Ms. Meredith (Mickey) Jacobs, Executive Director
Ms. Yvette Jimenez, Administrative Technician
211 E. 7th Street, Suite 710
Austin, TX 78701
(P.O. Box 12097)
Austin, TX 78711-2097
The Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas
Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally,
the Cancer Council was mandated to cooperate and coordinate
with the Legislative Task Force on Cancer in Texas, so long
as that body existed (formed in 1984, it published its final
report in 1986). The
Cancer Council would then continue to revise and implement
the Cancer Plan.
The council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example:
By law the Cancer Council may appoint advisory committees
to aid in the implementation of the Cancer Plan. So far there
have been nine such advisory committees, falling into two
groups: (1) the original group of five committees -- Community
Cancer Care, Oncology Guidelines, Professional Education,
Public Education, and Private Sector Initiatives; and (2)
the current group of four committees -- Community Cancer Control,
Detection and Diagnosis, Prevention, and Treatment.
By law the Cancer Council may appoint advisory committees
to aid in the implementation of the Cancer Plan. So far there
have been nine such advisory committees, falling into two
groups: (1) the original group of five committees -- Community
Cancer Care, Oncology Guidelines, Professional Education,
Public Education, and Private Sector Initiatives; and (2)
the current group of four committees -- Community Cancer Control,
Detection and Diagnosis, Prevention, and Treatment. The Cancer
Council conducts studies and surveys deemed necessary for
the implementation of the Cancer Plan. And finally, the council
monitors contracts and agreements for cancer programs authorized
by law, accepts transfers of monies, and spends grant funds
made available by the state and by other public or private
sources. To administer this grant program, the council adopts
rules governing the submission and approval or cancellation
of grants, which require interagency agreements or contracts
with the council, including provisions for fiscal and program
monitoring.
The
Texas Cancer Council is composed of sixteen members:
(Between
1985 and 1991, the composition of the council was slightly
different: the governor appointed no members; there were
4 physicians, and 4 members of the general public; and there
were 2 representatives of voluntary health organizations,
and 2 of hospitals. Changes were made by House Bill 7, 72nd
Legislature, 1st Called Session, 1991.)
Except
for the legislative members and the ex-officio members, council
members serve overlapping six-year terms. These are non-salaried positions, and the governor
(originally the speaker of the House) designates the chair. The council hires an executive director. The Texas Cancer Council currently has a staff of 8
FTE.
I was assigned to appraise the records of this agency on January
7, 1999. This agency has passed its fourth recertification,
and is due for a fifth recertification in November 1999.
I also consulted the numerous accessions from the Texas Cancer
Council in the holdings of the Archives and Information Services
Division of the Texas State Library and Archives Commission,
many of which are described in an accession summary in the
Archives search room (Texas Cancer Council records, 1984-1996,
1.18 cubic ft.: AC
1997/023, 1997/047, 1997/101, and 1998/007).
I reviewed the records retention schedule, a recertification
approved November 7, 1997. This report will review and appraise the
following 25 series from the records retention schedule.
Three additional series have no archival code on their schedule,
but needed to be reviewed: strategic plan (which has an “A” code in the new State Records Retention
Schedule); Texas Cancer
Council resolutions (which has a permanent retention period);
and biennial (narrative) reports (which are
not specifically on their schedule, but are included under
publications).
On January 21, 1999, Chris LaPlante, Director, Archives and Information
Services Division, Texas State Library and Archives Commission,
mailed an introductory letter to Ms. Meredith Jacobs, Executive
Director of the Texas Cancer Council, explaining the appraisal
process. (Ms. Jacobs had just been named the new executive director, to
replace Emily Untermeyer, who had been executive director since 1989.)
Although Ms. Jacobs is the assigned Records Management Officer for her
agency, she delegates all scheduling and records management to Yvette
Jimenez, Administrative Technician.
I met with Ms. Jimenez on February 9, 1999, in the agency's
offices, and after a brief orientation to appraisal I gave
her worksheets for the 9 archival series, 13 archival review
series, and 3 series with no archival code that also needed
to be reviewed. I had already filled out several of the worksheets, based
on records that had been transferred to the Archives and Information
Services Division in the past; this was meant to serve as
a model. We discussed
biennial narrative reports, and I learned
that these have not been produced since the 1993 report (the
only one in the Texas Documents Collection); instead, the
agency submits copies of the strategic plan, the Texas Cancer
Plan, and the current TCC brochure in lieu of that narrative
report. I confirmed
that the Cancer Council had microfilmed no records yet; Yvette
said that they are considering microfilming their largest
series, program files and related material (coded “R”
), the only series that they store at the State Records Center. We
discussed some of the pros and cons of microfilming, but I advised her to
talk with Sam Burns (her agency's Records
Consultant at the State and Local Records Management Division)
about this issue. I asked about electronic records (including e-mail),
and she told me that the Council considers the hard copy of any document
they produce to be the record copy. She also says they do generate
e-mail, and I alerted her to the fact that if it meets the legal
definition of a record, it needs to be scheduled and managed as such. I
referred her to Sam Burns and also to the
“Electronic Records” chapter of the Texas State Records
Management Manual and to RMD Technical Bulletin 15. I asked about
confidentiality, and she said that all of their series were open (which I
had noticed from the schedule). The one case that forms their series
called litigation file (#20) may have had some material that was
previously confidential; the case concerned an executive director
who is now deceased. I asked her to note that on the worksheet for that
series. I mentioned related records in the State Archives,
which include the records of the Legislative Task Force on Cancer. Yvette
was very interested (she says they have copies of some of those
records there). I later e-mailed the web address of my finding aid on
those records for her information. Another related series we have are the
records of the Cancer Registry, which is administered by the Department
of Health. Yvette mentioned that there was talk of transferring that
function to the Cancer Council, but she doubted that it would occur,
since they simply don't have the staff or resources to handle
it.
Sometime
before March 9, I telephoned Ms. Jimenez to check on her progress,
and she indicated that she would need a one-month extension. Since there are only nine employees at the Cancer Council, other
business had interfered with the task of filling out the worksheets,
of which only three or four were complete. At her request, I spent two mornings, March 22 and
23, in the Council offices (about 5.5 hours) actually looking
at records, and gathered almost all the information needed
to complete the appraisal report. The files are extremely well-organized, and were very easy for me
to consult. (It should
be noted that this will not be usual practice in the
appraisal process.) We could not locate two of the series with
an archival review code at that time (intervention
task forces and Texas
Cancer Data Center user survey), so I asked Yvette to
keep searching. On April 2, I e-mailed her a list of questions
on 10 series (mostly on volume and date spans); all of the
questions had been answered by May 18. On April 14, I e-mailed her a copy of the draft report
(without appraisal decisions), and asked her to sign off on
the accuracy of the information in the report; I received
this confirmation back on May 25, 1999, along with copies
of all minutes missing from our holdings. At this point I was able to finish the appraisal report.
Destruction
requests on file in the Archives and Information Services
Division of the Library and Archives Commission were checked
for the Texas Cancer Council, and none were found.
The appraisal of the records of the Texas
Cancer Council is complete. The following is a summary of
appraisal decisions.
14 series have been appraised to be archival (including
2 new series).
8 series have
been appraised to be non-archival.
4 series should
be removed from the schedule.
In
addition to the following specific instructions, two more
points are to be assumed when applicable:
Any former retention period of PS (Purpose served) now needs to
be changed to AV (As long as administratively valuable).
For any archival (“A”) series, transfer to the Archives and Information
Services Division of the Library and Archives Commission all
records that have fulfilled their retention period.
Replace the archival review
code of “R” with the archival code of “A” for these series:
Advisory committees
Correspondence-administrative (Includes Board of Directors members' correspondence, and Attorney General
correspondence. Files
labeled Administrative correspondence and Governor's Office
correspondence should be relabeled as General
correspondence, without an archival code. Executive Director correspondence is mixed, and should
be physically divided into two series, Administrative
correspondence and General
correspondence.)
News
releases
Agency policies and procedures
(Manuals on administrative procedures, and Manuals of policies
and procedures for performing agencies. Personnel policies and procedures manuals are non-archival,
and need to be renumbered 3.3.024. Texas Register submissions are non-archival,
and need to be renumbered 1.1.026. Copies of the governing statute are non-archival,
and may form its own series.)
Speeches
Add
the archival code of “A” to the following series:
Strategic Plan (Add note to the Remarks column: “The archival requirement will be met by sending
required copies to the Texas State Publications Depository
Program, Texas State Library and Archives Commission
(13 Texas Administrative Code, Section 3.4(1)(C)).”)
Add
the following new series to the retention schedule, with an
archival code of “A”:
Historical books (See the series review of
Program files and related materials. Assign a retention period of “AV.”)
Publications in lieu of biennial
report (The Remarks column should state the following: “Includes Cancer Plan and Cancer Council brochure. The archival requirement will be met by sending required
copies to the Texas State Publications Depository Program,
Texas State Library and Archives Commission.” The cover letters should be included in this
series.)
Change the archival code of “A” to the archival exception code of “E”
for the following series, and add note to Remarks column: “Archival code removed subsequent to appraisal
by the Archives and Information Services Division, Texas State
Library and Archives Commission, May 25, 1999.”
Creation of the Texas Cancer Council
Letters/Memorandum of Understanding
with contracting organizations (One of two new series created
out of the old series Letters/Memorandum
of Understanding.)
Change the archival review
code of “R” to the archival exception code of “E" for the
following series, and add note to Remarks column: “Archival code removed subsequent to appraisal by the
Archives and Information Services Division, Texas State Library
and Archives Commission, May 25, 1999."
Program files and related materials
(However, Historical
books should be a separate series that is archival.)
Proposals-rejected
Publications
development files
Submissions
for external publication
Texas
Cancer Council assessment study
Remove
the following series from the retention schedule:
Litigation file (May now be discarded since
the files have fulfilled their retention period. If any new litigation files are created in the future, this series
must be added again, must be reassigned the “R” code, and
must be reappraised.)
Program and project development
and review (This series is obsolete; existing records should be transferred to the
Archives and Information Services Division of the Library
and Archives Commission.)
Intervention task forces (This series contains no records.)
Texas Cancer Data Center user
survey (This series contains no records.)
Texas Cancer Council resolutions (This series should be combined with Meeting minutes, and photocopies
should be transferred to the Archives and Information Services
Division of the Library and Archives Commission.)
The
following records need to be transferred to the Archives and
Information Services Division of the Library and Archives
Commission, since (or if) they have fulfilled their retention
period:
Appointment documentation to
Texas Cancer Council (TCC) Board (those that have fulfilled their administrative value)
Board meetings – supporting
documentation (those that have fulfilled their administrative value)
Organizational charts (those that have been superseded,
i.e., all except the most current chart)
Letters/Memorandum of Understanding
with the Department of Health (5 years after it has been
superseded)
Advisory committees (all remaining files, 1994-1997)
Correspondence – administrative (Board of Directors members' correspondence, through 1995; Attorney General
correspondence, through 1995; and Executive Director administrative
correspondence, through 1995)
News releases (1992-1996)
Agency policies and procedures
(Manuals on administrative procedures, 1996-1997; and Manuals
of policies and procedures for performing agencies, 1997.)
Speeches (1995-1996)
Historical books (those that have fulfilled
their administrative value)
Texas Cancer Council resolutions (photocopies only)
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top
Record
Series Reviews
Record
Series Review
Series Title: Appointment Documentation to
Texas Cancer Council (TCC) Board
Agency: Texas Cancer Council
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings:
0.2 cubic ft. in the central
file room. Retained by the agency until purpose is served. Present holdings date 1985-1998.
Description:
These
records consist of correspondence regarding appointment of
individuals to the Texas Cancer Council, dating 1985-1998. Correspondents include the appointing officials (the
Speaker of the House, the Lieutenant Governor, and the Governor),
the nominees (accepting or declining), and the executive director
(alerting officials to upcoming term expirations). Also included are charts of appointed individuals,
showing the positions they filled, their dates of appointment,
and their dates of expiration.
Purpose:
These
files are created when individuals are appointed to positions
on the Texas Cancer Council, and when those individuals accept
or decline the appointment.
Agency Program:
The
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally,
the Cancer Council was mandated to cooperate and coordinate
with the Legislative Task Force on Cancer in Texas, so long
as that body existed (formed in 1984, it published its final
report in 1986). The
Cancer Council would then continue to revise and implement
the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: the Physician Oncology Education Program; the Nurse Oncology Education
Program; the Texas School Health Initiative; the Texas Cancer
Data Center, at the University of Texas M.D. Anderson Cancer
Center in Houston; etc. The
Cancer Council conducts necessary studies and surveys. And finally, the council monitors contracts and agreements
for cancer programs authorized by law, accepts transfers of
monies, and spends funds made available by the federal and
state governments and by other public or private sources. To administer this grant program, the council
adopts rules governing the submission and approval or cancellation
of grants, which require interagency agreements or contracts
with the council, including provisions for fiscal and program
monitoring.
The
Texas Cancer Council is composed of sixteen members: one state representative, appointed by the speaker of the House;
one state senator, appointed by the lieutenant governor; 3
physicians active in cancer treatment, one each appointed
by the governor, lieutenant governor, and the speaker of the
House; 3 representatives of a voluntary health organization
interested in cancer, one each appointed as above; 3 representatives
of a hospital that treats a significant number of cancer patients,
one each appointed as above; 3 members of the general public,
one each appointed as above; the chair of the Texas Board
of Health, or a designee (ex-officio); and the chair of the
Texas Board of Human Services, or a designee (ex-officio).
(Between
1985 and 1991, the composition of the council was slightly
different: the governor appointed no members; there were
4 physicians, and 4 members of the general public; and there
were 2 representatives of voluntary health organizations,
and 2 of hospitals. Changes were made by House Bill 7, 72nd
Legislature, 1st Called Session, 1991.)
Except
for the legislative members and the ex-officio members, council
members serve overlapping six-year terms. These are non-salaried positions, and the governor
(originally the speaker of the House) designates the chair. The council hires an executive director. The Texas Cancer Council currently has a staff of 8
FTE.
V.T.C.A.,
Health and Safety Code, Sections 102.004 and 102.005
Arrangement: Reverse chronological order
Access Constraints: None
Use Constraints: None
Indexes or finding aids required
for, or an aid to access? None
Gaps?
These
files do not contain all of the letters from the original
set of appointees in 1985. Also missing is documentation explaining why at least
two individuals did not serve or served only briefly.
Problems: None
Known related records in other
agencies:
Appointment
files in the records of the Secretary of State, and of the
various Governors and Lieutenant Governors.
Previous destructions:
Destruction
requests on file in the Archives and Information Services
Division of the Library and Archives Commission were checked
for the Texas Cancer Council, and none were found for this
series or for equivalent or related series.
Publications based on records:
None
based on these records,
although Governors' appointments are published in the Texas
Register.
Series data from agency schedule:
Title: Appointment
Documentation to Texas Cancer Council (TCC) Board
Series item number: 1.1
Agency item number: 4
Archival code: A
Retention: PS
Archival holdings:
None
at the Archives and Information Services Division of the Texas
State Library and Archives Commission.
