March 1, 1996, by Laura K. Saegert, Appraisal Archivist
Agency Contact:
This agency contact information was current at the time of the report but may have changed in the interim. Please call (512-463-5455) for current contact information of the agency's records manager or records liaison for these records.
Sandy Smith, Executive Director
Texas Board of Professional Land Surveying
7701 N. Lamar Blvd., Suite 400
Austin, TX 78752
Agency History and Structure
The Texas Board of Land Surveying was created by Senate Bill 313, 66th
Legislature, Regular Session, 1979. This bill consolidated the two existing
surveyor licensing boards-- the Board of Examiners of Licensed State
Land Surveyors and the State Board of Registration for Public Surveyors.
In 1989 the name was changed to its current form, the Texas Board of
Professional Land Surveying.
The Board of Examiners of Land Surveyors was created by Senate Bill
157, 36th Legislature, 2nd Called Session, 1919. It was composed of
the Commissioner of the General Land Office and two members appointed
by the Governor with concurrence of the Senate. The Board examined and
licensed land surveyors in Texas. Examinations were optional with 15
years experience prior to 1941 and required thereafter. In 1977, the
name was changed to Board of Examiners of Licensed State Land Surveyors.
The State Board of Registration for Public Surveyors was created by
House Bill 142, 54th Legislature, Regular Session, 1955. It was a six
member board, appointed by the Governor with the advice and consent
of the Senate. This Board registered public surveyors in Texas and enforced
the law applicable to their practice. It held examinations and issued
licenses to public surveyors, and investigated complaints.
The Board of Professional Land Surveying is composed of 10 members,
9 appointed by the Governor with the advice and consent of the Senate,
for 6 year overlapping terms. The General Land Office Commissioner or
his designated representative is an ex-officio member. Of the Board,
2 members must be licensed state land surveyors recommended by the GLO
Commissioner, 4 must be registered professional land surveyors, and
3 must be individuals not licensed by the Board. Board members may only
serve two terms. The chair is designated by the Governor.
The Board regulates surveyors, through examination and licensing, to
ensure that Texas residents can obtain competent and accurate surveys
prepared by qualified surveyors. The Board regulates three groups of
surveyors. It registers professional land surveyors, who conduct land
boundary and property surveys for the general public. It also licenses
state land surveyors, who conduct surveys on land which the state or
public free school land has an interest on, or on land requiring an
original survey for the purpose of filing field notes with the General
Land Office. And, it certifies surveyors-in-training as having met all
of the basic requirements for registration and having served a two-
year apprenticeship with a registered surveyor prior to taking the exam
for registration. Licenses and registrations are renewed annually. In
1989, continuing education became a mandatory requirement for all license
renewals.
The Board also establishes and enforces standards of conduct of registered
and licensed surveyors. Enforcement activities include suspending or
revoking a license or registration and seeking injunctions to halt violations
of the laws governing the practice of surveying. The Board does not
conduct periodic investigations of surveyors but will investigate complaints
as necessary and hold hearings concerning complaints. The Attorney General's
Office represents the Board in formal hearings.
Other functions of the Board include preparing and distributing annually
a roster of licensed and registered surveyors, and developing and implementing
a public information program regarding land surveying and its regulation.
Staff of the Board of Professional Land Surveying consists of four
employees and no formal divisions.
return to top
Project Review
I was assigned to review the records of this agency in November, 1995.
I have reviewed the agency history in the Guide to Texas State Agencies
(1972, 4th edition and 1993, 8th edition), Manual of Texas State
Government, Texas Legislative Council, 1950; West's Texas Statutes
and Codes, Article 5268; Vernon's Ann. Civ. St., Article 5282c; 37 Texas
Administrative Code, Part XXIX; several reports produced by the Board
for Professional Land Surveying--Annual financial report for FY 1994,
Request for Legislative Appropriations for FY 1994/95, and the Strategic
plan for 1995-1999; and the Sunset Commission report on the agency,
1991. I have reviewed the destruction requests from the Board of Professional
Land Surveying, their records retention schedule, and the records of
the Board already housed in the State Archives.
On the current schedule of the Board there are nine series designated
as archival, 'A' code, and four series designated for archival review,
'R' code. The archival series are: Biennial budget requests; Meeting
agendas; Meeting minutes; Organization charts; Agency publications,
record copy; Rules and regulations; Examination files; Deceased licensed
state land surveyor files; and Deceased registered professional
land surveyor files. The archival review series are: Correspondence,
Administrative; News or press releases; Policies and procedures manuals;
and Examination consultant file.
I prepared a list of questions concerning series on the retention schedule
with archival codes of 'R' or 'A' and mailed these along with our letter
of introduction to Sandy Smith, the Executive Director and records administrator
of the agency on November 18, 1995.
