January 9, 2001, 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
Project review
This is an amendment to the April 17, 2000 appraisal report
addendum prepared by the Archives and Information Services Division
of the Library and Archives Commission. We are reviewing the meeting
notification letters found in the series Meeting supporting
documentation.
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
Meeting supporting documentation was reviewed by the State Archives
as an archival record in a April 17, 2000 addendum to the appraisal
report dated March 1, 1996. Meeting supporting documentation files
were transferred to the Archives in March 2000. After further
reviewing the records at the Archives, we have determined that
the meeting notification letters can be discarded. They are not
archival, and they contain the home addresses of Board members,
which are confidential under the Texas Open Records Act, V.T.C.A.,
Government Code, Section 552.117.
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Record Series Reviews
Amended Records Series Review
Series Title: Meeting supporting documentation, meeting
notification letters
Agency: Texas Board of Professional Land Surveying
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.
Following further review of these files, the Archives has determined
the meeting notification letters can be discarded. These are letters
sent to board members notifying them of upcoming meetings and
providing details of hotel arrangements. The letters are not archival,
and they contain the home addresses of Board members, which are
confidential under the Texas Open Records Act, V.T.C.A., Government
Code, Section 552.117. These letters can be removed from the files
prior to transfer to the Archives.
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