Appraisal Decision:
Basic
appointment documentation to many state agencies is published
in the Texas Register, when those appointments are
gubernatorial; this fact makes most series such as this redundant. Furthermore, the Archives and Information Services
Division of the Texas State Library and Archives Commission
does hold some appointment files (in the records of the Secretary
of State, of various Governors, and of various Lieutenant
Governors). However,
some of the members of the Texas Cancer Council are appointed
by the Speaker of the House, whose records we do not have. For this reason, as well as for the convenience of
having all documentation of this kind in one place, this series
should be appraised as archival. The Texas Cancer Council should continue to use “A”
as the archival code for this series on the agency's records
retention schedule. It
should also transfer to the Archives and Information Services
Division of the Texas State Library and Archives Commission
all files in this series that have fulfilled their retention
period (i.e., are no longer of any administrative value).
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Record
Series Review
Series Title: Appropriations Requests and
Supporting Documentation
Agency: Texas Cancer Council
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings:
0.3 cubic ft. in the records
storage room. Retained by the agency for 6 years after the
passage of the Appropriations Act, according to the agency's
records retention schedule. However, present holdings date 1985-1998.
Description:
These records consist
of legislative appropriations requests (LARs) plus a minimal
amount of correspondence (primarily cover letters) from the
Texas Cancer Council, dating 1985-1998. The requests generally contain an administrator's
statement of agency functions. The program objectives and/or strategies are listed,
along with a description of each objective, a discussion of
performance measures, statistics, efficiency measures, and
expenses--expended, current, and projected, at different funding
levels. LARs often
contain an organizational chart as well.
Purpose:
These
records are created to request specific appropriations from
the legislature and to provide justification for the amounts
requested.
Agency Program:
The
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally,
the Cancer Council was mandated to cooperate and coordinate
with the Legislative Task Force on Cancer in Texas, so long
as that body existed (formed in 1984, it published its final
report in 1986). The
Cancer Council would then continue to revise and implement
the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: the Physician Oncology Education Program; the Nurse Oncology Education
Program; the Texas School Health Initiative; the Texas Cancer
Data Center, at the University of Texas M.D. Anderson Cancer
Center in Houston; etc. The
Cancer Council conducts necessary studies and surveys. And finally, the council monitors contracts and agreements
for cancer programs authorized by law, accepts transfers of
monies, and spends funds made available by the federal and
state governments and by other public or private sources. To administer this grant program, the council adopts
rules governing the submission and approval or cancellation
of grants, which require interagency agreements or contracts
with the council, including provisions for fiscal and program
monitoring.
V.T.C.A.,
Health and Safety Code, Chapter 102
Also 25 Texas Administrative Code, Section
701.7
Arrangement: Chronological
Access Constraints: None
Use Constraints: None
Indexes or finding aids required
for, or an aid to access? None
Gaps? No gaps at the agency.
Texas
Documents Collection holdings: no LARs for 1985-1987
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 Cancer Council, 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: Appropriations Requests and Supporting Documentation
Series item number: 1.1.004
Agency item number: 5
Archival code: A
Retention: AC + 6
Archival holdings:
None
at the Archives and Information Services Division of the Texas
State Library and Archives Commission.
Texas Documents Collection
holdings:
Request
for legislative appropriations submitted to the Governor's
Budget Office and Legislative Budget Board by Texas Cancer
Council: for FY 1988-1989, 1990-1991, 1992-1993, 1994-1995, 1996-1997, 1998-1999,
and 2000-2001.
Appraisal Decision:
Legislative
appropriation requests (LARs) provide evidence of the agency's
fiscal performance and needs. They are summary and yet thorough enough, making them
archival records. The Texas Cancer Council should continue to
use “A" as the archival code for this series on the agency's
records retention schedule.
The
Cancer Council should add the following note to the Remarks
column: “The archival
requirement will be met by sending required copies to the
Texas State Publications Depository Program, Texas State Library
and Archives Commission (13 Texas Administrative Code, Section
3.4(3))."
The
cover letters in this series are not archival, and
may be discarded when they fulfill their retention period.
The
Cancer Council should send copies (two if possible) of each
of the budget requests dated 1985-1987 (i.e., all those prior
to the FY 1988-1989 request) to the Archives and Information
Services Division of the Library and Archives Commission for
inclusion in the holdings of the Texas Documents Collection. The agency may then discard all other copies of LARs
that have fulfilled their retention period.
return to
top
Record
Series Review
Series Title: Creation of the Texas Cancer
Council
Agency: Texas Cancer Council
Obsolete record series? Yes
Ongoing record series? No
Agency holdings:
0.15
cubic ft. in the central file room. Retained by the agency until purpose is served. Present holdings date 1985-1990.
Description:
These
records consist of a variety of documents related to the creation
and early history of the Texas Cancer Council, dated 1985-1990. Included are the following: copies
of the enabling legislation (Senate Bill 53, 69th
Legislature), copies of early rules, a state agency background
questionnaire, correspondence with the Comptroller from March
1986 (with a staff note saying “Extremely important—keep always"),
a copy of a Memorandum of Understanding with the Department
of Health, an inventory of records transferred to the State
Archives in April 1990 (27 boxes), and a copy of the finding
aid produced by the Archives and Information Services Division
of the Texas State Library and Archives Commission for those
records (AC 1990/143).
Purpose:
These
records were created at key points during the first five years
of the history of the Texas Cancer Council and are maintained
as an introduction to the agency's creation and early years. Special note should be made of the 1986 correspondence
with the Comptroller, which documents the Comptroller's opinion
that the Cancer Council is a stand-alone state agency.
Agency Program:
The
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally,
the Cancer Council was mandated to cooperate and coordinate
with the Legislative Task Force on Cancer in Texas, so long
as that body existed (formed in 1984, it published its final
report in 1986). The
Cancer Council would then continue to revise and implement
the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: the Physician Oncology Education Program; the Nurse Oncology Education
Program; the Texas School Health Initiative; the Texas Cancer
Data Center, at the University of Texas M.D. Anderson Cancer
Center in Houston; etc. The Cancer Council conducts necessary studies
and surveys. And finally,
the council monitors contracts and agreements for cancer programs
authorized by law, accepts transfers of monies, and spends
funds made available by the federal and state governments
and by other public or private sources. To administer this grant program, the council
adopts rules governing the submission and approval or cancellation
of grants, which require interagency agreements or contracts
with the council, including provisions for fiscal and program
monitoring.
The
Texas Cancer Council is composed of sixteen members: one state representative, appointed by the speaker of the House;
one state senator, appointed by the lieutenant governor; 3
physicians active in cancer treatment, one each appointed
by the governor, lieutenant governor, and the speaker of the
House; 3 representatives of a voluntary health organization
interested in cancer, one each appointed as above; 3 representatives
of a hospital that treats a significant number of cancer patients,
one each appointed as above; 3 members of the general public,
one each appointed as above; the chair of the Texas Board
of Health, or a designee (ex-officio); and the chair of the
Texas Board of Human Services, or a designee (ex-officio).
(Between
1985 and 1991, the composition of the council was slightly
different: the governor appointed no members; there were
4 physicians, and 4 members of the general public; and there
were 2 representatives of voluntary health organizations,
and 2 of hospitals. Changes were made by House Bill 7, 72nd
Legislature, 1st Called Session, 1991.)
Except
for the legislative members and the ex-officio members, council
members serve overlapping six-year terms. These are non-salaried positions, and the governor
(originally the speaker of the House) designates the chair. The council hires an executive director. The Texas Cancer Council currently has a staff of 8
FTE.
V.T.C.A.,
Health and Safety Code, Chapter 102
Arrangement: No apparent order.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required
for, or an aid to access? None
Gaps? No records found after 1990.
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 Cancer Council, and none were found for this
series or for equivalent or related series.
Publications based on records:
None
Series data from agency schedule:
Title: Creation of the Texas Cancer Council
Series item number: 1.1
Agency item number: 11
Archival code: A
Retention: PS
Archival holdings:
None
at the Archives and Information Services Division of the Texas
State Library and Archives Commission.
Appraisal Decision:
Although
this series may be very convenient and useful to the agency
itself, it contains materials that are duplicated elsewhere. Laws and rules are easily found in publications. The inventory and the finding aid of archival
records are found in permanent records of the Archives and
Information Services Division of the Texas State Library and
Archives Commission. And the Memorandum of Understanding and correspondence
with the Comptroller are found in another series (Letters/Memorandum of Understanding), reviewed
in this report and determined to be archival.
Therefore
the items in the series Creation
of the Texas Cancer Council are not archival. The Cancer Council should remove the “A" designation
for this series in the archival column in its records retention
schedule, and replace it with the new code of “E" (for exempt). Then in the Remarks column, they should add this note: “Archival code removed subsequent to appraisal by the
Archives and Information Services Division, Texas State Library
and Archives Commission, May 25, 1999."
The
records may then be discarded when they have fulfilled their
retention period (i.e., after they cease to be administratively
valuable).
return to top
Record
Series Review
Series Title: Letters/Memorandum of Understanding
Agency: Texas Cancer Council
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings:
0.1
cubic ft., in two locations: in the central file room (MOU with Department of Health),
and in blue file cabinets (all others). Retained by the agency for 5 years after they are superseded. Present holdings date 1985-1988 and 1995-1998.
Description:
These
records consist of two kinds of files: a Memorandum of Understanding (MOU) with the Department
of Health dated 1985, with related correspondence, 1985-1988;
and MOUs with contracting organizations, dating 1995-1998. The first of these (the only one with a state agency)
involved an MOU coordinating administrative responsibilities
between the Texas Cancer Council and the Texas Department
of Health in 1985; it includes a Comptroller's opinion that
the Texas Cancer Council is a free-standing agency.
The
second type of MOU is with various organizations, e.g. with
the National Association of Social Workers (a project income
agreement), with the Harrington Cancer Center (for a laser
printer), etc. Almost
all of these MOUs are for electronic equipment. In addition to the memorandum and related correspondence,
there is an MOU and Project Income Agreements tracking chart
for the beginning of each fiscal year, giving the name of
the entity or project, the beginning and ending dates of the
agreement, the dates of the receipt of beginning and ending
reports, a description of the MOU, and its status or other
comments.
Purpose:
These
records are created either (1) to formalize an agreement coordinating
administrative responsibilities between the Texas Cancer Council
and the Texas Department of Health in 1985; or (2) to formalize
agreements between the Cancer Council and entities receiving
grant money, particularly concerning electronic equipment.
Agency Program:
The
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally, the Cancer Council was mandated
to cooperate and coordinate with the Legislative Task Force
on Cancer in Texas, so long as that body existed (formed in
1984, it published its final report in 1986). The Cancer Council would then continue to revise and
implement the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: the Physician Oncology Education Program; the Nurse Oncology Education
Program; the Texas School Health Initiative; the Texas Cancer
Data Center, at the University of Texas M.D. Anderson Cancer
Center in Houston; etc. The
Cancer Council conducts necessary studies and surveys. And finally, the council monitors contracts and agreements
for cancer programs authorized by law, accepts transfers of
monies, and spends funds made available by the federal and
state governments and by other public or private sources. To administer this grant program, the council adopts
rules governing the submission and approval or cancellation
of grants. To receive
a grant, a recipient must execute an interagency agreement
or a contract with the Texas Cancer Council, and these contracts
must include program and fiscal monitoring.
V.T.C.A.,
Health and Safety Code, Sections 102.010(c)
Also
25 Texas Administrative Code, Chapter 703
Arrangement:
By
entity or project, with expired MOUs at the end. The
MOU with the Department of Health is filed in a separate location.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required
for, or an aid to access? None
Gaps? 1989-1994
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 Cancer Council, and none were found for this
series or for equivalent or related series.
Publications based on records:
None
Series data from agency schedule:
Title: Letters/Memorandum of Understanding
Series item number: 1.1.011
Agency item number: 19
Archival code: A
Retention: US + 5
Archival holdings:
None
at the Archives and Information Services Division of the Texas
State Library and Archives Commission.
Appraisal Decision:
This
series represents two totally distinct kinds of memoranda
of understanding, with different purposes and different appraisal
considerations.
The
MOU with the Department of Health documents the coordination
of administrative responsibilities in earlier years, and includes
a Comptroller's opinion that the Texas Cancer Council is a
free-standing agency. This file is therefore archival.
MOUs
with contracting organizations are of only transitory significance,
involving mainly the use of electronic equipment. These files are therefore not archival.
These
separate kinds of records should therefore be divided into
two distinctive series, with different titles and different
archival codes. One series should be called “Letters/Memorandum
of Understanding with the Department of Health" and should
contain the archival code of “A." At the end of its retention period, it should be transferred
to the Archives and Information Services Division of the Texas
State Library and Archives Commission.
The
other series should be called “Letters/Memoranda of Understanding
with contracting organizations," and should contain the new
archival code of “E" (exempt), with this note in the Remarks
column: “Archival code removed subsequent to appraisal by the Archives and
Information Services Division, Texas State Library and Archives
Commission, May 25, 1999." At the end of its retention period, it should be disposed
of.
return to top
Record
Series Review
Series Title: Litigation File
Agency: Texas Cancer Council
Obsolete record series? Yes
Ongoing record series? No
Agency holdings:
Fractional
cubic ft., maintained in the office of the business manager
(currently Lisa Nelson). Retained by the agency for 5 years after the settlement
was reached, according to the records retention schedule. However, present holdings date 1987-1991. (The case was settled in 1991.)
Description:
These
records consist of correspondence concerning a disputed claim
for compensation submitted by D.L. Moore, MD, a former executive
director of the Texas Cancer Council. The correspondence was between Dr. Moore and TCC staff
and the Attorney General's Office. Since the claim was settled out of court, no
court documents are included. Dr. Moore is now deceased.
Purpose:
The
records were created during the course of a disputed claim
for compensation submitted by Dr. D.L. Moore, a former executive
director of the Texas Cancer Council, ending in an out-of-court
settlement.
Agency Program:
The
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally,
the Cancer Council was mandated to cooperate and coordinate
with the Legislative Task Force on Cancer in Texas, so long
as that body existed (formed in 1984, it published its final
report in 1986). The
Cancer Council would then continue to revise and implement
the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: the Physician Oncology Education Program; the Nurse Oncology Education
Program; the Texas School Health Initiative; the Texas Cancer
Data Center, at the University of Texas M.D. Anderson Cancer
Center in Houston; etc. The
Cancer Council conducts necessary studies and surveys. And finally, the council monitors contracts and agreements
for cancer programs authorized by law, accepts transfers of
monies, and spends funds made available by the federal and
state governments and by other public or private sources. To administer this grant program, the council adopts
rules governing the submission and approval or cancellation
of grants, which require interagency agreements or contracts
with the council, including provisions for fiscal and program
monitoring.
The
council hires an executive director. The Texas Cancer Council currently has a staff of 8
FTE.
V.T.C.A.,
Health and Safety Code, Chapter 102; especially Section 102.009(b)(1)
Also
25 Texas Administrative Code, Section 701.5
Arrangement: Reverse chronological order.
Access Constraints:
None;
nothing is marked Confidential, even correspondence from the
Attorney General; it is possible that confidential records
have been removed.