On December 13, 1995, the records consultant, Kay Steed, and myself
met with the agency's Executive Director (as the designated records
administrator), Sandy Smith, and a staff member, Renee Sims to ask questions
about the archival status of several records series and explain about
the appraisal process. I went over the questions I had prepared regarding
the 'A' and 'R' series, and was able to gather much of the information
I needed for preparing this report. During the meeting it was discovered
that several 'A' or 'R' series on the schedule were either miscoded
or empty series. Action taken concerning these series is detailed in
the Project Outcome section of this report. I also inquired as to the
possible existence of fairly common series which do not appear on the
schedule--Reports, Administrative; Executive orders; Speeches; and
Reports, Annual and biennial. The Board does not produce any records
for those series.
There are also two series of possible archival value which do not appear
on the schedule--Item Writing Committee meeting files and
Index to bonds and examination papers of licensed land surveyors.
I was able to gather some information about these series and have prepared
an appraisal report for each of them. Additionally, I prepared an appraisal
series report for one series already deemed as permanent-- Strategic
plans, not currently on the schedule but which should be added.
This series should be coded as archival on the retention schedule.
After the meeting, Renee Sims sent copies of some minutes missing from
our holdings, so we now have a complete set of minutes from September
1955 - 1978 and September 1984 - October 1995. Copies of minutes from
1979-1984 will be sent at a later date. I made several follow-up calls
after the initial meeting to get enough information to complete the
appraisal report.
Archives Holdings
Minutes, 1955-1978, 1984-1995. Minutes of the State Board of
Registration for Public Surveyors, September 1955 - September 1978,
and of the Board of Professional Land Surveying, September 1984 - October
1995. The records usually include the minutes, the directors' report,
and committee reports. Meeting agenda are not usually present prior
to the mid-1990s.
Previous Destructions
A destruction request was submitted by the Board in 1989 for the destruction
of fiscal records, applications, and general correspondence, dating
1979-1987. This was approved. A destruction request was submitted by
the Texas State Library in 1991 for the destruction of deceased licensed
state land surveyor files and deceased registered professional land
surveyor files, dating 1980- 1989. This was approved.
Project Outcome
The appraisal of the agency has been completed. A summary of actions
for the agency to take is given for the series reviewed.
I am recommending we keep the following series on the schedule as archival,
Meeting minutes. This series already has an Archival Code of 'A'.
Series 9 Meeting minutes - Send copies to the Archives, preferably
on a annual basis, or else regularly after the board meetings. As
this series now includes the Meeting agenda, change the series title
on the schedule to Meeting minutes and agenda.
Two other archival series have their archival requirement met by sending
copies of publications to the Publications Clearinghouse. These series
are Biennial budget requests and Strategic plans, a series
to be added to the schedule.
Series 3 Biennial budget requests - Note in the Remarks section
needs to be changed to read "Copy sent to Publications Clearinghouse
fulfills the archival mandate".
No series number Strategic plans - This series needs to be
added to the schedule, with an Archival Code of 'A', a 'PM' retention,
and this note in the Remarks section, "Copy sent to Publications Clearinghouse
fulfills the archival mandate."
One of the archival review series has archival value, Policies and
procedures manuals. One series reviewed which was not on the schedule
also has been determined to have archival value. This is an Index
to bonds and examination papers of licensed land surveyors.
Series 12 Policies and procedures manuals - Revise the Archival
Code from 'R' to 'A'. Send a copy of the manual and updates yearly
or as it is revised to the Archives.
No series number Index to bonds and examination papers of licensed
land surveyors - Because this is an obsolete record it does not
need to be added to the schedule. It has been appraised to be an archival
record and should be transferred at the Board's earliest convenience
to the State Archives. The Archives is equipped to provide better
storage conditions and can easily provide reference service for the
volume.
The following 'R' series should be considered as non- archival and
the 'R' code removed from the records retention schedule. These series
are: Correspondence, Administrative and Examination consultant
file.
Several series with the Archival Code of 'A' have been determined to
be non-archival and should have the 'A' code removed. These series are:
Rules and regulations, Examination files, Deceased licensed state
land surveyors files, and Deceased registered professional land
surveyors files.
Series 16 Rules and regulations - This series has been appraised
to be non-archival. The 'A' Archival Code can be removed from the
schedule. Also, since the agency considers this a permanent in-house
record, the retention period should be changed to 'PM'.
Series 26 Examination files - This series has been appraised
to be non-archival. The 'A' Archival Code can be removed from the
schedule.
Series 50 Deceased licensed state land surveyor files - This
series was appraised in 1991 and determined to be non-archival. The
'A' Archival Code can be removed from the schedule.
Series 51 Deceased registered professional land surveyor files
- This series was appraised in 1991 and determined to be non-archival.
The 'A' Archival Code can be removed from the schedule.
Several series with the Archival Code of 'A' or 'R' were determined
to be either empty or miscoded series. A summary of action to be taken
regarding series in these categories follows.
Series 8 Meeting agenda - This series has been combined with
Meeting minutes. This series should be removed from the retention
schedule.
Series 10 News or press releases - This is an empty series.
Remove the series from the schedule and reinstate if the agency begins
issuing press releases.
Series 11 Organization charts - This is an empty series. The
organization chart is filed in the strategic plan. As long as a copy
is either filed there or in the Biennial budget requests, the archival
mandate is met. This series can be removed from the schedule.
