April 17, 2000, 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 North Lamar, Suite 400
Austin, TX 78752
Jo Ann Hodgson
Executive Assistant
Texas Board of Professional Land Surveying
7701 North Lamar, Suite 400
Austin, TX 78752
Project review
This is an addendum to the appraisal report prepared by the Archives
and Information Services Division of the Library and Archives Commission
dated March 1, 1996. During the review of the retention schedule of
the Board of Professional Land Surveying submitted for recertification
on July 16, 1999, several problems were noted. The first recertified
schedule submitted by the agency following the receipt of our appraisal
report, approved October 31, 1997, contained all the changes we requested.
However, on the retention schedule submitted for recertification this
past July, the agency changed the archival codes of two series, adding
back an "R" to one series appraised as non-archival - Correspondence,
administrative (agency item 4); and changing the "A" code
back to "R"- Agency rules, policy and procedures (agency
item 9). They also added an "R" code to a series not previously
reviewed - Legal opinions and advice (agency item 6), and added
three new series to the schedule that carry archival codes. Two of the
new series have an "R" code - Speeches (agency item
12) and Publication development files (agency item 32), one new
series has an "A" code - Meeting supporting documentation
(agency item 20).
I called the Records Management Officer, Sandy Smith, on January 5,
2000 to ask about the archival code changes and to request information
on the new series for the archival review. I have communicated with
Sandy Smith, and her assistant Jo Ann Hodgson, regarding these issues
several times between January 5 and March 20, 2000, through email and
phone calls. Ms. Hodgson has sent new pages for the retention schedule
(received March 22, 2000) that carry the correct archival codes for
the series we had previously reviewed. She will put the correct archival
codes for the series we are reviewing upon receipt of this report and
resubmit a new schedule for recertification at that point. We are reviewing
four series in this addendum - Legal opinions and advice (agency
item 6), Speeches (agency item 12), Meeting supporting documentation
(agency item 20), and Publication development files (agency item
32).
Archives Holdings
Archives holdings relevant to this report are:
Meeting supporting documentation, 1995-1997, 1 cubic ft.
These files contain minutes, agenda, correspondence, reports, pending
legislation, rules, legal documents, and other items submitted to the
board for review prior to their meetings. Dates covered are 1995-1997.
Minutes, 1955-1999, 0.94 cubic ft.
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 1955-1999.
Previous Destructions
Destruction requests on file in the Archives and Information Services
Division of the Library and Archives Commission were checked for the
Board of Professional Land Surveying and none have been submitted since
the date of the original appraisal report, March 1, 1996.
Project outcome
The appraisal of these series is complete. The following changes need
to be made for the series reviewed. All of these series have already
been added to the retention schedule by the agency, on copies received
by the Archives and Information Services Division on March 22, 2000.
Meeting supporting documentation - Maintain the archival code
of A on the retention schedule. We have received the transfer of files
from 1995-1997. Continue to transfer files to the Archives as their
retention period expires.
For the following two series, change the archival code of "R"
to "E". Put a note in the Remarks Column of the retention
schedule - "Archival review code removed subsequent to appraisal
by the Archives and Information Services Division, Library and Archives
Commission, April 17, 2000."
Legal opinions and advice (agency item 6)
Publication development files (agency item 32)
The series Speeches (agency item 12), does not contain any agency-produced
records and can be removed from the retention schedule. Since the speech
present was not produced by the agency it can be considered as reference
material, which is not listed on the retention schedule.
The agency needs to correct these series and resubmit the recertified
retention schedule to its assigned records consultant of the State and
Local Records Management Division of the Library and Archives Commission,
Ramon Noches.
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Record Series Reviews
Records Series Review
Series Title: Legal opinions and advice - Attorney General
Agency: Texas Board of Professional Land Surveying
Contact: Jo Ann Hodgson
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 3 opinions per year
Agency holdings:
Retained permanently by the agency. Dates of opinions are 1955-[ongoing].
Current holdings comprise one cubic ft.
Description:
These are legal opinions requested of the Attorney General by the Board
of Professional Land Surveying, concerning contested cases involving
the agency, or interpretation of rules, such as requesting an opinion
on the validity of the application process the agency uses in issuing
certificates to surveyor-in-training applicants. Dates covered are 1955-[ongoing].
Some, if not all, of these are confidential as attorney-client communications
- V.T.C.A., Government Code, Section 552.107(1), Texas Open Records
Act.
Purpose:
These opinions document legal advice provided to the agency by the Attorney
General.