Use Constraints: None
Indexes or finding aids required
for, or an aid to access? None
Gaps? None; the case was begun in
1987 and settled in 1991, and the agency has been involved
in no other litigation or possible litigation.
Problems: None
Known related records in other
agencies: None known, although possibly an equivalent file is maintained by the
Attorney General's office.
Previous destructions:
Destruction
requests on file in the Archives and Information Services
Division of the Library and Archives Commission were checked
for the Texas Cancer Council, and none were found for this
series or for equivalent or related series.
Publications based on records:
None
Series data from agency schedule:
Title: Litigation File
Series item number: 1.1.048
Agency item number: 20
Archival code: A
Retention: AC + 5
Archival holdings:
None at the Archives and
Information Services Division of the Texas State Library and
Archives Commission.
Appraisal Decision:
Although any litigation
is a serious matter for the agency involved, disputes over
compensation hardly ever have enduring value. This particular case is briefly noted in the
agency's minutes, and that is sufficient documentation. It is therefore not archival.
The
records may now be discarded since they have fulfilled their
retention period. The
Cancer Council should then remove this series from its records
retention schedule, since the series will now be empty.
In
the future, should any new litigation file be created,
it should be added once again to the schedule, with an archival
code of “R." The Cancer Council staff can then notify the
appraisal archivists of the Archives and Information Services
Division, Texas State Library and Archives Commission, to
schedule a re-appraisal of that series.
return to
top
Record
Series Review
Series Title: Meeting Agendas
Agency: Texas Cancer Council
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings:
There
is an estimated fractional cubic ft., filed with “Supporting
documentation" in the central file room and the records storage
room, rather than in the files labeled “Minutes and agenda." Retained by the agency permanently, according to the
records retention schedule, although “Supporting documentation"
is retained only until purpose served (also according to the
records retention schedule). However, present holdings date 1989-1999.
Description:
These
records consist of copies of public agenda and annotated agenda,
and (in the earlier years) of draft agenda, for board meetings
of the Texas Cancer Council, dating 1989-1999. These agenda outline the items proposed for discussion
and/or action at the board meetings. Annotated agenda include text not found on
the public agenda, to prompt staff and board members as to
what motions are recommended on each item.
Purpose:
These records were created
for two purposes, depending on the kind of agenda. Public agenda inform the public as to what will be
discussed and/or decided at each board meeting. Annotated agenda remind staff and board members as
to what their recommended motions are on each agenda item.
Agency Program:
The
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally,
the Cancer Council was mandated to cooperate and coordinate
with the Legislative Task Force on Cancer in Texas, so long
as that body existed (formed in 1984, it published its final
report in 1986). The
Cancer Council would then continue to revise and implement
the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: The
Physician Oncology Education Program conducts continuing medical
education in five specialty areas for practicing primary care
physicians. The Nurse
Oncology Education Program offers continuing education programs
for practicing nurses and works with the state's 64 nursing
schools to improve education in oncology nursing. The Texas School Health Initiative provides training
to a broad range of school personnel through 20 regional school
health specialists, with emphasis on such cancer-related topics
as proper nutrition and avoidance of tobacco use. The Texas Cancer Data Center, at the University of
Texas M.D. Anderson Cancer Center in Houston, serves as a
clearinghouse for information about cancer demographics, services,
programs, and care providers in Texas. This Center maintains the web site that is shared by
the Texas Cancer Council.
By
law the Cancer Council may appoint advisory committees to
aid in the implementation of the Cancer Plan. The Cancer Council conducts necessary studies and surveys. And finally, the council monitors contracts
and agreements for cancer programs authorized by law, accepts
transfers of monies, and spends funds made available by the
federal and state governments and by other public or private
sources. To administer
this grant program, the council adopts rules governing the
submission and approval or cancellation of grants, which require
interagency agreements or contracts with the council, including
provisions for fiscal and program monitoring.
The
Texas Cancer Council is composed of sixteen members: one state representative, appointed by the speaker of the House;
one state senator, appointed by the lieutenant governor; 3
physicians active in cancer treatment, one each appointed
by the governor, lieutenant governor, and the speaker of the
House; 3 representatives of a voluntary health organization
interested in cancer, one each appointed as above; 3 representatives
of a hospital that treats a significant number of cancer patients,
one each appointed as above; 3 members of the general public,
one each appointed as above; the chair of the Texas Board
of Health, or a designee (ex-officio); and the chair of the
Texas Board of Human Services, or a designee (ex-officio).
(Between
1985 and 1991, the composition of the council was slightly
different: the governor appointed no members; there were
4 physicians, and 4 members of the general public; and there
were 2 representatives of voluntary health organizations,
and 2 of hospitals. Changes were made by House Bill 7, 72nd
Legislature, 1st Called Session, 1991.)
Except
for the legislative members and the ex-officio members, council
members serve overlapping six-year terms. These are non-salaried positions, and the governor
(originally the speaker of the House) designates the chair. The council hires an executive director. The Texas Cancer Council currently has a staff of 8
FTE.
V.T.C.A.,
Health and Safety Code, Chapter 102, especially Section 102.008
Also 25 Texas Administrative Code, Section
701.6
Arrangement: Chronological, but filed in
the files containing Supporting documentation.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required
for, or an aid to access? None&
Gaps? There are no agenda prior
to 1989.
Problems: Agenda are filed with Supporting
documentation rather than with Minutes and agenda, thus making
the latter label incorrect.
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 Cancer Council, 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 Agendas
Series item number: 1.1.016
Agency item number: 21
Archival code: A
Retention: PM
Archival holdings:
Minutes
and agenda, 1987-1999, 0.24 cubic ft. Agenda do not actually begin in these meeting files
until May 1994.
In
these holdings at the Archives and Information Services Division
of the Texas State Library and Archives Commission, agenda
and minutes are filed together. The agenda included in the Archives holdings are public
(rather than annotated) agenda.
Appraisal Decision:
Meeting
agenda are very helpful as an aid to research in meeting minutes,
serving somewhat as a table of contents. The Archives and Information Services Division of the
Texas State Library and Archives Commission has determined
that agenda and minutes together are inherently archival.
Agenda
are less useful, however, when separated from the minutes
to which they apply. Therefore
the Texas Cancer Council should combine meeting agenda and
meeting minutes into one series on their records retention
schedule, renamed “Meeting agenda and minutes," and it should
continue to use “A" as the archival code for these records. The existing statement in the Remarks column
is correct and sufficient.
There
is no need to continue faxing meeting agenda to the Archives
and Information Services Division, as has been the practice
in the past. Simply include them with the appropriate minutes
when they are transferred.
return to top
Record
Series Review
Series Title: Meeting Minutes
Agency: Texas Cancer Council
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings:
There
is an estimated 0.24 cubic ft., located in the central file
room (October 1994-February 1999) and in the records storage
room (April 1987-August 1994), in files labeled “Minutes and
agenda," although they do not contain agenda. Retained by the agency permanently, according
to the records retention schedule. However, present holdings date 1987-1999.
Description:
These
records consist of minutes of meetings of the Texas Cancer
Council, dated April 1987-February 1999. These minutes contain summaries of the discussions
and actions of the Council at their regularly scheduled meetings,
usually quarterly. These discussions and actions include the following: project funding requests and decisions (by
far the most voluminous item in each set of minutes); the
Executive Director's report; proposal, amendment, and adoption
of rules; review and adoption of legislative appropriation
requests (LARs), as well as operating budgets; elections of
board officers; adoption and revision of the Texas Cancer
Plan, and the Texas Breast and Cervical Cancer Plan; strategic
planning efforts; updates on legislative issues; and miscellaneous
other reports (e.g. report on meeting with medical school
deans, report on Cancer Incidence Reporting System, Oncology
Guidelines revision, the Merkel Journalism Awards report,
etc.).
Earlier
Texas Cancer Council meetings files, November 14, 1985 thru
May 7, 1987, are located in the holdings of the Archives and
Information Services Division, Texas State Library and Archives
Commission, within the records of the Legislative Task Force
on Cancer in Texas (AC 1990/143).
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
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally,
the Cancer Council was mandated to cooperate and coordinate
with the Legislative Task Force on Cancer in Texas, so long
as that body existed (formed in 1984, it published its final
report in 1986). The
Cancer Council would then continue to revise and implement
the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: The
Physician Oncology Education Program conducts continuing medical
education in five specialty areas for practicing primary care
physicians. The Nurse
Oncology Education Program offers continuing education programs
for practicing nurses and works with the state's 64 nursing
schools to improve education in oncology nursing. The Texas School Health Initiative provides training
to a broad range of school personnel through 20 regional school
health specialists, with emphasis on such cancer-related topics
as proper nutrition and avoidance of tobacco use. The Texas Cancer Data Center, at the University of
Texas M.D. Anderson Cancer Center in Houston, serves as a
clearinghouse for information about cancer demographics, services,
programs, and care providers in Texas. This Center maintains the web site that is shared by
the Texas Cancer Council.
By
law the Cancer Council may appoint advisory committees to
aid in the implementation of the Cancer Plan. The Cancer Council conducts necessary studies and surveys. And finally, the council monitors contracts
and agreements for cancer programs authorized by law, accepts
transfers of monies, and spends funds made available by the
federal and state governments and by other public or private
sources. To administer
this grant program, the council adopts rules governing the
submission and approval or cancellation of grants, which require
interagency agreements or contracts with the council, including
provisions for fiscal and program monitoring.
The
Texas Cancer Council is composed of sixteen members: one state representative, appointed by the speaker of the House;
one state senator, appointed by the lieutenant governor; 3
physicians active in cancer treatment, one each appointed
by the governor, lieutenant governor, and the speaker of the
House; 3 representatives of a voluntary health organization
interested in cancer, one each appointed as above; 3 representatives
of a hospital that treats a significant number of cancer patients,
one each appointed as above; 3 members of the general public,
one each appointed as above; the chair of the Texas Board
of Health, or a designee (ex-officio); and the chair of the
Texas Board of Human Services, or a designee (ex-officio).
(Between
1985 and 1991, the composition of the council was slightly
different: the governor appointed no members; there were
4 physicians, and 4 members of the general public; and there
were 2 representatives of voluntary health organizations,
and 2 of hospitals. Changes were made by House Bill 7, 72nd
Legislature, 1st Called Session, 1991.)
Except
for the legislative members and the ex-officio members, council
members serve overlapping six-year terms. These are non-salaried positions, and the governor
(originally the speaker of the House) designates the chair. The council hires an executive director. The Texas Cancer Council currently has a staff of 8
FTE.
V.T.C.A.,
Health and Safety Code, Chapter 102, especially Section 102.008
Also 25 Texas Administrative Code, Section
701.6
Arrangement: Reverse chronological order.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required
for, or an aid to access? None
Gaps?
No
minutes are found prior to April 1987 at the agency. Minutes for July 1989 were handled by M.D. Anderson Hospital and
are not found at the agency.
Earlier
Texas Cancer Council meetings files, November 14, 1985 thru
May 7, 1987, are located in the holdings of the Archives and
Information Services Division, Texas State Library and Archives
Commission, within the records of the Legislative Task Force
on Cancer in Texas (AC 1990/143).
Problems: Agency files are labeled “Minutes
and agenda,” but contain no agenda. Files in the Archives and Information Services Division
of the Library and Archives Commission contain both minutes
and agenda.
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 Cancer Council, 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: 23
Archival code: A
Retention: PM
Archival holdings:
Meetings files, November
1985-May 1987, 0.75 cubic ft. (in an accession of records
of the Legislative Task Force on Cancer in Texas)
Minutes and agenda, April 1987-February 1999, 0.34 cubic
ft.
Appraisal Decision:
Meeting minutes provide
what is probably the most important documentation of the agency's
activities; they are thorough yet succinct. The Texas Cancer Council should combine meeting agenda
and meeting minutes into one series on their records retention
schedule, renamed “Meeting agenda and minutes,” and it should
continue to use “A” as the archival code for these records. It should change the record series item number
to 1.1.058. The existing
statement in the Remarks column is correct and sufficient.
return to top
Record
Series Review
Series Title: Board Meetings – supporting
documentation
Agency: Texas Cancer Council
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 0.4 cubic ft.
Agency holdings:
2.5
cubic ft., located in the central file room (October 1994-February
1999) and in the records storage room (November 1989-August
1994). Retained by the agency until purpose is served, according to the
records retention schedule. However, present holdings date 1989-1999.
Description:
These
records consist of meeting files containing agenda, briefing
materials, and other records relating to board meetings of
the Texas Cancer Council, dating 1989-1999. A typical file contents includes some or all of the
following: public
agenda, annotated agenda, minutes of the previous meeting,
an attendance poll, a board travel poll, a check list, public
handouts and documents to be considered at the meeting (e.g.,
a funding application review schedule, a comparison table
on the Texas Cancer Plan, a plan of review and intent to review,
documentation for the legislative appropriation request, proposed
revisions to rules, a draft of the strategic plan, etc.). Minutes and agenda in earlier files (e.g. 1990)
are usually marked as working drafts.
Also
included (but filed separately) are meeting files of the following
committees: the Executive Committee (1989-1998), the Administration
Committee (1996-1998), the Contract Management Committee (1996-1998),
and the Planning and Program Development Committee (1996-1998),
primarily containing minutes and annotated agenda.
Purpose:
Supporting
documentation is created for distribution to the board members
of the Texas Cancer Council, to provide the basis for the
discussions and decisions of the board at their meetings.
Agency Program:
The
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally, the Cancer Council was mandated
to cooperate and coordinate with the Legislative Task Force
on Cancer in Texas, so long as that body existed (formed in
1984, it published its final report in 1986). The Cancer Council would then continue to revise and
implement the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: The
Physician Oncology Education Program conducts continuing medical
education in five specialty areas for practicing primary care
physicians. The Nurse
Oncology Education Program offers continuing education programs
for practicing nurses and works with the state's 64 nursing
schools to improve education in oncology nursing. The Texas School Health Initiative provides training
to a broad range of school personnel through 20 regional school
health specialists, with emphasis on such cancer-related topics
as proper nutrition and avoidance of tobacco use. The Texas Cancer Data Center, at the University of
Texas M.D. Anderson Cancer Center in Houston, serves as a
clearinghouse for information about cancer demographics, services,
programs, and care providers in Texas. This Center maintains the web site that is shared by
the Texas Cancer Council.
By
law the Cancer Council may appoint advisory committees to
aid in the implementation of the Cancer Plan. The Cancer Council conducts necessary studies and surveys. And finally, the council monitors contracts
and agreements for cancer programs authorized by law, accepts
transfers of monies, and spends funds made available by the
federal and state governments and by other public or private
sources. To administer
this grant program, the council adopts rules governing the
submission and approval or cancellation of grants, which require
interagency agreements or contracts with the council, including
provisions for fiscal and program monitoring.
The
Texas Cancer Council is composed of sixteen members: one state representative, appointed by the speaker of the House;
one state senator, appointed by the lieutenant governor; 3
physicians active in cancer treatment, one each appointed
by the governor, lieutenant governor, and the speaker of the
House; 3 representatives of a voluntary health organization
interested in cancer, one each appointed as above; 3 representatives
of a hospital that treats a significant number of cancer patients,
one each appointed as above; 3 members of the general public,
one each appointed as above; the chair of the Texas Board
of Health, or a designee (ex-officio); and the chair of the
Texas Board of Human Services, or a designee (ex-officio).