Series 14 Agency publications, Record copy - This series should
not carry an Archival Code. Remove the 'A' code and change the note
in the Remarks column on the schedule to "Copies sent to the Publications
Clearinghouse."
One series not on the schedule but which was reviewed for archival
value was the Item Writing Committee meeting files. It was determined
to be non-archival. It should be added to the schedule with a retention
period of PM as the agency considers this to be a permanent in-house
record.
The note in the Remarks column needs to be changed in one non-archival
series, Series 69, Annual financial report. It should be changed
to read "Copies sent to Publications Clearinghouse."
return to top
Record Series Reviews
Record Series Review
Series Title: Biennial budget requests
Dates: 1981-[ongoing]
Agency: Texas Board of Professional Land Surveying
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings: Retained by the agency in its offices for six years
after passage of the Appropriation Act. Actual holdings of the agency
are 1989-[ongoing], fractional.
Archival holdings: None in the Archives and Information Services Division
of the Texas State Library.
Archival requirement for this series is fulfilled by sending copies
to the Publications Clearinghouse. The Clearinghouse holds 1981-[ongoing].
Two copies of Requests for Legislative Appropriations must be sent to
the Publications Clearinghouse (13 Texas Administrative Code, Section
3.3 (c)).
Description: These records are legislative appropriation requests of
the Board of Professional Land Surveying submitted to the Legislative
Budget Board and others. The records date from 1981-[ongoing]. The requests
generally contain narrative statements of agency functions or programs.
Program objectives are listed, along with a description of each objective,
discussions of performance measures, statistics, program need indicators,
and expenses-- expended, current, and projected, at different funding
levels.
Purpose: The purpose of these records is to request specific appropriations
from the legislature and to provide justification for the amounts requested.
Agency Program: Biennial budget requests are a mandatory requirement
of the state budgetary process. The Board regulates surveyors, through
examination and licensing, to ensure that Texas residents can obtain
competent and accurate surveys prepared by qualified surveyors. The
Board regulates three groups of surveyors. It registers professional
land surveyors, who conduct land boundary and property surveys for the
general public. It also licenses state land surveyors, who conduct surveys
on land which the state or public free school land has an interest on,
or on land requiring an original survey for the purpose of filing field
notes with the General Land Office. And, it certifies surveyors-in-training.
Licenses and registrations are renewed annually. In 1989, continuing
education became a mandatory requirement for all license renewals. The
Board also establishes and enforces standards of conduct of registered
and licensed surveyors.
Other functions of the Board include preparing and distributing annually
a roster of licensed and registered surveyors, and developing and implementing
a public information program regarding land surveying and its regulation.
Vernon's Ann. Civ. St., Article 5282c.
Arrangement: Chronological
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps? None available prior to 1981.
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives
and Information Services Division of the Texas State Library were checked
for the Board of Professional Land Surveying 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.
Scheduled record series? Yes
Title: Biennial budget requests
Series item number: 1.1.004
Agency item number: 3
Archival Code: A
Retention: AC+6
Recommendation: Biennial budget requests prepared by state agency boards
and/or commissions provide evidence of an agency's fiscal performance
and needs. The archival requirement for these records is fulfilled by
sending copies to the Publications Clearinghouse of the Texas State
Library. The note on the schedule needs to be changed to read "Copies
sent to the Publications Clearinghouse fulfill the archival mandate."
return to top
Record Series Review
Series Title: Correspondence, Administrative
Dates: 1992-[ongoing]
Agency: Texas Board of Professional Land Surveying
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings: Retained by the agency in its offices for three years
according to the retention schedule. The present holdings of the agency
are 1992-[ongoing], 0.5 cubic feet.
Archival holdings: None in the Archives and Information Services Division
of the Texas State Library.
Description: This series consists of incoming and outgoing correspondence
between the executive director or other agency staff and state agencies,
professional societies, and the general public. Dates covered are 1992-
[ongoing]. Most of the correspondence concerns requests for information
about surveying, or things such as requests for updating directories.
Any significant correspondence which might require Board action is discussed
at the Board meetings. Correspondence with surveyors can be found in
the various application and/or licensing files maintained by the Board.
Correspondence concerning complaints is filed in the complaint files
of the Board.
Purpose: This series primarily documents the agency's handling of its
function of making available information about land surveying and regulation
to the general public.
Agency Program: The Board of Professional Land Surveying regulates
surveyors, through examination and licensing, to ensure that Texas residents
can obtain competent and accurate surveys prepared by qualified surveyors.
In 1989, continuing education became a mandatory requirement for all
license renewals. The Board also establishes and enforces standards
of conduct of registered and licensed surveyors. Other functions of
the Board include preparing and distributing annually a roster of licensed
and registered surveyors, and developing and implementing a public information
program regarding land surveying and its regulation.
Vernon's Ann. Civ. St., Article 5282c.