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: Chronological
Access constraints:
Yes. Some, if not all, of these are confidential as attorney-client
communications - V.T.C.A., Government Code, Section 552.107(1), Texas
Open Records Act.
Use constraints: None
Indexes or finding aids required for/or an aid to access? None
Problems:
The agency said on their review form that these files were open, but
the opinion sent to us as an example of this series is marked as confidential
by the Attorney General under attorney-client privilege.
Known related records in other agencies:
The original opinions should be on file at 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 this
series and none were found for this series or for equivalent or related
series.
Publications based on records: None
Series data from agency schedule:
Title: Legal opinions and advice - Attorney General
Series item number: 1.1.014
Agency item number: 6
Archival code: I
Retention: PM
Texas Documents Collection holdings: None
Archival holdings:
None in the holdings of the Archives and Information Services Division
of the Library and Archives Commission.
Gaps: No opinions are present prior to 1955.
Appraisal decision:
We do not regularly appraise series of legal opinions from the Attorney
General's Office, as the record copy is kept at the Attorney General's
Office. When applicable, we appraise series of legal opinions and advice
of in-house counsel of agencies. In this agency, there is not an in-house
legal counsel, and the agency added an "R" code to this series,
thus we are reviewing.
These opinions primarily cover contested cases or rule interpretations.
These opinions do have evidential value at the agency, as they document
legal advice given, which could result in changes by the agency to the
way they operate or result in the issuance of new rules. The agency
intends to keep the legal opinions permanently. Since the record copy
is on file at the Attorney General's Office, and rule changes are discussed
in the meeting minutes and meeting supporting documentation files, these
opinions have been appraised as non-archival. The agency needs to change
the archival code of "R" to "E". Put a note in the
Remarks Column of the retention schedule - "Archival review code
removed subsequent to appraisal by the Archives and Information Services
Division, Library and Archives Commission, April 17, 2000." The
agency needs to clarify with the Attorney General if all of these opinions
are confidential and restrict the ones that are, and provide access
to those, if any, that are open.
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Records Series Review
Series Title: Meeting supporting documentation
Agency: Texas Board of Professional Land Surveying
Contact: Jo Ann Hodgson
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: less than 0.5 cubic ft.
Agency holdings:
Retained by the agency for two years after the end of the fiscal year.
Current holdings are 1998-[ongoing]. Files comprise about 1 cubic ft.
Description:
These files contain minutes, agenda, correspondence, reports, pending
legislation, rules, legal documents, and other items submitted to the
board members for review prior to their meetings. Dates covered are
1998-[ongoing]. Topics covered concern licensing and education activities
of the board, changes in rules and/or legislation affecting surveying
and/or agency activities, other surveying issues, litigation against
the board, and routine administration of the agency. Reports present
are those submitted by the executive director and board committees.
Correspondents include staff, board members, other government officials
and staff, professional societies, surveyors, engineers, and the general
public. Director's reports and committee reports in the past have been
filed as part of the minutes of the agency.
Purpose:
These files are used to inform board members of upcoming issues for
board meetings.
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: Chronological
Access constraints: None
Use constraints: None
Indexes or finding aids required for/or an aid to access? 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 this
series and none were found for this series or for equivalent or related
series.
Publications based on records: None
Series data from agency schedule:
Title: Meetings - supporting documentation
Series item number: 1.1.062
Agency item number: 20
Archival code: A
Retention: FE+2
Texas Documents Collection holdings: None
Archival holdings:
Meeting supporting documentation, 1995-1997, 1 cubic ft.
These files contain minutes, agenda, correspondence, reports, pending
legislation, rules, legal documents, and other items submitted to the
board members for review prior to their meetings. Dates covered are
1995-1997. Topics covered concern licensing and education activities
of the board, changes in rules and/or legislation affecting surveying
and/or agency activities, other surveying issues, litigation against
the board, and routine administration of the agency. Reports present
are those submitted by executive director and board committees. Correspondents
include staff, board members, other government officials and staff,
professional societies, surveyors, engineers, and the general public.
Director's reports and committee reports in the past have been filed
as part of the minutes, as described below in the series Minutes.
Minutes, 1955-1999, 0.94 cubic ft.
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 1955-1999. Items discussed at Board meetings include
applications, examinations, complaints, continuing education courses,
changes to rules and regulations, and correspondence.
Gaps:
Separate meeting supporting documentation files are not present prior
to 1995. Some committee reports and directors reports are included with
the minutes back to 1955.