(Between
1985 and 1991, the composition of the council was slightly
different: the governor appointed no members; there were
4 physicians, and 4 members of the general public; and there
were 2 representatives of voluntary health organizations,
and 2 of hospitals. Changes were made by House Bill 7, 72nd
Legislature, 1st Called Session, 1991.)
Except
for the legislative members and the ex-officio members, council
members serve overlapping six-year terms. These are non-salaried positions, and the governor
(originally the speaker of the House) designates the chair. The council hires an executive director. The Texas Cancer Council currently has a staff of 8
FTE.
V.T.C.A.,
Health and Safety Code, Chapter 102, especially Section 102.008
Also 25 Texas Administrative Code, Section
701.6
Arrangement: Chronological
Access Constraints: None
Use Constraints: None
Indexes or finding aids required
for, or an aid to access? None
Gaps? No files are found prior to
November 1989.
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 Cancer Council, and none were found for this
series or for equivalent or related series.
Publications based on records:
None
Series data from agency schedule:
Title: Board Meetings – supporting documentation
Series item number: 1.1.052
Agency item number: 8
Archival code: A
Retention: PS
Archival holdings:
None
at the Archives and Information Services Division of the Texas
State Library and Archives Commission.
Appraisal Decision:
Supporting
documentation for Texas Cancer Council board meetings (particularly
the public handouts and documents to be considered at the
meeting) provide fuller coverage of this basic activity than
do the minutes. Their
supplemental value is sufficient to warrant archival retention. The Texas Cancer Council should continue to
use “A” as the archival code for these records. It should change the record series item number to 1.1.062. It should also begin to transfer to the Archives
and Information Services Division of the Library and Archives
Commission all of these files that have fulfilled their retention
period by no longer being of administrative value.
return to top
Record
Series Review
Series Title: Organizational Charts
Agency: Texas Cancer Council
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings:
Fractional
cubic ft. in the central file room. Retained by the agency until superseded, according
to the records retention schedule. However, present holdings date October 1996-June 1998.
Description:
These
records consist of copies of organization charts, staff lists,
and occasional personnel position descriptions/explanations
of administrative responsibilities for the Texas Cancer Council,
dated 1988-1998. Names
of staff members holding each position are also included on
many of the organizational charts.
Purpose:
The
purpose of organizational charts is to indicate agency staff
organization in a graphic format.
Agency Program:
The
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally,
the Cancer Council was mandated to cooperate and coordinate
with the Legislative Task Force on Cancer in Texas, so long
as that body existed (formed in 1984, it published its final
report in 1986). The
Cancer Council would then continue to revise and implement
the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: The
Physician Oncology Education Program conducts continuing medical
education in five specialty areas for practicing primary care
physicians. The Nurse
Oncology Education Program offers continuing education programs
for practicing nurses and works with the state's 64 nursing
schools to improve education in oncology nursing. The Texas School Health Initiative provides training
to a broad range of school personnel through 20 regional school
health specialists, with emphasis on such cancer-related topics
as proper nutrition and avoidance of tobacco use. The Texas Cancer Data Center, at the University of
Texas M.D. Anderson Cancer Center in Houston, serves as a
clearinghouse for information about cancer demographics, services,
programs, and care providers in Texas. This Center maintains the web site that is shared by
the Texas Cancer Council.
By
law the Cancer Council may appoint advisory committees to
aid in the implementation of the Cancer Plan. The Cancer Council conducts necessary studies and surveys. And finally, the council monitors contracts
and agreements for cancer programs authorized by law, accepts
transfers of monies, and spends funds made available by the
federal and state governments and by other public or private
sources. To administer
this grant program, the council adopts rules governing the
submission and approval or cancellation of grants, which require
interagency agreements or contracts with the council, including
provisions for fiscal and program monitoring.
The
Texas Cancer Council is composed of sixteen members: one state representative, appointed by the speaker of the House;
one state senator, appointed by the lieutenant governor; 3
physicians active in cancer treatment, one each appointed
by the governor, lieutenant governor, and the speaker of the
House; 3 representatives of a voluntary health organization
interested in cancer, one each appointed as above; 3 representatives
of a hospital that treats a significant number of cancer patients,
one each appointed as above; 3 members of the general public,
one each appointed as above; the chair of the Texas Board
of Health, or a designee (ex-officio); and the chair of the
Texas Board of Human Services, or a designee (ex-officio).
(Between
1985 and 1991, the composition of the council was slightly
different: the governor appointed no members; there were
4 physicians, and 4 members of the general public; and there
were 2 representatives of voluntary health organizations,
and 2 of hospitals. Changes were made by House Bill 7, 72nd
Legislature, 1st Called Session, 1991.)
Except
for the legislative members and the ex-officio members, council
members serve overlapping six-year terms. These are non-salaried positions, and the governor
(originally the speaker of the House) designates the chair. The council hires an executive director. The Texas Cancer Council currently has a staff of 8
FTE.
V.T.C.A.,
Health and Safety Code, Chapter 102, especially Section 102.009(b)(1)
and (6)
Arrangement: Reverse chronological order
Access Constraints: None
Use Constraints: None
Indexes or finding aids required
for, or an aid to access? None
Gaps? 1985-1987; no organization
charts have been found prior to 1988.
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 Cancer Council, and none were found for this
series or for equivalent or related series.
Publications based on records:
Organizational
charts are included in the 1993 report to the Governor and
Legislature, and in each Strategic Plan, 1992-1998 (usually
without names of staff).
Series data from agency schedule:
Title: Organizational Charts
Series item number: 1.1.023
Agency item number: 27
Archival code: A
Retention: US
Archival holdings:
Organizational
charts, 1988-1995, fractional
These
records have been described in a very general way in an Accession
Summary, located in the Archives' search room.
Appraisal Decision:
Organizational
charts provide a convenient way of tracking the evolution
of an agency's structure over time. These particular files are occasionally enhanced by
explanations of administrative responsibilities and the names
of staff members holding each position. Organizational charts are inherently archival. The Texas Cancer Council should continue to use “A”
as the archival code for these records. It should also transfer to the Archives and
Information Services Division of the Library and Archives
Commission all organization charts that have fulfilled their
retention period by being superseded.
return to top
Record
Series Review
Series Title: Advisory Committees
Agency: Texas Cancer Council
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings:
0.15
cubic ft. in the records storage room. Retained by the agency for 2 years, according to the
records retention schedule. However, present holdings date 1994-1997.
Description:
These records consist
of correspondence, memoranda, membership lists, proposal reviews/assessment
reports on proposals for funding, minutes, annual advisory
committee reports, and other documents relating to the work
of advisory committees of the Texas Cancer Council, dating
1987-1990, 1992, and 1994-1997. The nine advisory committees for which there are records
fall into two groups, and include the following: (1) Community Cancer Care, Oncology Guidelines, Professional
Education, Public Education, and Private Sector Initiatives
(late 1980s); and (2) Community Cancer Control, Detection
and Diagnosis, Prevention, and Treatment (1990s).
More detailed descriptions
for the two groups of advisory committee files follow.
One set of files
(which are now in the holdings of the Archives and Information
Services Division of the Library and Archives Commission)
contains a variety of documents concerning five of the earlier
advisory committees (Community Cancer Care, Oncology Guidelines,
Professional Education, Public Education, and Private Sector
Initiatives), dating 1987-1990. These documents include the following: correspondence (especially between the Executive
Director of the Cancer Council and the members of the various
advisory committees), some (but apparently not all) minutes
of meetings of the advisory committees, individual assessment
reports on proposals for funding, annual advisory committee
reports, lists of names and addresses of advisory committee
members, information sheets on each of the original six advisory
committees (including role/objective, frequency of meetings,
and a list of members), and other attachments (e.g., organization
charts and the constitution and by-laws of the Texas Health
Foundation).
A
second set of files contains documents concerning the four
later advisory committees (Community Cancer Control, Detection
and Diagnosis, Prevention, and Treatment). Files dating 1990 and 1992 are now in the holdings
of the Archives and Information Services Division of the Library
and Archives Commission, and those dating 1994-1997 are still
at the Cancer Council. These
documents include the following: correspondence to and from persons named to advisory
committees (generally announcing nominations, and accepting
or declining nominations), lists of members, and memoranda
concerning proposals for Texas Cancer Council funding, addressed
to members of advisory committees for their review and comment,
from either the executive director or the program services
manager of the Texas Cancer Council. These latter memos typically include a list
of the proposals with their authors/originators, a list of
enclosures, and a timeline or schedule of deadlines. The proposals themselves are not included, nor are
enclosures concerning those proposals. Examples of proposals under review are “Rural Community
Cancer Services" (from the Center for Rural Health Initiative);
“Cancer Prevention in African American Males" (from Texas
Southern University); “Smokeless Tobacco Use by Adolescent
Males" (from the Allan Shivers Radiation Therapy Center). Also included are memoranda concerning review procedures.
Purpose:
These
records are created during the course of business conducted
by the various advisory committees of the Texas Cancer Council,
particularly the review of proposals for funding.
Agency Program:
The
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally,
the Cancer Council was mandated to cooperate and coordinate
with the Legislative Task Force on Cancer in Texas, so long
as that body existed (formed in 1984, it published its final
report in 1986). The
Cancer Council would then continue to revise and implement
the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: The
Physician Oncology Education Program conducts continuing medical
education in five specialty areas for practicing primary care
physicians. The Nurse
Oncology Education Program offers continuing education programs
for practicing nurses and works with the state's 64 nursing
schools to improve education in oncology nursing. The Texas School Health Initiative provides training
to a broad range of school personnel through 20 regional school
health specialists, with emphasis on such cancer-related topics
as proper nutrition and avoidance of tobacco use. The Texas Cancer Data Center, at the University of
Texas M.D. Anderson Cancer Center in Houston, serves as a
clearinghouse for information about cancer demographics, services,
programs, and care providers in Texas. This Center maintains the web site that is shared by
the Texas Cancer Council.
The Cancer Council conducts necessary studies and surveys. And finally, the council monitors contracts and agreements
for cancer programs authorized by law, accepts transfers of
monies, and spends funds made available by the federal and
state governments and by other public or private sources. To administer this grant program, the council
adopts rules governing the submission and approval or cancellation
of grants, which require interagency agreements or contracts
with the council, including provisions for fiscal and program
monitoring.
The
enabling legislation allows the Texas Cancer Council to appoint
advisory committees to help implement the Texas Cancer Plan. Originally there were six Advisory Committees to the Texas Cancer
Council: (1) Cancer Research, (2) Community Cancer Care, (3)
Oncology Guidelines, (4) Professional Education, (5) Public
Education, and (6) Private Sector Initiatives. These earlier committees had from five to eight members
each. By the early
1990s, there were four Advisory Committees: (1) Community
Cancer Control, (2) Detection and Diagnosis, (3) Prevention,
and (4) Treatment. Each of the later advisory committees had from
three to five members.
V.T.C.A.,
Health and Safety Code, Sections 102.009(b)(2)-(5), 102.010,
and 102.012
Also 25 Texas Administrative Code, Section
703.6 (b) and (d)
Arrangement: In two chronological groups
(before and after 1990), then alphabetical by advisory committee,
and therein in reverse chronological order.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required
for, or an aid to access? None
Gaps? 1985-1986, 1991, 1993, and
1998-1999.
There
are also apparently no records for the Cancer Research Advisory
Committee (late 1980s).
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 Cancer Council, and none were found for this
series or for equivalent or related series.
Publications based on records:
None
Series data from agency schedule:
Title: Advisory Committees
Series item number: 1.1
Agency item number: 2
Archival code: R
Retention: 2
Archival holdings:
Advisory Committees,
1987-1990, 0.3 cubic ft. (The files of the Private Sector Initiatives
Advisory Committee, 1987-1988, were transferred in FY 1997;
the files of four other advisory committees -- Community Cancer
Care, Oncology Guidelines, Professional Education, Public
Education), 1987-1990 -- were transferred in February 1999.)
These files contain a
variety of documents concerning five of the earlier advisory
committees (Community Cancer Care, Oncology Guidelines, Professional
Education, Public Education, and Private Sector Initiatives),
dating 1987-1990. These
documents include the following: correspondence (especially between the Executive Director
of the Cancer Council and the members of the various advisory
committees), some (but apparently not all) minutes of meetings
of the advisory committees, individual assessment reports
on proposals for funding, annual advisory committee reports,
lists of names and addresses of advisory committee members,
information sheets on each of the original six advisory committees
(including role/objective, frequency of meetings, and a list
of members), and other attachments (e.g., organization charts
and the constitution and by-laws of the Texas Health Foundation).
Advisory Committees,
1990, 1992, fractional (transferred in FY 1997)
These
files contain documents concerning the four later advisory
committees (Community Cancer Control, Detection and Diagnosis,
Prevention, and Treatment), dating 1990 and 1992. These documents include the following: lists of members, and memoranda concerning proposals
for Texas Cancer Council funding, addressed to members of
advisory committees for their review and comment, from either
the executive director or the program services manager of
the Texas Cancer Council. These latter memos typically include a list of the
proposals with their authors/originators, a list of enclosures,
and a timeline or schedule of deadlines. The proposals themselves are not included, nor are enclosures concerning
those proposals. Also
included are memoranda concerning review procedures.
(Neither
of the above accessions has been described in any finding
aid, pending the results of appraisal.)
Appraisal Decision:
These
records document the activities of the various advisory committees
of the Texas Cancer Council, particularly the review of proposals
for funding; this work is vital to the overall functioning
of the agency. Project funding requests and decisions are covered in the series
Meeting minutes, but not to this level
of detail. Nor do
the board minutes usually report on the activities of specific
advisory committees. These records are therefore archival. The Cancer Council should change the archival
code of this series from “R" to “A." It should also transfer to the Archives and Information
Services Division of the Library and Archives Commission all
advisory committee records that have fulfilled their retention
period of 2 years.
return to top
Record
Series Review
Series Title: Correspondence – Administrative
Agency: Texas Cancer Council
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 0.1 cubic ft.
Agency holdings:
1.3 cubic ft., scattered
among five file groupings in both the central file room and
the records storage room. Retained by agency for 3 years, with annual review, according to
the agency's records retention schedule. However, present holdings of the agency date 1989-1999.
Description:
These
records consist of correspondence and memoranda, with some
attachments, relating (mostly) to the substantive work of
the Texas Cancer Council, dating, 1989-1999. There are five groupings of “administrative" correspondence,
with different correspondents and different values, which
are described as follows:
Administrative
correspondence, 1989-1999, consists of correspondence between
the agency staff and other state agencies and private citizens,
of a generally administrative nature. However, the topics of this correspondence really place
it in the category of General correspondence, e.g.: certificates of appreciation, the building lease, directory
listings, parking, leadership institutes, publication subscriptions,
holiday closings, pest control, etc.