Arrangement: Alphabetical.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps? No correspondence present prior to mid-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 Texas State Library were checked
for the Board of Professional Land Surveying and none were found for
this series or for equivalent or related series.
Publications based on records: None
Scheduled record series?
Title: Correspondence, Administrative
Series item number: 1.1.007
Agency item number: 5
Archival code: R
Retention: 3
Recommendation: This correspondence does not document significant agency
functions. It primarily concerns replying to requests for information
on surveying, as opposed to documenting licensing and regulation activities.
Any correspondence which may require Board action is discussed at the
meetings. Since a summary of significant correspondence can be found
in the Board minutes, I recommend that this series be considered non-archival
and the 'R' removed from the retention schedule.
return to top
Record Series Review
Series Title: Meeting minutes
Dates: 1955-[ongoing]
Agency: Texas Board of Professional Land Surveying
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings: Retained by the agency in its offices permanently.
The present holdings of the agency are 1955-[ongoing], 1 cubic feet.
Archival holdings: Minutes, 1955-1978, 1984-1995. Minutes of
the State Board of Registration for Public Surveyors, September 1955
- September 1978, and the Board of Professional Land Surveying, September
1984 - October 1995. The records usually include the minutes, the directors'
report, and committee reports. Meeting agenda are not usually present
prior to the mid-1990s.
Description: Minutes of the State Board of Registration for Public
Surveyors and the Texas Board of Professional Land Surveying, which
usually include the minutes, the directors' report, meeting agenda,
and committee reports. Dates covered are c. 1955-[ongoing]. Items discussed
at Board meetings include applications, examinations, complaints, continuing
education courses, changes to rules and regulations, and correspondence.
Minutes are not present for the Board of Examiners of Licensed State
Land Surveyors or its predecessor agency.
Purpose: This series documents the decisions of the Board of Professional
Land Surveyors and its predecessors formulated at their board meetings.
Agency Program: The Board of Examiners of Land Surveyors was created
by Senate Bill 157, 36th Legislature, 2nd Called Session, 1919. It was
composed of the Commissioner of the General Land Office and two members
appointed by the Governor with concurrence of the Senate. The Board
examined and licensed land surveyors in Texas. Examinations were optional
with 15 years experience prior to 1941 and required thereafter. In 1977,
the name was changed to Board of Examiners of Licensed State Land Surveyors.
The State Board of Registration for Public Surveyors was created by
House Bill 142, 54th Legislature, Regular Session, 1955. It was a six
member board, appointed by the Governor with the advice and consent
of the Senate. This Board registered public surveyors in Texas and enforced
the law applicable to their practice. It held examinations and issued
licenses to public surveyors, and investigated complaints.
The Texas Board of Land Surveying was created by Senate Bill 313,
66th Legislature, Regular Session, 1979. This bill consolidated the
two existing surveyor licensing boards--the State Board of Registration
for Public Surveyors (created 1955) and the Board of Examiners of Licensed
State Land Surveyors (created 1919). In 1989 the name was changed to
its current form, the Texas Board of Professional Land Surveying.
The Board of Professional Land Surveying is composed of 10 members,
9 appointed by the Governor with the advice and consent of the Senate,
for 6 year overlapping terms. The General Land Office Commissioner or
his designated representative is an ex-officio member. Of the Board,
2 members must be licensed state land surveyors recommended by the GLO
Commissioner, 4 must be registered professional land surveyors, and
3 must be individuals not licensed by the Board. Board members may only
serve two terms. The chair is designated by the Governor.
The Board of Professional Land Surveying regulates surveyors, through
examination and licensing, to ensure that Texas residents can obtain
competent and accurate surveys prepared by qualified surveyors. In 1989,
continuing education became a mandatory requirement for all license
renewals. The Board also establishes and enforces standards of conduct
of registered and licensed surveyors. Other functions of the Board include
preparing and distributing annually a roster of licensed and registered
surveyors, and developing and implementing a public information program
regarding land surveying and its regulation.
Vernon's Ann. Civ. St., Article 5282c, Section 9, Section 11.
Arrangement: Chronological by date of meeting.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps? Minutes are not present for the Board of Examiners of Licensed
State Land Surveyors or its predecessor agency, 1919-1979.
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives
and Information Services Division of the Texas State Library were checked
for the Board of Professional Land Surveying and none were found for
this series or for equivalent or related series.
Publications based on records: None
Scheduled record series?
Title: Meeting minutes
Series item number: 1.1.017
Agency item number: 9
Archival code: A
Retention: PM
Recommendation: Minutes of state agency board meetings provide primary
evidence of the functions and policy formulation of the highest echelon
of the agency. The Board of Professional Land Surveying's retention
schedule is correct. Meeting agenda have been added to this series
but are still listed separately on the retention schedule. The series
title on the schedule should be changed to Meeting minutes and agenda.
Copies of the minutes and agenda can be sent to the Archives on a annual
basis, or regularly after the board meetings.