Appraisal decision:
Meeting supporting documentation is already considered an archival series
as it provides primary materials needed by board members to use in formulating
decisions made at the meetings of the board. Maintain the archival code
of "A" for this series. Continue to transfer files to the
Archives and Information Services Division yearly as their retention
period is fulfilled.
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Records Series Review
Series Title: Speeches
Agency: Texas Board of Professional Land Surveying
Contact: Jo Ann Hodgson
Obsolete record series? Yes
Replaced by: none
Ongoing record series? No
Annual accumulation: N/A
Agency holdings:
One speech, dating sometime prior to 1979, fractional cubic ft. The
agency intends to maintain this permanently in-house.
Description:
This series consists of one speech made by a former Commissioner of
the General Land Office (GLO), Bascom Giles, about the duties of that
office, also covering some landmark judicial decisions re: surveying,
and a history of surveying in Texas and of the GLO. It is dated sometime
prior to 1979. It was received by the Board of Examiners of Licensed
State Land Surveyors prior to its merger with the State Board of Registration
for Public Surveyors in 1979. These boards combined to form the current
Board of Professional Land Surveying. The agency does not produce any
speeches.
Purpose:
This speech provides information about the duties of the General Land
Office.
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: Not applicable.
Access constraints: None
Use constraints: None
Indexes or finding aids required for/or an aid to access? None
Problems: None
Known related records in other agencies:
A copy could possibly be at the General Land Office.
Previous destructions:
Destruction requests on file in the Archives and Information Services
Division of the Library and Archives Commission were checked for this
series 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: 12
Archival code: I
Retention: PM
Texas Documents Collection holdings: None
Archival holdings:
None in the holdings of the Archives and Information Services Division
of the Library and Archives Commission.
Gaps: None
Appraisal decision:
This series consists of a speech given by a former commissioner of the
General Land Office, Bascom Giles. When we did the initial appraisal
report for the Board of Professional Land Surveying, we were told the
agency did not have any speeches and did not produce any. In the meantime,
staff uncovered this older speech in their files. They sent us a copy
for our review. Because the agency does not produce any speeches nor
maintain any old speeches given by agency staff, this series should
not be added to the schedule. The agency should remove this series from
the schedule.
Regarding the copy of the speech they sent us: it is a lengthy speech
by Bascom Giles about the duties of the General Land Office, also covering
some landmark judicial decisions re: surveying, and a history of surveying
in Texas and of the GLO. We will accession this speech as it is a source
of information about the General Land Office and its operations as presented
by the Commissioner.
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Records Series Review
Series Title: Publication development files
Agency: Texas Board of Professional Land Surveying
Contact: Jo Ann Hodgson
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Agency holdings:
Retained by the agency as long as administratively valuable, generally
less than a year. Dates covered are the late 1990s-[ongoing], fractional
cubic ft.
Description:
These are drafts of the agency's newsletter - Texas Board of Professional
Land Surveying Newsletter - sent to board members for review prior
to its release to the general public. Dates covered are the late 1990s-[ongoing].
The most significant items reported are changes to rules. Rule changes,
and comments re: the changes, are published in the Texas Register.
The newsletter also lists disciplinary actions taken against surveyors,
changes in agency operations, and provides general information about
the agency. Changes to and summaries of agency operations are published
in the annual financial report of the agency.
Purpose:
These are drafts of the agency newsletter prepared for review by board
members prior to publication.
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: Chronological
Access constraints: None
Use constraints: None
Indexes or finding aids required for/or an aid to access? 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 this
series and none were found for this series or for equivalent or related
series.
Publications based on records:
Texas Board of Professional Land Surveying Newsletter
Series data from agency schedule:
Title: Publication development files
Series item number: 1.3.001
Agency item number: 31
Archival code: R
Retention: AV
Texas Documents Collection holdings:
Texas Board of Professional Land Surveying Newsletter, 1989-1995.
Archival holdings:
None in the holdings of the Archives and Information Services Division
of the Library and Archives Commission.
Gaps: None
Appraisal decision:
These are drafts of the Texas Board of Professional Land Surveying
Newsletter, prepared for review by board members prior to its release.
The newsletter contains useful information about the agency - rule changes,
agency actions/activities, etc. Because the significant information
is available elsewhere, these drafts have been appraised as non-archival.
Change the archival code of "R" to "E". Put a note
in the Remarks Column of the retention schedule - "Archival review
code removed subsequent to appraisal by the Archives and Information
Services Division, Library and Archives Commission, April 17, 2000."
The agency should continue to send copies of the newsletter to the Publications
Depository Program of the Library and Archives Commission, beginning
with the year 1996, as it does not have any issues after 1995.
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