Board
of Directors correspondence, 1989-1999, consists of correspondence
and memoranda between the executive director and board members
of the Cancer Council, concerning such substantive topics
as the following: legislative updates, Texas Cancer Plan revisions,
appropriations updates, performance review audits, board meetings,
agenda for review, briefing materials, appointments to the
board, the Tobacco Task Force, the Strategic Plan, etc. All of this correspondence is at an administratively
high level.
Executive
Director correspondence, 1991-1999, consists of correspondence
between the Executive Director of the Cancer Council and organizations,
other state agencies, and private citizens. This correspondence concerns a mixture of both substantive
issues (such as public education, outreach, the President's
Cancer Panel, etc.), and general topics (such as changes of
address, letters of appreciation and support, directory updates,
holiday closings, etc.)
Governor's
Office correspondence, 1994-1999, consists of correspondence
between members of the Texas Cancer Council staff and the
Governor's office, concerning a variety of generally less
substantive issues (and divided into appropriate categories): e.g., the Governor's Executive Development Program,
the Governor's Center for Management Development, the Governor's
Commission for Women, the Office of Budget and Planning, etc.
Attorney
General correspondence, 1990-1999, consists of correspondence
and memoranda from the Attorney General and his staff to the
Executive Director of the Texas Cancer Council. It concerns mainly substantive issues, such as the
following: interagency
contracts, employment of outside legal counsel, a plan for
consolidation of legal services programs of certain state
agencies (Senate Bill 3 Implementation Plan), the procedure
for requesting representation from the Attorney General's
office, and state employees workers compensation rule changes). Occasionally there is also a general item (e.g. change
of address).
Purpose:
Administrative
correspondence is created during the course of substantive
business carried out by the Texas Cancer Council. It primarily represents communications between the
board, the executive director, the governor, the attorney
general, other state agencies, and the general public, concerning
the creation and implementation of policy at the highest level. Some of the subseries represented here are mixed in
nature, also containing communications of a more general,
mundane nature.
Agency Program:
The
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally,
the Cancer Council was mandated to cooperate and coordinate
with the Legislative Task Force on Cancer in Texas, so long
as that body existed (formed in 1984, it published its final
report in 1986). The
Cancer Council would then continue to revise and implement
the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: The
Physician Oncology Education Program conducts continuing medical
education in five specialty areas for practicing primary care
physicians. The Nurse
Oncology Education Program offers continuing education programs
for practicing nurses and works with the state's 64 nursing
schools to improve education in oncology nursing. The Texas School Health Initiative provides training
to a broad range of school personnel through 20 regional school
health specialists, with emphasis on such cancer-related topics
as proper nutrition and avoidance of tobacco use. The Texas Cancer Data Center, at the University of
Texas M.D. Anderson Cancer Center in Houston, serves as a
clearinghouse for information about cancer demographics, services,
programs, and care providers in Texas. This Center maintains the web site that is shared by
the Texas Cancer Council.
By law the Cancer Council may appoint advisory committees
to aid in the implementation of the Cancer Plan. The Cancer Council conducts necessary studies and surveys. And finally, the council monitors contracts
and agreements for cancer programs authorized by law, accepts
transfers of monies, and spends funds made available by the
federal and state governments and by other public or private
sources. To administer
this grant program, the council adopts rules governing the
submission and approval or cancellation of grants, which require
interagency agreements or contracts with the council, including
provisions for fiscal and program monitoring.
The
Texas Cancer Council is composed of sixteen members: one state representative, appointed by the speaker of the House;
one state senator, appointed by the lieutenant governor; 3
physicians active in cancer treatment, one each appointed
by the governor, lieutenant governor, and the speaker of the
House; 3 representatives of a voluntary health organization
interested in cancer, one each appointed as above; 3 representatives
of a hospital that treats a significant number of cancer patients,
one each appointed as above; 3 members of the general public,
one each appointed as above; the chair of the Texas Board
of Health, or a designee (ex-officio); and the chair of the
Texas Board of Human Services, or a designee (ex-officio).
(Between
1985 and 1991, the composition of the council was slightly
different: the governor appointed no members; there were
4 physicians, and 4 members of the general public; and there
were 2 representatives of voluntary health organizations,
and 2 of hospitals. Changes were made by House Bill 7, 72nd
Legislature, 1st Called Session, 1991.)
Except
for the legislative members and the ex-officio members, council
members serve overlapping six-year terms. These are non-salaried positions, and the governor
(originally the speaker of the House) designates the chair. The council hires an executive director. The Texas Cancer Council currently has a staff of 8
FTE.
V.T.C.A.,
Health and Safety Code, Chapter 102
Arrangement:
Located
in five groupings: Administrative
correspondence, Board of Directors members correspondence,
Executive Director correspondence, Governor's Office correspondence,
and Attorney General correspondence. Broken down still further in some cases, e.g. Governor's
Executive Development Program, Governor's Center for Management
Development, Governor's Commission for Women, Office of Budget
and Planning. Within
each file, arrangement is in reverse chronological order.
Access Constraints:
None;
no confidentiality restrictions, even in Attorney General
correspondence.
Use Constraints: None
Indexes or finding aids required
for, or an aid to access?
None,
except for the file inventories.
Gaps? No administrative correspondence
is found before 1989 at the agency, or before 1990 in the
Archives.
Problems:
Board
of Directors: Advisory
Committees is marked 1.1.007 on the file listing for the central
files, but belongs under the series “Advisory Committees."
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 Cancer Council, 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: 9
Archival code: R
Retention: 3 + AR
Archival holdings:
Administrative
correspondence, Executive Director, 1991-1993, fractional
Administrative
correspondence, Board of Directors, 1993, fractional
Administrative
correspondence, Attorney General's Office, 1991, 1993, fractional
Administrative correspondence,
1990-1996, fractional (Governor's Office, Governor's
Center for Management Development, Governor's Office of Budget
and Planning, Attorney General, Executive Director, Ethics
Commission)
All of these records have
been described in a very general way in an Accession Summary,
located in the Archives' search room.
Appraisal Decision:
Some
of the files of the Texas Cancer Council that are designated
as Administrative correspondence deal with
policy and program issues at a fairly high level. These include Board of Directors members' correspondence, and Attorney
General correspondence. To
this group should be added correspondence with the Attorney
General requesting assistance in reviewing rules (which is
currently labeled as part of the series Policies
and procedures). All of these are archival records. The Cancer Council should change the archival
code of this series from “R" to “A." It should also transfer to the Archives and Information
Services Division of the Library and Archives Commission all
such administrative correspondence files that have fulfilled
their retention period of 3 years.
Other
groups of files that are designated as Administrative
correspondence really contain routine, non-substantive
materials, and should be reclassified as General
correspondence. These
include Administrative correspondence, and Governor's Office
correspondence. These are not archival records. Since a series exists for general correspondence
in the agency's records retention schedule, no change is required
in the schedule. The
file folders and inventories, however, should be amended to
indicate the new classification (1.1.008).
Executive
Director correspondence is generally mixed, containing both
substantive and lightweight materials. Our recommendation here is that the materials contained
in these files be physically divided into two series, Administrative
correspondence and General
correspondence, for purposes of records management. The first of these are considered archival,
the second not.
return to top
Record
Series Review
Series Title: News Releases
Agency: Texas Cancer Council
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings:
Fractional
cubic ft. in the central file room. Retained by the agency for 2 years, according to the
records retention schedule. However, present holdings date 1992-1998.
Description:
These
records consist of press releases and public service announcements
issued by the Texas Cancer Council, plus occasional newspaper
clippings, dating 1984-1998. Topics covered include appointments to the Cancer Council,
skin cancer awareness, the Breast and Cervical Cancer Plan,
the Basic Tumor Registrar Training Program, creation of the
Legislative Task Force on Cancer, etc. There are sometimes multiple copies of items in the
agency holdings.
Purpose:
These
records are created to inform and educate the general public
to the work of the Texas Cancer Council, with emphasis on
early diagnosis, treatment, and prevention of cancer.
Agency Program:
The
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally, the Cancer Council was mandated
to cooperate and coordinate with the Legislative Task Force
on Cancer in Texas, so long as that body existed (formed in
1984, it published its final report in 1986). The Cancer Council would then continue to revise and
implement the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: The
Physician Oncology Education Program conducts continuing medical
education in five specialty areas for practicing primary care
physicians. The Nurse
Oncology Education Program offers continuing education programs
for practicing nurses and works with the state's 64 nursing
schools to improve education in oncology nursing. The Texas School Health Initiative provides training
to a broad range of school personnel through 20 regional school
health specialists, with emphasis on such cancer-related topics
as proper nutrition and avoidance of tobacco use. The Texas Cancer Data Center, at the University of
Texas M.D. Anderson Cancer Center in Houston, serves as a
clearinghouse for information about cancer demographics, services,
programs, and care providers in Texas. This Center maintains the web site that is shared by
the Texas Cancer Council.
The
enabling legislation allows the Texas Cancer Council to appoint
advisory committees to help implement the Texas Cancer Plan. The Cancer Council conducts necessary studies
and surveys. And finally,
the council monitors contracts and agreements for cancer programs
authorized by law, accepts transfers of monies, and spends
funds made available by the federal and state governments
and by other public or private sources. To administer this grant program, the council
adopts rules governing the submission and approval or cancellation
of grants, which require interagency agreements or contracts
with the council, including provisions for fiscal and program
monitoring.
The
Texas Cancer Council is composed of sixteen members: one state representative, appointed by the speaker of the House;
one state senator, appointed by the lieutenant governor; 3
physicians active in cancer treatment, one each appointed
by the governor, lieutenant governor, and the speaker of the
House; 3 representatives of a voluntary health organization
interested in cancer, one each appointed as above; 3 representatives
of a hospital that treats a significant number of cancer patients,
one each appointed as above; 3 members of the general public,
one each appointed as above; the chair of the Texas Board
of Health, or a designee (ex-officio); and the chair of the
Texas Board of Human Services, or a designee (ex-officio).
(Between
1985 and 1991, the composition of the council was slightly
different: the governor appointed no members; there were
4 physicians, and 4 members of the general public; and there
were 2 representatives of voluntary health organizations,
and 2 of hospitals. Changes were made by House Bill 7, 72nd
Legislature, 1st Called Session, 1991.)
Except
for the legislative members and the ex-officio members, council
members serve overlapping six-year terms. These are non-salaried positions, and the governor
(originally the speaker of the House) designates the chair. The council hires an executive director. The Texas Cancer Council currently has a staff of 8
FTE.
V.T.C.A.,
Health and Safety Code, Chapter 102
Arrangement: Reverse chronological order
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 Cancer Council, and none were found for this
series or for equivalent or related series.
Publications based on records:
None
Series data from agency schedule:
Title: News Releases (clippings & press conferences
too)
Series item number: 1.1.019
Agency item number: 25
Archival code: R
Retention: 2
Archival holdings:
News
releases, 1984-1991, 0.1 cubic ft.
These
records have been described in a very general way in an Accession
Summary, located in the Archives' search room.
Appraisal Decision:
News
releases document a significant function of the Texas Cancer
Council, to increase public awareness of prevention programs
that may help lower the risk of developing cancer, as well
as to promote early diagnosis and treatment. They have the added advantage that they are
minimal in volume. For
these reasons they are archival records. The Cancer Council should change the archival code
of this series from “R" to “A," and should transfer to the
Archives and Information Services Division of the Library
and Archives Commission those records in the series that have
fulfilled the retention period of 2 years.
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Record
Series Review
Series Title: Policies and Procedures
Agency: Texas Cancer Council
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings:
0.5
cubic ft. in the central file room. Retained by the agency until superseded, according
to the records retention schedule. However, present holdings date 1991-1998 (bulk 1997-1998),
and include many superseded manuals.
Description:
These
records consist of a variety of documents relating to policies
and procedures adopted by the Texas Cancer Council, dating
1988-1998. They include the following: manuals on administrative procedures; manuals
of policies and procedures for performing agencies; personnel
policies manuals; copies of submissions of proposed and adopted
rules to the Texas Register; original signed orders
from the Cancer Council regarding rule amendments, repeals,
etc.; correspondence with the Attorney General requesting
assistance in reviewing rules; copies of the governing statute,
1991-1995; a copy of Comptroller John Sharp's report on the
Private Real Property Preservation Act (January 1997); documents
used to copy for manuals; etc.
Manuals
on administrative procedures (dating January 1994, September
1994, and February 1995 in the holdings of the State Archives,
and October 1996, October 1997, and February 1998 at the agency)
typically include the following sections: general, fiscal, publications, review of funding
proposals, contracts process after board approval, contractors'
quarterly reports, on-site monitoring of contractors, council
records, private real property preservation, etc.
Manuals
of policies and procedures for performing agencies (dating
September 1994 in the holdings of the State Archives, and
September 1997 and August 1998 at the agency) typically include
the following sections: organizational structure, compensation and payment, records retention,
budget transfers, funding adjustments and contract amendments,
etc.
Personnel
policies manuals (dating December 1993, September 1994, and
September 1995 in the holdings of the State Archives, and
September 1997, February 1998, and August 1998 at the agency)
include information on policies relating strictly to personnel
matters.
Purpose:
These
records are created partly as a result of the rulemaking process. The rules and regulations are proposed and
adopted by the Cancer Council according to the requirements
of the Texas Administrative Procedures Act.
These
records (especially the various manuals) are created primarily
to explain policies and procedures established by the Texas
Cancer Council to interested parties, including contracting
entities, and staff members, and to guide those persons through
the process.
Agency Program:
The
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally,
the Cancer Council was mandated to cooperate and coordinate
with the Legislative Task Force on Cancer in Texas, so long
as that body existed (formed in 1984, it published its final
report in 1986). The
Cancer Council would then continue to revise and implement
the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: The
Physician Oncology Education Program conducts continuing medical
education in five specialty areas for practicing primary care
physicians. The Nurse
Oncology Education Program offers continuing education programs
for practicing nurses and works with the state's 64 nursing
schools to improve education in oncology nursing. The Texas School Health Initiative provides training
to a broad range of school personnel through 20 regional school
health specialists, with emphasis on such cancer-related topics
as proper nutrition and avoidance of tobacco use. The Texas Cancer Data Center, at the University of
Texas M.D. Anderson Cancer Center in Houston, serves as a
clearinghouse for information about cancer demographics, services,
programs, and care providers in Texas. This Center maintains the web site that is shared by
the Texas Cancer Council.
By
law the Cancer Council may appoint advisory committees to
aid in the implementation of the Cancer Plan. The Cancer Council conducts necessary studies and surveys. And finally, the council monitors contracts
and agreements for cancer programs authorized by law, accepts
transfers of monies, and spends funds made available by the
federal and state governments and by other public or private
sources. To administer
this grant program, the council adopts rules governing the
submission and approval or cancellation of grants, which require
interagency agreements or contracts with the council, including
provisions for fiscal and program monitoring.
The
council hires an executive director. The Texas Cancer Council currently has a staff of 8
FTE.
V.T.C.A.,
Health and Safety Code, Chapter 102, especially Section 102.010(b)
Also 25 Texas Administrative Code, Chapters
701 and 703, especially Section 701.7
See
also the Texas Administrative Procedure Act (V.T.C.A., Government
Code, Chapter 2001)
Arrangement:
In
subfiles according to the type of document, and therein generally
in reverse chronological order.