The staff have already sent minutes of Board meetings dating from
1955-1978. They will soon be sending minutes covering the years 1979-1984.
return to top
Record Series Review
Series Title: Policies and procedures manuals
Dates: 1991, 1994-[ongoing]
Agency: Texas Board of Professional Land Surveying
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings: Retained by the agency in its offices until superseded.
The present holdings of the agency are 1991, 1994- [ongoing], fractional.
Archival holdings: None in the Archives and Information Services Division
of the Texas State Library.
Description: This is a combination personnel and policy manual. It
contains agency policies for various licensing and regulation procedures,
personnel and accounting procedures, and contains a list of board members.
Policy procedures cover functions such as conducting examinations, issuing
licenses, continuing education, and filing complaints. Dates of the
manual are 1991, 1994- [ongoing].
Purpose: The policy manual documents agency policies and their implementation
with regard to carrying out the Board's licensing and regulation activities,
and its policies regarding employees and routine personnel issues.
Agency Program: The Board of Professional Land Surveying regulates
surveyors, through examination and licensing, to ensure that Texas residents
can obtain competent and accurate surveys prepared by qualified surveyors.
In 1989, continuing education became a mandatory requirement for all
license renewals. The Board also establishes and enforces standards
of conduct of registered and licensed surveyors. Other functions of
the Board include preparing and distributing annually a roster of licensed
and registered surveyors, and developing and implementing a public information
program regarding land surveying and its regulation.
Vernon's Ann. Civ. St., Article 5282c, Section 9 (g).
Arrangement: Arranged topically.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps? Any manuals which may be been produced prior to 1991 are no longer
available. The current staff of the board are unaware of such manuals.
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives
and Information Services Division of the Texas State Library were checked
for the Board of Professional Land Surveying and none were found for
this series or for equivalent or related series.
Publications based on records: None
Scheduled record series?
Title: Policies and procedures manuals
Series item number: 1.1.025
Agency item number: 12
Archival code: R
Retention: US
Recommendation: The policy manual covers the agency's policies and
the implementation of licensing and regulation activities of the board.
Even though the manual also documents routine personnel procedures,
the documentation of board functions makes this a valuable record. I
recommend that this series be made archival. It should carry an Archival
Code of 'A'. Send a copy of the manual and updates yearly or as it is
revised to the Archives.
return to top
Record Series Review
Series Title: Examination consultant file
Dates: 1986-[ongoing]
Agency: Texas Board of Professional Land Surveying
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings: Retained by the agency in its offices for two years
according to the retention schedule. The present holdings of the agency
are 1986-[ongoing], fractional. These reports are filed with the examination
files.
Archival holdings: None in the Archives and Information Services Division
of the Texas State Library.
Copies of the consultant reports are housed in the Publications Clearinghouse,
Texas State Library. Dates covered are 1993-1995.
Description: These are reports by an outside consultant hired to provide
an analysis of the examination and a statistical review of the exam.
A consultant was first hired in 1986; in 1992 formal exam reports were
issued. Dates are 1986-[ongoing]. These reports are filed with the examination
files. The report is published and a copy sent to the Board members
and the Publications Clearinghouse, titled Summary Report on the
Legal, Analytical and Reciprocal Examinations.
Purpose: This report provides an analysis of the examination and a
statistical review of the exam.
Agency Program: The Board of Professional Land Surveying regulates
surveyors, through examination and licensing, to ensure that Texas residents
can obtain competent and accurate surveys prepared by qualified surveyors.
Licenses and registrations are renewed annually. The Board gives exams
in April and October. The Board regulates three groups of surveyors.
It registers professional land surveyors, who conduct land boundary
and property surveys for the general public. It also licenses state
land surveyors, who conduct surveys on land which the state or public
free school land has an interest on, or on land requiring an original
survey for the purpose of filing field notes with the General Land Office.
And, it certifies surveyors-in-training as having met all of the basic
requirements for registration and having served a two-year apprenticeship
with a registered surveyor prior to taking the exam for registration.
Vernon's Ann. Civ. St., Article 5282c, Section 16.
Arrangement: Chronologically.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
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 Texas State Library were checked
for the Board of Professional Land Surveying and none were found for
this series or for equivalent or related series.
Publications based on records: The report is published and a copy sent
to the Board members and the Publications Clearinghouse--Summary
Report on the Legal, Analytical and Reciprocal Examinations.
Scheduled record series?
Title: Examination consultant file
Series item number: 1.1.034
Agency item number: 15
Archival code: R
Retention: 2
Recommendation: This series consists of statistical reports which analyze
the exams given by the board. These reports provide good summary information
on the testing process, but the results of the reports are discussed
by the Board and documented in the minutes. I recommend this series
not be designated as archival. The Archival Code of 'R' on the retention
schedule should be removed. The retention period should also be changed
to reflect the actual retention of the record in the agency.
return to top
Record Series Review
Series Title: Rules and regulations
Dates: 1956-[ongoing]
Agency: Texas Board of Professional Land Surveying
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings: Retained by the agency in its offices until superseded.
The present holdings of the agency are 1956-[ongoing], 0.75 cubic feet.
