by subject and/or by correspondent -- works best for
the staff, then a new set of file folders should be created for each
new year (either fiscal year or calendar year), perhaps with a color
coding for easy identification. This is especially important because
transfers of records to the Archives and Information Services Division
need to be in file folders, properly labeled. Thus, for example, if
all 1997 correspondence is filed in folders with red labels, then in
the year 2000, agency staff would remove all red folders, box them in
a records storage carton (maintaining their original order), and call
Archives to arrange for their transfer. The board's assigned Records
Consultant at the State and Local Records Management Division of the
Library and Archives Commission can give advice concerning any changes
in filing system, to meet both the needs of the agency and the requirements
of law.
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Record Series Review
Series Title: Correspondence, Administrative [Division of Interior
Designers]
Dates: 1991-[ongoing]
Agency: Texas Board of Architectural Examiners, Division of Interior
Designers
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 0.5 cubic foot
Agency holdings: Administrative correspondence (Division of Interior
Designers) is kept in the agency's offices (4 cubic feet). These records
are theoretically retained by the agency for 3 years. The agency's actual
holdings, however, are 1991-[ongoing].
Archival holdings: None at the Archives and Information Services Division
of the Library and Archives Commission.
Description: These records are the administrative correspondence of
the Division of Interior Designers of the Texas Board of Architectural
Examiners, and consist of incoming and outgoing letters and memoranda,
plus attachments, relating to agency policy, potential and/or actual
changes in legislation and administrative rules, and other substantive
administrative issues. These records date from 1991-[ongoing]. The series
contains correspondence with state agencies (particularly the Texas
Higher Education Coordinating Board), with Texas universities, with
the Foundation for Interior Design Education Requirements (FIDER), and
with professional associations of interior designers at the national
and state level (including the National Council of Interior Design Qualifications
[NCIDQ], the American Society of Interior Design [ASID], the Texas Association
of Interior Design [TAID], etc.).
Purpose: Administrative correspondence is created during the course
of normal agency business, and is retained to document the substantive
administration of the agency and to guide the board in planning future
administration of its duties.
Agency Program: The board is charged with registering and regulating
interior designers in Texas, which includes processing applications,
administering examinations, processing registration renewals, overseeing
reciprocity from other states and territories, and administering the
enforcement of statutes (involving the power to investigate complaints
of alleged violations of laws or rules, to hold hearings, and to revoke
licenses of those found guilty of gross incompetence, negligence, recklessness,
or dishonest practice). (Vernon's Ann. Civ. St., Articles 249e)
Arrangement: By type of correspondent or by subject, and therein chronologically.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for, or an aid to access? None
Gaps? None
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives
and Information Services Division of the Library and Archives Commission
were checked for the Texas Board of Architectural Examiners, and none
were found for this series or for equivalent or related series.
Publications based on records: None
Series data from agency schedule:
Title: Correspondence, Administrative
Series item number: 1.1.007
Agency item number: ID-6
Archival code: R
Retention: 3
Appraisal Decision: This agency's administrative correspondence (for
the Division of Interior Designers) documents substantive issues regarding
the regulation of interior designers in Texas, and is particularly strong
in the areas of interior design education, and communications with professional
associations of interior designers. These specific issues are touched
on only lightly in the board's meeting minutes. Furthermore, a separate
series has been set up in the division for truly routine, general correspondence.
Therefore the Texas Board of Architectural Examiners should change
the "R" designation to "A" in the archival code column of the agency
records retention schedule for this series. The Board should begin the
transfer of all administrative correspondence which has fulfilled its
administrative use (normally, that which is older than three years)
to the Archives and Information Services Division of the Library and
Archives Commission. From then on, the Board's Records Administrator
should conduct an annual review of the series, to transfer those portions
whose retention period has been met.
In order for this annual review and transfer of records to occur efficiently
and smoothly, the Records Administrator should seriously consider some
modifications to the existing filing system. If the present arrangement
-- alphabetical by subject and/or by correspondent -- works best for
the staff, then a new set of file folders should be created for each
new year (either fiscal year or calendar year), perhaps with a color
coding for easy identification. This is especially important because
transfers of records to the Archives and Information Services Division
need to be in file folders, properly labeled. Thus, for example, if
all 1997 correspondence is filed in folders with red labels, then in
the year 2000, agency staff would remove all red folders, box them in
a records storage carton (maintaining their original order), and call
Archives to arrange for their transfer. The board's assigned Records
Consultant at the State and Local Records Management Division of the
Library and Archives Commission can give advice concerning any changes
in filing system, to meet both the needs of the agency and the requirements
of law.
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Record Series Review
Series Title: Strategic Plans
Dates: 1992-[ongoing]
Agency: Texas Board of Architectural Examiners
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings: Strategic plans are in the agency's offices (fractional).
These records are retained by the agency permanently. The agency's actual
holdings are 1992-[ongoing] (for the periods 1992-1998 and 1995-1999).
Archival holdings: None at the Archives and Information Services Division
of the Library and Archives Commission.
The archival requirement for this series is fulfilled by sending 55
copies to the Publications Clearinghouse, Library and Archives Commission
(13 Texas Administrative Code, Section 3.3(1)(C)). The Clearinghouse
holds the plans for 1992-1998 and for 1995-1999.
Description: Strategic plans are long-range planning tools prepared
by the agency in which the goals and objectives of the agency are presented
along with performance measures for each. The Texas Board of Architectural
Examiners has submitted two strategic plans, dating 1992-[ongoing].
(The first was prepared in 1992 for 1992-1998, the second in 1994 for
1995-1999.) Plans contain a mission statement, a statement of philosophy,
an external/internal assessment of the agency, and the goals of the
agency. Each goal contains objectives, outcome and efficiency measures,
strategies, output measures, and explanatory measures for measuring
and achieving the goals. Also present in most agency strategic plans
is an organizational chart of the agency.
Purpose: Strategic plans are created as long-range planning tools prepared
by the agency, setting forth goals and objectives of the agency over
a multi-year period.
Agency Program: Strategic plans are prepared in accordance with V.T.C.A.,
Government Code, Sections 2054.095 and 2056.002. The board is charged
with registering and regulating architects, landscape architects, and
interior designers in Texas, which includes processing applications,
administering examinations, processing registration renewals, overseeing
reciprocity from other states and territories, and administering the
enforcement of statutes (involving the power to investigate complaints
of alleged violations of laws or rules, to hold hearings, and to revoke
licenses of those found guilty of gross incompetence, negligence, recklessness,
or dishonest practice). (Vernon's Ann. Civ. St., Articles 249a, 249c,
and 249e)
Arrangement: Chronological
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for, or an aid to access? None
Gaps? None
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives
and Information Services Division of the Library and Archives Commission
were checked for the Texas Board of Architectural Examiners, and none
were found for this series or for equivalent or related series.
Publications based on records: None
Series data from agency schedule:
Title: Strategic Plans
Series item number: 1.1.055
Agency item number: Ad-44a
Archival code: --
Retention: PM
Appraisal Decision: Strategic plans document the long-range planning
activities of the agency. The Archives and Information Services Division
of the Library and Archives Commission has determined that strategic
plans are archival. The Texas Board of Architectural Examiners' records
retention schedule should add an "A" to the archival code for this series.
The Remarks column should be modified to read "The record copy remains
with the agency. The archival requirement will be met by sending required
copies to the Publications Clearinghouse, Library and Archives Commission."
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