Access Constraints: Although the series is marked
“Open" in the agency's records retention schedule, some of
the replies from the Attorney General concerning the rules
are marked “Confidential," with the added note that they may
also be subject to attorney-client/work product/proprietary
information privileges.
Use Constraints: None
Indexes or finding aids required
for, or an aid to access? None
Gaps? None are found prior to 1988
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 Cancer Council, and none were found for this
series or for equivalent or related series.
Publications based on records:
None
Series data from agency schedule:
Title: Policies and Procedures
Series item number: 1.1.025
Agency item number: 30
Archival code: R
Retention: US
Archival holdings:
Policies
and procedures, 1988-1995, 0.2 cubic ft.
The
Archives' appraisal of these records have concluded that the
three Personnel Policies manuals (dated December 1993, September
1994, and September 1995) are not archival, and will therefore
be destroyed.
Policies and procedures,
1995, fractional (Administrative procedures, Texas Cancer
Council rules)
Planning records, 1990-1995,
0.1 cubic ft. = actually Correspondence, Department of
Information Resources, (1.1.008 on the retention schedule
= general correspondence)
All of these records have
been described in a very general way in an Accession Summary,
located in the Archives' search room.
Appraisal Decision:
This series actually consists
of several separate series under the revised Texas State Records
Retention Schedule, with different archival codes and different
suggested retention periods.
Personnel
policies and procedures manuals need to be renumbered 3.3.024. This is not an archival series, because it
documents office policies that are common to most agencies. Nor are Texas Register submissions archival,
since they are published and widely distributed by the Secretary
of State; they need to be renumbered 1.1.026. Copies of the governing statute may form its own series;
it too is published and therefore not archival.
Correspondence
with the Attorney General requesting assistance in reviewing
rules, and the copy of Comptroller John Sharp's report on
the Private Real Property Preservation Act both need to be
considered as part of the series of Administrative correspondence. Documents used to copy for manuals properly
belong with Publications
development files. All
of these are appraised in the record series reviews for those
records.
Manuals
on administrative procedures, and Manuals of policies and
procedures for performing agencies, as well as original signed
orders from the Cancer Council regarding rule amendments,
repeals, etc., all belong in the series here under review,
which probably should be renamed “Agency policies and procedures"
(1.1.025). They document
procedures that are generally unique to the Texas Cancer Council
and its programs, and are nowhere else so well explained or
organized. Superseded
manuals show changes in these policies over time. They are therefore archival. The Cancer Council should change the archival
code of this series from “R" to “A." It should also transfer to the Archives and Information
Services Division of the Library and Archives Commission all
such manuals that are superseded and have therefore fulfilled
their retention period.
return to top
Record
Series Review
Series Title: Program and Project Development
and Review
Agency: Texas Cancer Council
Obsolete record series? Yes
Ongoing record series? No
Agency holdings:
Fractional
cubic ft. in the records storage room. Retained by the agency for two years, with an annual
review, according to the records retention schedule. However, present holdings date 1991-1993.
Description:
These
records consist of files of two committees of the Texas Cancer
Council, dating 1991-1993. The two committees are the Program Development Committee,
1991-1992, and the Project Review Committee, 1992-1993. Types of records include agenda and items for discussion/background
materials; highlights of discussion/summaries of meetings
(in lieu of minutes?), and related correspondence and memoranda,
particularly from the executive director to the members of
the committee.
Related
records are the files of the Contract Management Committee
and the Planning and Program Development Committee, 1996-1998,
which are filed with the series Board Meetings – supporting documentation.
Purpose:
These
records were created during the course of business conducted
by two former committees of the Texas Cancer Council, concerning
the development of programs and the review of projects for
funding.
Agency Program:
The
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally,
the Cancer Council was mandated to cooperate and coordinate
with the Legislative Task Force on Cancer in Texas, so long
as that body existed (formed in 1984, it published its final
report in 1986). The
Cancer Council would then continue to revise and implement
the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: The
Physician Oncology Education Program conducts continuing medical
education in five specialty areas for practicing primary care
physicians. The Nurse
Oncology Education Program offers continuing education programs
for practicing nurses and works with the state's 64 nursing
schools to improve education in oncology nursing. The Texas School Health Initiative provides training
to a broad range of school personnel through 20 regional school
health specialists, with emphasis on such cancer-related topics
as proper nutrition and avoidance of tobacco use. The Texas Cancer Data Center, at the University of
Texas M.D. Anderson Cancer Center in Houston, serves as a
clearinghouse for information about cancer demographics, services,
programs, and care providers in Texas. This Center maintains the web site that is shared by
the Texas Cancer Council.
By
law the Cancer Council may appoint advisory committees to
aid in the implementation of the Cancer Plan. The Cancer Council conducts necessary studies and surveys. And finally, the council monitors contracts
and agreements for cancer programs authorized by law, accepts
transfers of monies, and spends funds made available by the
federal and state governments and by other public or private
sources. To administer
this grant program, the council adopts rules governing the
submission and approval or cancellation of grants, which require
interagency agreements or contracts with the council, including
provisions for fiscal and program monitoring.
The
Program Development Committee and the Project Review Committee
have not been in existence since 1993, but the current Contract
Management Committee and Planning and Program Development
Committee may have assumed their functions. These are subcommittees of the board of the Cancer
Council, and make recommendations to the full Council on specific
issues.
V.T.C.A.,
Health and Safety Code, Chapter 102
Also
25 Texas Administrative Code, Section 701.4
Arrangement: By committee, and therein
in reverse chronological order
Access Constraints: None
Use Constraints: None
Indexes or finding aids required
for, or an aid to access? None
Gaps? 1985-1990 and 1994-present
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 Cancer Council, and none were found for this
series or for equivalent or related series.
Publications based on records:
None
Series data from agency schedule:
Title: Program & Project Development Review
Series item number: 1.1.034
Agency item number: 31
Archival code: R
Retention: 2 + AR
Archival holdings:
Program
and project development and review, 1991-1993, fractional
These
records have been described in a very general way in an Accession
Summary, located in the Archives' search room.
(These
files may duplicate and/or overlap the current agency holdings.)
The
archival holdings of this series will be renamed Committee files (Program Development and Project Review).
Appraisal Decision:
This
series documents the work of two obsolete committees of the
Cancer Council, which involved substantive work in developing
programs and reviewing projects; these committees are not
well documented in the minutes series. Therefore
these records are archival. Since the retention period of 2 years has long since
passed, the Cancer Council should transfer these files to
the Archives and Information Services Division of the Library
and Archives Commission. The archival staff can then determine whether these
files are duplicated in our holdings. Since this is an obsolete series, it should be removed
from the retention schedule.
return to top
Record
Series Review
Series Title: Program Files and Related Materials
Agency: Texas Cancer Council
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 8 cubic ft.
Agency holdings:
80
cubic ft., housed in the following locations: 16 cubic ft. in blue file cabinets outside business
manager's office (FY 1998-1999); 24 cubic ft. in file cabinets
in records storage room (FY 1995-1997); and 40 cubic ft. stored
off-site at the State Records Center (FY 1986-1994). Retained by the agency for 3 years after completion
of each contract, plus 10 years off-site at the State Records
Center. Present holdings
date 1985-1999.
Description:
These
records consist of the complete files regarding programs and
projects that have been granted funding by the Texas Cancer
Council, dating 1985-1999. For each project, the file contains the original
proposal, all correspondence regarding the proposal, the contract,
all publications produced by the project, progress reports,
etc. In addition, at the beginning of each fiscal
year's files there are files containing documentation of the
application process, performance measures, funding opportunities,
correspondence to all projects, expenditures, and in-kind
contributions. Typical projects include the following, taken from FY 1999:
Cancer
Intervention Project (Titus County Memorial Hospital), providing
culturally relevant educational materials to minority Texans
on prevention and early detection of colon, cervical, breast,
lung and prostate cancer.
Case
Management for Promesa Salud (Planned Parenthood Association
of Cameron and Willacy Counties), providing culturally and
linguistically sensitive case management which addresses the
needs of low-income women receiving breast cancer screening
and diagnostic services.
Community-Based
Cancer Prevention and Control Program (Stephen F. Austin State
University), providing a health promotion and disease prevention
program aimed at reducing the risk of cancer by working through
a network of employers. The worksite based model will be appropriate
for use in rural Texas communities.
Texas
Comprehensive School Health Network (Texas Department of Health),
which through a network of Regional School Health Specialists
in Education Service Centers, assists schools in promoting
life-long cancer risk reduction behaviors among school children.
Purpose:
These
records are created as a result of a major function of the
Texas Cancer Council, the administration of grants. This involves the receipt of proposals, their analysis
and evaluation, their approval, the negotiation of contracts,
the authorization of funding from the various sources, the
monitoring of those projects by way of progress reports, and
the termination of projects.
Agency Program:
The
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally,
the Cancer Council was mandated to cooperate and coordinate
with the Legislative Task Force on Cancer in Texas, so long
as that body existed (formed in 1984, it published its final
report in 1986). The
Cancer Council would then continue to revise and implement
the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: The
Physician Oncology Education Program conducts continuing medical
education in five specialty areas for practicing primary care
physicians. The Nurse
Oncology Education Program offers continuing education programs
for practicing nurses and works with the state's 64 nursing
schools to improve education in oncology nursing. The Texas School Health Initiative provides training
to a broad range of school personnel through 20 regional school
health specialists, with emphasis on such cancer-related topics
as proper nutrition and avoidance of tobacco use. The Texas Cancer Data Center, at the University of
Texas M.D. Anderson Cancer Center in Houston, serves as a
clearinghouse for information about cancer demographics, services,
programs, and care providers in Texas. This Center maintains the web site that is shared by
the Texas Cancer Council.
By
law the Cancer Council may appoint advisory committees to
aid in the implementation of the Cancer Plan. The Cancer Council conducts necessary studies and surveys. And finally, the council monitors contracts
and agreements for cancer programs authorized by law, accepts
transfers of monies, and spends funds made available by the
federal and state governments and by other public or private
sources. To administer
this grant program, the council adopts rules governing the
submission and approval or cancellation of grants, which require
interagency agreements or contracts with the council, including
provisions for fiscal and program monitoring.
The
Texas Cancer Council monitors contracts and agreements for
cancer programs authorized by the enabling legislation, and
accepts transfers and spends funds made available by the federal
or state government, and by any other public or private source. The Council also adopts rules governing submission
and approval or cancellation of the grants.
V.T.C.A.,
Health and Safety Code, Sections 102.009(3) and (5); and 102.010
Also 25 Texas Administrative Code, Section
701.7, and Chapter 703
Arrangement:
Chronological
by fiscal year, then numerical by Program number (e.g. 96-05);
therein, by type of file (e.g., proposal, correspondence,
contract, publications, progress reports).
Access Constraints: Older files (FY 1986-1994)
are stored off-site at the State Records Center, requiring
time for transfer to the agency prior to use.
Use Constraints: None
Indexes or finding aids required
for, or an aid to access?
16
binders referred to as “Historical Books," 1985-1998, 2 cubic
ft., are kept in the conference room for agency use. They are not published volumes. These records are based on the program files, and serve
two purposes: they
capture the history of all the projects that the Texas Cancer
Council has ever funded, and they provide a quick reference
of historical data. Each
overview of each project contains the following information
in table form: fiscal
year, name of project, TCC number, agency/ organization, project
director, funding dates, funding amount, funding history by
year, whether the project was continued for the next fiscal
year, initiative category, population served, geographic region
served, cancer topics addressed, project description, accomplishments,
and performance data.
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 Cancer Council, and none were found for this
series or for equivalent or related series.
Publications based on records:
Earlier
publications summarizing these records include Programs
funded by the Texas Cancer Council, 1989; Texas Cancer
Council Initiatives, 1991 and 1993; and Cancer Prevention
and Control Initiatives : An Overview of Texas Cancer Plan
Projects, 1996. At the time of this appraisal, the most
recent, online publication, was Initiatives funded by the
Texas Cancer Council for FY 1999 (the URL is no longer
valid, and it is unknown whether this publication is still
online in June 2006).
Both
the publications and the database include the name of each
project, the “contractor" (i.e., initiator of the project/recipient
of the funding), the project director and contact information,
the priority population, and a very brief summary of the project
goals.
Series data from agency schedule:
Title: Program Files and Related Materials
Series item number: 1.1
Agency item number: 32
Archival code: R
Retention: AC + 3 + 10
Archival holdings:
None
at the Archives and Information Services Division of the Texas
State Library and Archives Commission.
Appraisal Decision:
This series is overwhelmingly
the most voluminous of all the series currently given any
kind of archival code, and thoroughly documents the major
functions of approval and administration of programs and projects
which have been granting funding by the Cancer Council. However, these programs and projects have been
sufficiently summarized in agency publications (both print
and on-line), as well as in other archival series (e.g. Meeting
minutes, Meeting
supporting documentation, Advisory
committees, and Committee
files (Program Development and Project Review). Furthermore, the 16 binders referred to as “historical
books" serve as a systematic digest of all funded programs
and projects. Currently,
however, the Cancer Council does not list the “historical
books" as a separate series, nor does it treat them as part
of the series under review.
The
series called Program
files and related materials is for all these reasons not
archival. The Cancer
Council should remove the “R" designation for this series
in the archival column in its records retention schedule,
and replace it with the new code of “E" (for exempt). Then in the Remarks column, they should add this note: “Archival review code removed subsequent to appraisal
by the Archives and Information Services Division, Texas State
Library and Archives Commission, May 25, 1999."
However,
Historical books
should be a separate series that is archival. The Cancer Council should add this series to
the retention schedule and give it an “A" in the archival
column. Then when the new retention period (perhaps
“AV") has been fulfilled, these records should begin to be
transferred to the Archives and Information Services Division
of the Library and Archives Commission.
return to top
Record
Series Review
Series Title: Proposals – Rejected
Agency: Texas Cancer Council
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 0.2 cubic ft.
Agency holdings:
2.2
cubic ft. in the records storage room. Retained by the agency for 2 years, according to the
records retention schedule. However, present holdings date 1985-1998.
Description:
These
records consist of files regarding proposals or applications
for funding that were rejected by the Texas Cancer Council,
dating 1985-1998. Contents of a rejected file include a copy
of the proposal/application, accompanying correspondence including
the letter of intent, an application analysis and staff recommendation,
a proposal check list, and the letter explaining the rejection
or denial.
A
complete application would contain all of the following: project overview (including project profile
and abstract), project description, and budget information. Project descriptions must contain the following: problem addressed, previous performance, project goals
and objectives, methods and activities, monitoring and evaluation,
performance measure projections, work plan, qualifications
of the applicant/organization, qualifications of project director
and key personnel, interagency cooperation and coordination,
plan for continuity, confidentiality of records, assurances,
recycled products, and historically underutilized businesses. Budget information must include a detailed budget,
budget justification, in-kind contributions, and project income.
Purpose:
These
records are created as a result of the Texas Cancer Council's
rejection of proposals for funding. This involves the receipt of proposals, their analysis
and evaluation, their rejection, and the notification of the
parties rejected as to the reasons for the denial of funding.