Archival holdings: None in the Archives and Information Services Division
of the Texas State Library.
Description: This series consists of typed copies of proposed rules
to be presented to the Board, copies of the accepted rules, and copies
of rules sent to the Texas Register. Dates covered are 1956-[ongoing].
No comments are made in these records regarding the rule's acceptance
or not. Those comments and decisions regarding proposed rules acceptance
or not are discussed by the Board and documented in their meeting minutes.
The rules are published in the Roster of Surveyors, which is produced
irregularly by the Board, the latest edition was 1994.
Purpose: The series documents the rules and regulations of the Board
for Professional Land Surveying and its predecessors, and changes which
have been proposed and/or accepted to the rules over the years.
Agency Program: The Texas Board of Land Surveying was created by Senate
Bill 313, 66th Legislature, Regular Session, 1979. This bill consolidated
the two existing surveyor licensing boards-- the Board of Examiners
of Licensed State Land Surveyors (1919) and the State Board of Registration
for Public Surveyors (1955). In 1989 the name was changed to its current
form, the Texas Board of Professional Land Surveying.
The Board of Professional Land Surveying regulates surveyors, through
examination and licensing, to ensure that Texas residents can obtain
competent and accurate surveys prepared by qualified surveyors. In 1989,
continuing education became a mandatory requirement for all license
renewals. The Board also establishes and enforces standards of conduct
of registered and licensed surveyors. The Board has the authority to
adopt rules and regulations it deems necessary to carry out its mandated
functions.
Vernon's Ann. Civ. St., Article 5282c, Section 9.
Arrangement: Topically.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps? None are present prior to 1956.
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives
and Information Services Division of the Texas State Library were checked
for the Board of Professional Land Surveying and none were found for
this series or for equivalent or related series.
Publications based on records: The rules are published irregularly
by the Board in the Roster of Surveyors. This publication is
on file in the Publications Clearinghouse.
Scheduled record series?
Title: Rules and regulations
Series item number: 1.1.039
Agency item number: 16
Archival code: A
Retention: AR+US
Recommendation: In addition to being a compendium of current rules
and regulations, this series also serves as a history file, documenting
proposed and accepted changes to the rules and regulations. The original
rules and regulations are on file with the Secretary of State. A copy
of the current rules and regulations are available in the Publications
Clearinghouse as part of the Roster of Surveyors. Filing of the
rules and regulations with the Secretary of State fulfills the archival
mandate. I recommend this series not be considered archival. The Archival
Code of 'A' and the note in the Remarks column re: transferring these
to the State Archives when inactive need to be removed from the schedule.
The retention period should be changed to PM as this is considered to
be a permanent in-house tool for the agency.
return to top
Record Series Review
Series Title: Examination files
Dates: 1955-[ongoing]
Agency: Texas Board of Professional Land Surveying
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings: Retained by the agency permanently in its offices.
The present holdings of the agency are 1955-[ongoing], 6 cubic feet.
Archival holdings: None in the Archives and Information Services Division
of the Texas State Library.
Description: There are two series of exams which comprise the examination
files--one for registered surveyors, the other for licensed state surveyors.
The exams files include the following information: names, birthdates,
social security numbers, roster of attendance, application numbers,
exam questions, answer keys, grades, and the exam consultant report.
Dates covered are December, 1955-[ongoing]. The exams are given in April
and October and administered by the Board staff. The summary results
are published in the exam consultant report, Summary Report on the
Legal, Analytical and Reciprocal Examinations. The test questions
are confidential.
Purpose: This series documents the examination process of the Board
for Professional Land Surveying.
Agency Program: The Texas Board of Land Surveying was created by Senate
Bill 313, 66th Legislature, Regular Session, 1979. This bill consolidated
the two existing surveyor licensing boards-- the Board of Examiners
of Licensed State Land Surveyors (1919) and the State Board of Registration
for Public Surveyors (1955). In 1989 the name was changed to its current
form, the Texas Board of Professional Land Surveying.
The Board of Professional Land Surveying regulates surveyors, through
examination and licensing, to ensure that Texas residents can obtain
competent and accurate surveys prepared by qualified surveyors. The
Board regulates three groups of surveyors. It registers professional
land surveyors, who conduct land boundary and property surveys for the
general public. It also licenses state land surveyors, who conduct surveys
on land which the state or public free school land has an interest on,
or on land requiring an original survey for the purpose of filing field
notes with the General Land Office. And, it certifies surveyors-in-training
as having met all of the basic requirements for registration and having
served a two-year apprenticeship with a registered surveyor prior to
taking the exam for registration. Licenses and registrations are renewed
annually. In 1989, continuing education became a mandatory requirement
for all license renewals.
Vernon's Ann. Civ. St., Article 5282c, Section 11.
Arrangement: Chronological by exam date.
Access Constraints: This record is not available to the public due
to confidentiality of the test questions. V.T.C.A., Government Code,
Texas Open Records Act, Section 552.122.
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps? None are present prior to 1955.
Problems: Confidentiality problems.
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives
and Information Services Division of the Texas State Library were checked
for the Board of Professional Land Surveying and none were found for
this series or for equivalent or related series.
Publications based on records: Results are published in the exam consultant's
report, filed in the Publications Clearinghouse, titled Summary Report
on the Legal, Analytical and Reciprocal Examinations.
Scheduled record series?
Title: Examination files
Series item number: 1.1
Agency item number: 26
Archival code: A
Retention: PM
Recommendation: The examination files contain confidential information
and are considered a permanent in-house agency record. Although these
exams could be an interesting artifact at some point, confidentiality
concerns prevail. Additionally, a summary of the exam results are published
in the exam consultant report. I recommend this series be considered
as non-archival and the 'A' code removed from the records retention
schedule.
return to top
Records Series Review
Series Title: Item Writing Committee meeting files
Dates: 1986-[ongoing]
Agency: Texas Board of Professional Land Surveying
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings: Retained by the agency in its offices permanently.
The present holdings are 1986-[ongoing], fractional.
Archival holdings: None in the Archives and Information Services Division
of the Texas State Library.
Description: Meeting files of the Item Writing Committee, consisting
of minutes, list of attendees, list of test items approved and transmitted
to the Board, and some memos and correspondence between members and
Board staff. Dates covered are 1986-[ongoing]. At the meetings, test
items submitted for approval are discussed and approved for recommendation
to the Board of Professional Land Surveying.
Purpose: This series documents the committee's work in preparing test
questions for the surveyors exams.
Agency program: The Board of Professional Land Surveying regulates
surveyors, through examination and licensing, to ensure that Texas residents
can obtain competent and accurate surveys prepared by qualified surveyors.
Vernon's Ann. Civ. St., Article 5282c.
The exams are given twice a year by the Board, in April and October.
Questions for the exam are prepared by the Item Writing Committee. The
committee consists of two Board members, one serving as chair, and volunteers
from the surveying community (number varies). The Board members give
interpretations on the Board's standing on an issue or question, but
do not develop any of the questions; they are written by the volunteer
members. The questions are submitted to one of three evaluation groups
of the committee. The groups evaluate the questions, then submit them
to the committee for a full evaluation and final approval. Approved
questions are then submitted to the Board for Professional Land Surveying.
Arrangement: Chronological.
Access constraints: None
Use constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps: None prior to 1986.
Problems: None
Known related records in other agencies: None
Previous destructions: Destruction requests on file in the Archives
and Information Services Division of the Texas State Library were checked
for the Board of Professional Land Surveying and none were found for
this series or for equivalent or related series.
Publications based on records: None
Series data from agency schedule: No
Suggested series from state Records Retention Schedule: Yes
Title: Item Writing Committee meeting files
Series item number: 1.1
Agency item number:
Archival code:
Retention: PM
Recommendation: These files document a major function of the Board,
examination of surveyors for licensing or registration. The materials
of this committee are important because they develop the test items.
The test items are identified by number and not titled, so they are
not confidential. These files are considered a permanent in- house record,
with which I concur. The files are referred to regularly to check past
items, and when a question arises about a particular item, the files
also indicate which committee member wrote the item. These files are
not summarized in the Board minutes, so this is the best record of this
function of the Board. However, these files document the author of the
question more than the questions themselves. I recommend this series
be considered as non-archival. It should be added to the agency's retention
schedule. The agency staff currently consider this a permanent in-house
record for their purposes, therefore it should carry a retention period
of 'PM'.
return to top
Records Series Review
Series Title: Index to bonds and examination papers of licensed
land surveyors
Dates: 1920-1980 (bulk 1920-1954)
Agency: Texas Board of Professional Land Surveying
Obsolete record series? Yes
Replaced by: None
Ongoing record series? No
Annual accumulation:
Agency holdings: Retained by the agency in its offices permanently.
The volume dates from 1920-1980, but most entries are from 1920-1954,
about 1 cubic foot.
Archival holdings: None in the Archives and Information Services Division
of the Texas State Library.
Description: This volume served as an index to bonds and examination
papers of licensed state land surveyors. It lists the name, address,
county, dates, bond number, and remarks, which say when the bond was
issued, renewed, etc. Dates of entries are 1920-1954, with a few added
to 1980.
Purpose: This volume served as an index to bonds and examination papers
of licensed state land surveyors. It functions now as a roster of surveyors
for that time period.
Agency program: The Board of Examiners of Land Surveyors was created
by Senate Bill 157, 36th Legislature, 2nd Called Session, 1919. It was
composed of the Commissioner of the General Land Office and two members
appointed by the Governor with concurrence of the Senate. The Board
examined and licensed land surveyors in Texas. Examinations were optional
with 15 years experience prior to 1941 and required thereafter. Prior
to issuance of the license, the surveyor was required to submit a bond
and oath, which were recorded in the county of residence County Clerk's
office, then filed in the General Land Office. In 1977 the name was
changed to Board of Examiners of Licensed State Land Surveyors. West's
Texas Statutes and Codes, Article 5268.