Agency Program:
The
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally, the Cancer Council was mandated
to cooperate and coordinate with the Legislative Task Force
on Cancer in Texas, so long as that body existed (formed in
1984, it published its final report in 1986). The Cancer Council would then continue to revise and
implement the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: The
Physician Oncology Education Program conducts continuing medical
education in five specialty areas for practicing primary care
physicians. The Nurse
Oncology Education Program offers continuing education programs
for practicing nurses and works with the state's 64 nursing
schools to improve education in oncology nursing. The Texas School Health Initiative provides training
to a broad range of school personnel through 20 regional school
health specialists, with emphasis on such cancer-related topics
as proper nutrition and avoidance of tobacco use. The Texas Cancer Data Center, at the University of
Texas M.D. Anderson Cancer Center in Houston, serves as a
clearinghouse for information about cancer demographics, services,
programs, and care providers in Texas. This Center maintains the web site that is shared by
the Texas Cancer Council.
The
Cancer Council conducts necessary studies and surveys. And finally, the council monitors contracts and agreements
for cancer programs authorized by law, accepts transfers of
monies, and spends funds made available by the federal and
state governments and by other public or private sources. To administer this grant program, the council
adopts rules governing the submission and approval or cancellation
of grants, which require interagency agreements or contracts
with the council, including provisions for fiscal and program
monitoring.
The
Texas Cancer Council adopts rules governing submission and
approval or cancellation of the grants for cancer programs
authorized by the enabling legislation. To receive a grant, a recipient must execute a contract
containing appropriate provisions of program and fiscal monitoring.
V.T.C.A.,
Health and Safety Code, Section 102.010
Also 25 Texas Administrative Code, Section
701.7 and Chapter 703
Arrangement: By fiscal year, and therein
by proposal
Access Constraints: None
Use Constraints: None
Indexes or finding aids required
for, or an aid to access? None
Gaps? None
Problems: None, except that the individual
proposals are not in separate folders, but are lumped together
in wallets by fiscal year.
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 Cancer Council, and none were found for this
series or for equivalent or related series.
Publications based on records:
None
Series data from agency schedule:
Title: Proposals – Rejected
Series item number: 1.1
Agency item number: 33
Archival code: R
Retention: 2
Archival holdings:
None
at the Archives and Information Services Division of the Texas
State Library and Archives Commission.
Appraisal Decision:
Sufficient
documentation of the rejection of proposals may presumably
be found in other archival series (e.g. Meeting
minutes, Meeting
supporting documentation, Advisory committees, and Committee files (Program Development and Project
Review). Even
if such documentation did not exist, it is doubtful that rejected
proposals ever have enduring value. Therefore this series is not archival. The Cancer Council should remove the “R" designation
for this series in the archival column in its records retention
schedule, and replace it with the new code of “E" (for exempt). Then in the Remarks column, they should add this note: “Archival review code removed subsequent to appraisal
by the Archives and Information Services Division, Texas State
Library and Archives Commission, May 25, 1999."
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Record
Series Review
Series Title: Publications Development Files
Agency: Texas Cancer Council
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings:
0.3
cubic ft. in the central file room. Retained by the agency until purpose is served. Present holdings date 1992-1999.
Description:
These
records consist of camera-ready copies of publications; 3.5-inch
diskettes; correspondence and memoranda concerning printing,
binding, etc.; mailing invoices; notes; etc. Dates covered are 1992-1999. Publications correlating to these materials, all published
by the Texas Cancer Council, include such items as Pain Treatment
Guidelines, TCC Initiatives, brief biographies of Council
members, Cancer Plan brochures, invitations to bid, and the
agency Strategic Plan.
Related
series: Publications
(agency item number 34).
Purpose:
These
records are created as a byproduct of publications issued
by the Texas Cancer Council, including not only the machine-readable
and camera-ready copies of those publications, but also documentation
of the process of printing and binding the publications.
Agency Program:
The
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally,
the Cancer Council was mandated to cooperate and coordinate
with the Legislative Task Force on Cancer in Texas, so long
as that body existed (formed in 1984, it published its final
report in 1986). The
Cancer Council would then continue to revise and implement
the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: The
Physician Oncology Education Program conducts continuing medical
education in five specialty areas for practicing primary care
physicians. The Nurse
Oncology Education Program offers continuing education programs
for practicing nurses and works with the state's 64 nursing
schools to improve education in oncology nursing. The Texas School Health Initiative provides training
to a broad range of school personnel through 20 regional school
health specialists, with emphasis on such cancer-related topics
as proper nutrition and avoidance of tobacco use. The Texas Cancer Data Center, at the University
of Texas M.D. Anderson Cancer Center in Houston, serves as
a clearinghouse for information about cancer demographics,
services, programs, and care providers in Texas. This Center maintains the web site that is shared by
the Texas Cancer Council.
The
Cancer Council conducts necessary studies and surveys. And finally, the council monitors contracts and agreements
for cancer programs authorized by law, accepts transfers of
monies, and spends funds made available by the federal and
state governments and by other public or private sources. To administer this grant program, the council
adopts rules governing the submission and approval or cancellation
of grants, which require interagency agreements or contracts
with the council, including provisions for fiscal and program
monitoring.
V.T.C.A.,
Health and Safety Code, Chapter 102
Arrangement: By publication, and therein
in reverse chronological order.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required
for, or an aid to access? None
Gaps? None are found prior to 1992.
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 Cancer Council, and none were found for this
series or for equivalent or related series.
Publications based on records:
Strategic
Plan, Invitations to Bid, Pain Treatment Guidelines, TCC Initiatives,
brief biographies of Council members, Cancer Plan brochures,
etc.
Series data from agency schedule:
Title: Publications Development Files
Series item number: 1.1.028
Agency item number: 35
Archival code: R
Retention: PS
Archival holdings:
None
at the Archives and Information Services Division of the Texas
State Library and Archives Commission.
Appraisal Decision:
The Archives and Information
Services Division of the Texas State Library and Archives
Commission has recommended an archival review code of “R"
for series consisting of publications development files, primarily
to prevent the loss of significant and original artwork and/or
photo prints or negatives sometimes found in such files. The equivalent series in the records of the Texas Cancer
Council contains no such material, and is therefore not archival. The publications themselves (a separate series)
are permanent, and in some cases archival (e.g., Strategic
Plans).
The
Cancer Council should remove the “R" designation for this
series (publications development files) in the
archival column in its records retention schedule, and replace
it with the new code of “E" (for exempt). Then in the Remarks column, they should add this note: “Archival review code removed subsequent to appraisal
by the Archives and Information Services Division, Texas State
Library and Archives Commission, May 25, 1999." The Cancer Council should also change the record series
item number to 1.3.002.
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Record
Series Review
Series Title: Speeches
Agency: Texas Cancer Council
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings:
Fractional
cubic ft. in the central file room. Retained by the agency for 2 years, according to the
records retention schedule. However, present holdings date 1995-1998.
Description:
These
records consist of the texts of speeches and testimony, plus
notes and photocopies of slide presentations, given mainly
by the executive director of the Texas Cancer Council, dating
1984-1990 and 1995-1998. The audiences for these speeches and presentations
include organizations such as the following: the President's Cancer Council, the Texas Tumor
Registrars Association's annual Educational Conference, lay
health workers of the National Migrant Referral Program, the
Rio Grande Cancer Foundation, the Texas Medical Association's
ad hoc committee on Sunset, the National Cancer Institute
Board of Scientific Advisors Clinical Trials Review Group.
Purpose:
Speeches
are created to inform and educate interested organizations
as to the work of the Texas Cancer Council.
Agency Program:
The
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally,
the Cancer Council was mandated to cooperate and coordinate
with the Legislative Task Force on Cancer in Texas, so long
as that body existed (formed in 1984, it published its final
report in 1986). The
Cancer Council would then continue to revise and implement
the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: The
Physician Oncology Education Program conducts continuing medical
education in five specialty areas for practicing primary care
physicians. The Nurse
Oncology Education Program offers continuing education programs
for practicing nurses and works with the state's 64 nursing
schools to improve education in oncology nursing. The Texas School Health Initiative provides training
to a broad range of school personnel through 20 regional school
health specialists, with emphasis on such cancer-related topics
as proper nutrition and avoidance of tobacco use. The Texas Cancer Data Center, at the University of
Texas M.D. Anderson Cancer Center in Houston, serves as a
clearinghouse for information about cancer demographics, services,
programs, and care providers in Texas. This Center maintains the web site that is shared by
the Texas Cancer Council.
By law the Cancer Council may appoint advisory committees
to aid in the implementation of the Cancer Plan. The Cancer Council conducts necessary studies and surveys. And finally, the council monitors contracts
and agreements for cancer programs authorized by law, accepts
transfers of monies, and spends funds made available by the
federal and state governments and by other public or private
sources. To administer
this grant program, the council adopts rules governing the
submission and approval or cancellation of grants, which require
interagency agreements or contracts with the council, including
provisions for fiscal and program monitoring.
The
council hires an executive director. The Texas Cancer Council currently has a staff of 8
FTE.
V.T.C.A.,
Health and Safety Code, Chapter 102
Arrangement: Reverse chronological order
Access Constraints: None
Use Constraints: None
Indexes or finding aids required
for, or an aid to access? None
Gaps? 1991-1994
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 Cancer Council, and none were found for this
series or for equivalent or related series.
Publications based on records:
None
Series data from agency schedule:
Title: Speeches
Series item number: 1.1.040
Agency item number: 40
Archival code: R
Retention: 2
Archival holdings:
Speeches,
1984-1990, fractional
These
records have been described in a very general way in an Accession
Summary, located in the Archives' search room.
Appraisal Decision:
Like
news releases, speeches
document the outreach function of the Texas Cancer Council,
but for a different, more focused, target population, namely
organizations involved in cancer research and education. They also are not very voluminous. These records are therefore archival. The Cancer Council should change the archival code
of this series from “R" to “A," and should transfer to the
Archives and Information Services Division of the Library
and Archives Commission any speeches that have fulfilled the
retention requirement of 2 years.
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Record
Series Review
Series Title: Submissions for External Publication
Agency: Texas Cancer Council
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings:
Fractional
cubic ft. in the central file room. Retained by the agency for 2 years, with annual review,
according to the records retention schedule. However, present holdings date 1992 and n.d.
Description:
These
records consist of two items written by Texas Cancer Council
staff, which were published externally: an editorial reprinted from Texas Medicine,
“Texas Cancer Plan designed to control cancer," dated 1992;
and two pages on the Texas Cancer Council from a 12-page State
Cancer Update—Legislative Database, n.d.
Purpose:
These
records are the final results of the external publication
of articles by Texas Cancer Council staff. The articles are intended to educate and inform interested
parties concerning the work of Cancer Council, especially
the creation, updating, and implementation of the Texas Cancer
Plan.
Agency Program:
The
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally,
the Cancer Council was mandated to cooperate and coordinate
with the Legislative Task Force on Cancer in Texas, so long
as that body existed (formed in 1984, it published its final
report in 1986). The
Cancer Council would then continue to revise and implement
the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: the
Physician Oncology Education Program; the Nurse Oncology Education
Program; the Texas School Health Initiative; the Texas Cancer
Data Center, at the University of Texas M.D. Anderson Cancer
Center in Houston; etc.
The
Cancer Council conducts necessary studies and surveys. And finally, the council monitors contracts and agreements
for cancer programs authorized by law, accepts transfers of
monies, and spends funds made available by the federal and
state governments and by other public or private sources. To administer this grant program, the council
adopts rules governing the submission and approval or cancellation
of grants, which require interagency agreements or contracts
with the council, including provisions for fiscal and program
monitoring.
V.T.C.A.,
Health and Safety Code, Chapter 102
Arrangement: Chronological
Access Constraints: None
Use Constraints: None
Indexes or finding aids required
for, or an aid to access? None
Gaps? 1985-1991 and 1993-1999
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 Cancer Council, and none were found for this
series or for equivalent or related series.
Publications based on records:
Texas
Medicine
(1992), and State Cancer Update—Legislative Database
(n.d.)
Series data from agency schedule:
Title: Submissions for External Publication
Series item number: 1.1
Agency item number: 43
Archival code: R
Retention: 2 + AR
Archival holdings:
None
at the Archives and Information Services Division of the Texas
State Library and Archives Commission.
Appraisal Decision:
This
series is extremely small, composed of two items that have
appeared in publications outside the agency. In addition, the information that they convey is duplicated
in other archival series and/or publications. It is therefore not archival. The Cancer Council should remove the “R" designation
for this series in the archival column in its records retention
schedule, and replace it with the new code of “E" (for exempt). Then in the Remarks column, they should add this note: “Archival review code removed subsequent to appraisal
by the Archives and Information Services Division, Texas State
Library and Archives Commission, May 25, 1999."
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Record
Series Review
Series Title: Texas Cancer Council Assessment
Study
Agency: Texas Cancer Council
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings:
0.1
cubic ft. in the central file room. Retained by the agency until superseded, according
to the records retention schedule. Present holdings date 1994.
Description:
These
records consist of raw surveys, plus statistical analyses
and a summary of the results, of a Texas Cancer Council Assessment
Study conducted in 1994. The surveys, which were anonymous, were of
entities awarded contracts for funding by the Texas Cancer
Council (“contractors" and “customers"), to determine the
quality of Texas Cancer Council services. Items on the survey include such things as staff professionalism,
competence, friendliness, clarity of policies, accuracy of
information, timeliness, quality of service, comparison with
other state agencies, etc. In addition, those filling out the survey were asked
to comment on major strengths and weaknesses of the Texas
Cancer Council, and to give examples of when expectations
were not met, of changes to improve the level of service,
etc. The comments
were duplicated in the summary.
Purpose:
These
records were created as an internal diagnostic tool to determine
the quality of Texas Cancer Council services, based upon the
experiences and opinions of contracting parties. The ultimate aim of such studies is to help improve
services to contractors.
Agency Program:
The
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally, the Cancer Council was mandated
to cooperate and coordinate with the Legislative Task Force
on Cancer in Texas, so long as that body existed (formed in
1984, it published its final report in 1986). The Cancer Council would then continue to revise and
implement the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: The
Physician Oncology Education Program conducts continuing medical
education in five specialty areas for practicing primary care
physicians. The Nurse
Oncology Education Program offers continuing education programs
for practicing nurses and works with the state's 64 nursing
schools to improve education in oncology nursing. The Texas School Health Initiative provides training
to a broad range of school personnel through 20 regional school
health specialists, with emphasis on such cancer-related topics
as proper nutrition and avoidance of tobacco use. The Texas Cancer Data Center, at the University of
Texas M.D. Anderson Cancer Center in Houston, serves as a
clearinghouse for information about cancer demographics, services,
programs, and care providers in Texas. This Center maintains the web site that is shared by
the Texas Cancer Council.
The
Cancer Council conducts necessary studies and surveys. And finally, the council monitors contracts and agreements
for cancer programs authorized by law, accepts transfers of
monies, and spends funds made available by the federal and
state governments and by other public or private sources. To administer this grant program, the council
adopts rules governing the submission and approval or cancellation
of grants, which require interagency agreements or contracts
with the council, including provisions for fiscal and program
monitoring.
The
council hires an executive director. The Texas Cancer Council currently has a staff of 8
FTE.
The
Texas Cancer Council may conduct necessary studies and surveys
to achieve its goals. It
has conducted customer satisfaction assessments three times,
by surveying contractors during the annual Project Directors
meetings in FY 1995, FY 1996, and FY 1998.
V.T.C.A.,
Health and Safety Code, Section 102.009(4)
Arrangement:
Since
surveys were anonymous, there is no apparent arrangement.
Access Constraints:
Since
surveys were anonymous, there are no privacy concerns.
Use Constraints: None
Indexes or finding aids required
for, or an aid to access? None
Gaps? The only survey represented
was dated 1994.
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 Cancer Council, and none were found for this
series or for equivalent or related series.
Publications based on records:
None,
although the study was mentioned in the FY 1999-2003 Strategic
Plan, page 59.
Series data from agency schedule:
Title: Texas Cancer Council Assessment Study
Series item number: 1.1.038
Agency item number: 44
Archival code: R
Retention: US
Archival holdings:
None
at the Archives and Information Services Division of the Texas
State Library and Archives Commission.
Appraisal Decision:
Conducting
surveys of user satisfaction is a frequent practice of state
agencies, and hopefully leads to better performance. However, the raw data is definitely not archival, and
even the survey summary is not of enduring value. Presumably any policy or procedural changes resulting
from such surveys should be reflected in other, archival records
series. The Cancer Council should remove the “R" designation
for this series in the archival column in its records retention
schedule, and replace it with the new code of “E" (for exempt). Then in the Remarks column, they should add
this note: “Archival
review code removed subsequent to appraisal by the Archives
and Information Services Division, Texas State Library and
Archives Commission, May 25, 1999."
return to top
Record
Series Review
Series Title: Texas Cancer Council Resolutions
Agency: Texas Cancer Council
Obsolete record series? Yes
Ongoing record series? No
Agency holdings:
Fractional cubic ft. in
the central file room. Retained by the agency permanently. Present holdings date 1992-1993 and 1997.
Description:
These
records consist of the original signed and sealed copies of
resolutions made by the Texas Cancer Council, plus accompanying
or related correspondence, dated 1992-1993, plus an official
memorandum from the Governor dated 1997. Topics of these resolutions include mammograms,
pain medication, and tobacco use.
Purpose:
These
records were created to serve as formal announcements of decisions
made by the Texas Cancer Council in regard to the promotion
of early detection, treatment, and prevention of cancer.
Agency Program:
The
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally,
the Cancer Council was mandated to cooperate and coordinate
with the Legislative Task Force on Cancer in Texas, so long
as that body existed (formed in 1984, it published its final
report in 1986). The
Cancer Council would then continue to revise and implement
the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: The
Physician Oncology Education Program conducts continuing medical
education in five specialty areas for practicing primary care
physicians. The Nurse
Oncology Education Program offers continuing education programs
for practicing nurses and works with the state's 64 nursing
schools to improve education in oncology nursing. The Texas School Health Initiative provides training
to a broad range of school personnel through 20 regional school
health specialists, with emphasis on such cancer-related topics
as proper nutrition and avoidance of tobacco use. The Texas Cancer Data Center, at the University
of Texas M.D. Anderson Cancer Center in Houston, serves as
a clearinghouse for information about cancer demographics,
services, programs, and care providers in Texas. This Center maintains the web site that is shared by
the Texas Cancer Council.
By
law the Cancer Council may appoint advisory committees to
aid in the implementation of the Cancer Plan. The Cancer Council conducts necessary studies and surveys. And finally, the council monitors contracts
and agreements for cancer programs authorized by law, accepts
transfers of monies, and spends funds made available by the
federal and state governments and by other public or private
sources. To administer
this grant program, the council adopts rules governing the
submission and approval or cancellation of grants, which require
interagency agreements or contracts with the council, including
provisions for fiscal and program monitoring.
V.T.C.A.,
Health and Safety Code, Chapter 102
Arrangement: Chronological
Access Constraints: None
Use Constraints: None
Indexes or finding aids required
for, or an aid to access? None
Gaps? 1985-1991; this series has
been obsolete since 1993. (The
1997 item is not a resolution from the Texas Cancer Council.
Problems: None. The
1997 official memorandum from the Governor is actually misfiled.
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
Cancer Council, and none were found for this series or for
equivalent or related series.
Publications based on records:
None
Series data from agency schedule:
Title: Texas Cancer Council Resolutions
Series item number: 1.1.
Agency item number: 45
Archival code: None
Retention: PM
Archival holdings:
None
at the Archives and Information Services Division of the Texas
State Library and Archives Commission.
Appraisal Decision:
These
original signed and sealed copies of resolutions made by the
Texas Cancer Council are designated as permanent at the agency. Their formal nature makes them archival, since it indicates that
the Council had strong opinions regarding the topics of those
resolutions. However, these resolutions properly belong
with the minutes of the meetings in which they were passed,
with photocopies sent to the Archives and Information Services
Division of the Texas State Library and Archives Commission. We suggest, therefore, that this series be removed
as a separate entry on the records retention schedule. The archival code of “A" for the series meeting
minutes is sufficient. The Cancer Council should send photocopies to the Archives
and Information Services Division of the Texas State Library
and Archives Commission for inclusion with the appropriate
minutes.
If
the misfiled 1997 Governor's memorandum is mentioned in the
Meeting minutes, it should be moved there; otherwise, perhaps it belongs with
Administrative correspondence.
return to top
Record
Series Review
Series Title: Strategic Plan
Agency: Texas Cancer Council
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings:
0.2 cubic ft. in the central
file room. Retained by the agency permanently. Present holdings date 1992-1998.
Description:
These
records consist of copies of the four Strategic Plans produced
so far by the Texas Cancer Council, published 1992-1998, for
the following periods: FY 1993-1998, FY 1995-1999, FY 1997-2001,
and FY 1999-2003. Strategic plans are long-range planning tools
prepared biennially by the agency in which the goals and objectives
of the agency are presented along with performance measures
for each. 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 measures, strategies,
output measures, efficiency measures, and explanatory measures
for measuring and achieving that goal. Also present in the 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
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally,
the Cancer Council was mandated to cooperate and coordinate
with the Legislative Task Force on Cancer in Texas, so long
as that body existed (formed in 1984, it published its final
report in 1986). The
Cancer Council would then continue to revise and implement
the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: The
Physician Oncology Education Program conducts continuing medical
education in five specialty areas for practicing primary care
physicians. The Nurse
Oncology Education Program offers continuing education programs
for practicing nurses and works with the state's 64 nursing
schools to improve education in oncology nursing. The Texas School Health Initiative provides training
to a broad range of school personnel through 20 regional school
health specialists, with emphasis on such cancer-related topics
as proper nutrition and avoidance of tobacco use. The Texas Cancer Data Center, at the University of
Texas M.D. Anderson Cancer Center in Houston, serves as a
clearinghouse for information about cancer demographics, services,
programs, and care providers in Texas. This Center maintains the web site that is shared by
the Texas Cancer Council.
By
law the Cancer Council may appoint advisory committees to
aid in the implementation of the Cancer Plan. The Cancer Council conducts necessary studies and surveys. And finally, the council monitors contracts
and agreements for cancer programs authorized by law, accepts
transfers of monies, and spends funds made available by the
federal and state governments and by other public or private
sources. To administer
this grant program, the council adopts rules governing the
submission and approval or cancellation of grants, which require
interagency agreements or contracts with the council, including
provisions for fiscal and program monitoring.
The
council hires an executive director. The Texas Cancer Council currently has a staff of 8
FTE.
V.T.C.A.,
Health and Safety Code, Chapter 102
Arrangement: Chronological
Access Constraints: None
Use Constraints: None
Indexes or finding aids required
for, or an aid to access? None
Gaps? None; no Strategic Plans were
required prior to 1990.
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 Cancer Council, 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 Plan—Texas Cancer Council (mandated)
Series item number: 1.1.055
Agency item number: 42
Archival code: None
Retention: PM
Archival holdings:
None
at the Archives and Information Services Division of the Texas
State Library and Archives Commission.
Texas Documents Collection
holdings:
Copies
of all four Strategic Plans produced so far by the Texas Cancer
Council, published 1992-1998, for the following periods: FY
1993-1998, FY 1995-1999, FY 1997-2001, and FY 1999-2003.
Appraisal Decision:
Strategic plans document the
long-range planning activities of the agency and are considered
archival. The Cancer Council should add an “A" to the Archival Code column
of their records retention schedule, and should add the following
note to the Remarks column: “The archival requirement will be met by sending required
copies to the Texas State Publications Depository Program,
Texas State Library and Archives Commission (13 Texas Administrative
Code, Section 3.4(1)(C))."
return to top
Record
Series Review
Series Title: Reports – Biennial (Narrative)
Agency: Texas Cancer Council
Obsolete record series? No; but other publications are submitted in lieu of the narrative
report.
Ongoing record series? Yes (but no longer produced in the same format)
Annual accumulation: fractional
Agency holdings:
Fractional cubic ft. in
the central file room. Retained by the agency permanently. Present holdings date 1993-1999. This series is not a separate series in the
agency's current records retention schedule, but is included
in the series “Publications."
Description:
These
records consist of one biennial report submitted by the Texas
Cancer Council to the Governor and the 73rd Legislature,
dated 1993; plus letters from the executive director to the
governor in lieu of a report, dated 1995-1999. As each of the letters states, “in the interest of
efficiency and cost control," the Cancer Council was submitting
copies of the Strategic Plan, the Cancer Plan, and the current
Texas Cancer Council brochure in lieu of the biennial report. Each letter briefly summarizes the high points
of the biennium. Copies
of the documents transmitted are not
included in these files, but are found elsewhere (in other
subfiles in the Publications series, and in the Strategic
Plan series).
Purpose:
These
records are created to comply with the law requiring biennial
reports to the state Legislature concerning the activities
of the Texas Cancer Council. Since 1993, these files detail what records
(not included in the series) serve to fulfill that reporting
requirement.
Agency Program:
The
Texas Cancer Council was created in 1985 (Senate Bill 53,
69th Legislature, Regular Session) to implement
the Texas Cancer Plan, developed in conjunction with the Legislative
Task Force on Cancer in Texas, which had been formed in 1984. The Texas Cancer Plan is a comprehensive, long-range
strategy for supporting and coordinating public, private,
and volunteer efforts to lessen the burdens of cancer in the
state. Originally,
the Cancer Council was mandated to cooperate and coordinate
with the Legislative Task Force on Cancer in Texas, so long
as that body existed (formed in 1984, it published its final
report in 1986). The
Cancer Council would then continue to revise and implement
the Cancer Plan.
The
Texas Cancer Plan has four objectives: to increase awareness of prevention programs that may
help lower the risk of developing cancer; to promote the early
detection and diagnosis of cancer; to improve the accessibility,
availability, and quality of treatment resources, services,
and programs throughout the state; and to advance development
and application of new prevention, detection, diagnostic,
and therapeutic methods and techniques.
The
council has initiated various statewide programs and services
that address the goals of the Texas Cancer Plan. For example: The
Physician Oncology Education Program conducts continuing medical
education in five specialty areas for practicing primary care
physicians. The Nurse
Oncology Education Program offers continuing education programs
for practicing nurses and works with the state's 64 nursing
schools to improve education in oncology nursing. The Texas School Health Initiative provides training
to a broad range of school personnel through 20 regional school
health specialists, with emphasis on such cancer-related topics
as proper nutrition and avoidance of tobacco use. The Texas Cancer Data Center, at the University of
Texas M.D. Anderson Cancer Center in Houston, serves as a
clearinghouse for information about cancer demographics, services,
programs, and care providers in Texas. This Center maintains the web site that is shared by
the Texas Cancer Council.
By
law the Cancer Council may appoint advisory committees to
aid in the implementation of the Cancer Plan. The Cancer Council conducts necessary studies and surveys. And finally, the council monitors contracts
and agreements for cancer programs authorized by law, accepts
transfers of monies, and spends funds made available by the
federal and state governments and by other public or private
sources. To administer
this grant program, the council adopts rules governing the
submission and approval or cancellation of grants, which require
interagency agreements or contracts with the council, including
provisions for fiscal and program monitoring.
The
Texas Cancer Council is composed of sixteen members: one state representative, appointed by the speaker of the House;
one state senator, appointed by the lieutenant governor; 3
physicians active in cancer treatment, one each appointed
by the governor, lieutenant governor, and the speaker of the
House; 3 representatives of a voluntary health organization
interested in cancer, one each appointed as above; 3 representatives
of a hospital that treats a significant number of cancer patients,
one each appointed as above; 3 members of the general public,
one each appointed as above; the chair of the Texas Board
of Health, or a designee (ex-officio); and the chair of the
Texas Board of Human Services, or a designee (ex-officio).
(Between
1985 and 1991, the composition of the council was slightly
different: the governor appointed no members; there were
4 physicians, and 4 members of the general public; and there
were 2 representatives of voluntary health organizations,
and 2 of hospitals. Changes were made by House Bill 7, 72nd
Legislature, 1st Called Session, 1991.)
Except
for the legislative members and the ex-officio members, council
members serve overlapping six-year terms. These are non-salaried positions, and the governor
(originally the speaker of the House) designates the chair. The council hires an executive director. The Texas Cancer Council currently has a staff of 8
FTE.
The
enabling legislation requires the Texas Cancer Council to
report to the legislature in January of each odd-numbered
year.
V.T.C.A.,
Health and Safety Code, Section 102.009(a)(5)
Arrangement: Chronological
Access Constraints: None
Use Constraints: None
Indexes or finding aids required
for, or an aid to access? None
Gaps? 1985-1992
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 Cancer Council, and none were found for this
series or for equivalent or related series.
Publications based on records:
None
Series data from agency schedule:
Title: Publications [Biennial Reports are one of
several subseries]
Series item number: 1.1.29
Agency item number: 34
Archival code: None
Retention: PM
Archival holdings:
None
at the Archives and Information Services Division of the Texas
State Library and Archives Commission.
Texas Documents Collection
holdings:
Texas
Cancer Council, Report to the 73rd Legislature,
1993
Appraisal Decision:
Annual/biennial
reports provide an excellent source of summary information
about an agency's activities over time, and are considered
archival. However, except for the 1993 report, the Cancer Council has (since
1995) substituted the Strategic Plan, the Cancer Plan, and
the current Cancer Council brochure for this legislatively
mandated report. Therefore these three publications, plus the
letters explaining the substitution, become archival.
Currently
the Strategic Plan is a separate record series (and will be
designated as archival on its own merits). But there are no separate series for the Cancer Plan
or the Cancer Council brochure, outside of Publications. The Cancer Council should therefore add a new
series to the retention schedule (consisting of these two
publications plus the cover letters), perhaps naming it Publications
in lieu of Biennial Report, number it 1.1.066, and give
it an archival designation of “A." The Remarks column should state the following: “Includes Cancer Plan and Cancer Council brochure. The archival requirement will be met by sending required
copies to the Texas State Publications Depository Program,
Texas State Library and Archives Commission."
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