Texas Board of Land Surveying was created by Senate Bill 313, 66th
Legislature, Regular Session, 1979. This bill consolidated the two existing
surveyor licensing boards-- the Board of Examiners of Licensed State
Land Surveyors and the State Board of Registration for Public Surveyors.
In 1989 the name was changed to its current form, the Texas Board of
Professional Land Surveying.
The Board of Professional Land Surveying regulates surveyors, through
examination and licensing, to ensure that Texas residents can obtain
competent and accurate surveys prepared by qualified surveyors.
Arrangement: Alphabetical by surveyor. End of volume contains an alphabetical
county list.
Access constraints: None
Use constraints: None
Indexes or finding aids required for/or an aid to access? No
Gaps: Entries are scant after 1954, none after 1980.
Problems: None
Known related records in other agencies: According to the statutes,
bonds were filed in the General Land Office. I checked with the archivist,
Michael Moore, of the GLO. They only have bonds of state surveyors from
1887-1920.
Previous destructions: Destruction requests on file in the Archives
and Information Services Division of the Texas State Library were checked
for the Board of Professional Land Surveying and none were found for
this series or for equivalent or related series.
Publications based on records: None. Later rosters of surveyors are
published (several between 1981-1994) and filed in the Clearinghouse.
The Board's newsletters publishes the names of new registrants as well.
This publication is also filed in the Clearinghouse.
Series data from agency schedule: No
Suggested series from state Records Retention Schedule: None
Title:
Series item number:
Agency item number:
Archival code:
Retention:
Recommendation: This is the only record of the earliest Board, the
Board of Examiners of Land Surveyors. This volume now functions as a
roster of the earlier surveyors. This information is not available elsewhere
and should be maintained. The Board rarely refers to the volume, when
it does, it is generally at the request of the General Land Office.
Uses of the volume by the General Land Office include verifying someone
was a surveyor, or when they became a licensed surveyor. Because this
is an obsolete record, it does not need to be added to the schedule.
I am recommending the record be considered as archival and transferred
to the Archives at the Board's earliest convenience. The Archives is
equipped to provide better storage conditions and can easily provide
reference service for the volume.
return to top
Record Series Review
Series Title: Strategic plans
Dates: 1992, 1994
Agency: Texas Board of Professional Land Surveying
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings: Retained by the agency in its offices permanently.
The agency holds two plans, dated 1992 and 1994, fractional.
Archival holdings: None in the Archives and Information Services Division
of the Texas State Library.
Archival requirement for this series is fulfilled by sending copies
to the Publications Clearinghouse. The Clearinghouse holds copies of
both plans, 1992 and 1994. (13 Texas Administrative Code, Section 3.3
(a)(3).)
Description: Strategic plans are long-range planning tools prepared
by the agency in which the goals and objectives of the agency are presented
along with performance measures for each. Plans contain a mission statement,
a statement of philosophy, and external/internal assessment of the agency,
and the goals of the agency. Each goal contains objectives, strategies,
and output measures for measuring and achieving the goals. Also present
is an organization chart of the agency. The Board of Professional Land
Surveying has prepared two plans, in 1992, 1994, with the planning time
frames 1992-1998 and 1995-1999, respectively.
Purpose: These plans are long-range planning tools prepared by the
agency which set forth goals and objectives of the agency over a multi-year
period.
Agency Program: The Board regulates surveyors, through examination
and licensing, to ensure that Texas residents can obtain competent and
accurate surveys prepared by qualified surveyors. The Board regulates
three groups of surveyors. It registers professional land surveyors,
who conduct land boundary and property surveys for the general public.
It also licenses state land surveyors, who conduct surveys on land which
the state or public free school land has an interest on, or on land
requiring an original survey for the purpose of filing field notes with
the General Land Office. And, it certifies surveyors-in-training. Licenses
and registrations are renewed annually. In 1989, continuing education
became a mandatory requirement for all license renewals. The Board also
establishes and enforces standards of conduct of registered and licensed
surveyors. Other functions of the Board include preparing and distributing
annually a roster of licensed and registered surveyors, and developing
and implementing a public information program regarding land surveying
and its regulation.
Vernon's Ann. Civ. St., Article 5282c.
Arrangement: Chronological
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to access? No
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 Texas State Library were checked
for the Board of Professional Land Surveying and none were found for
this series or for equivalent or related series.
Publications based on records: None
Scheduled record series? No
Suggested series from state Records Retention Schedule: Yes
Title: Strategic plans
Series item number: 1.1.055
Agency item number: to be assigned
Archival Code: A
Retention: PM
Recommendation: The strategic plans document the long-range planning
activities of the board and are already considered archival. Their archival
mandate is fulfilled by the agency sending copies of the reports to
the Publications Clearinghouse. The state recommended retention schedule
will be revised to carry an Archival Code of 'A' for this series. We
prefer the series carry an Archival Code of 'A'. A note should be added
to the Remarks column on the schedule, "Copies sent to the Publications
Clearinghouse fulfill the archival mandate."
SITE NAVIGATION TEXT LINKS