January 31, 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.
June Ann Moncrief
Records Administrator
9101 Burnet Road, Suite 201
Austin, TX 78758
Agency History and
Structure
The Structural Pest Control Board was created by
Senate Bill 910, 62nd Legislature, Regular Session, 1971. It was
originally composed of six members, increasing to nine members
in 1979. Ex officio members are the Commissioner of Agriculture
and the Commissioner of Health or their representatives, and a
representative from Texas A & M University. The remaining six
members are appointed by the Governor with the advice and consent
of the Senate to six- year overlapping terms. Three of these must
have been engaged in professional structural pest control for
the preceding five years, each representing a different business;
the other three must not be board licensed. The Governor designates
the chair.
The Structural Pest Control Board works to protect
the health and welfare of citizens and the environment against
the misuse of pesticides and promotes standards for the industry.
Major responsibilities of the Board are promulgating rules and
regulations for licensing, examination, and training; administering
licensing exams or granting waivers when appropriate; issuing
licenses in four categories--business, certified commercial applicator,
certified non-commercial applicator, and technician; inspecting
pest control work of licensees; investigating allegations of improper
application of pesticides or other violations of the Structural
Pest Control Act; administering mandatory continuing education
for certified applicators; and operating a public information
program about the practice and regulation of structural pest control
in the state. The Board also acts as the investigative arm of
the Environmental Protection Agency in Texas. This includes investigation
and referral to the EPA violations of the Federal Insecticide,
Fungicide, and Rodenticide Act. They receive funding from the
EPA for carrying out these functions.
In 1993 the 73rd Legislature mandated that an Integrated
Pest Management Program (IPMP) be created for schools. The Board
has the responsibility for developing standards and criteria for
the use of pesticides and other related chemical agents at school
buildings and other facilities of school districts. Schools must
adopt an IPMP by September 1, 1995.
There are approximately 35 full-time equivalent
employees and no formal divisions.
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Project Review
I was assigned to review the records of the Structural
Pest Control Board in October, 1995. I have reviewed the agency
history in the Guide to Texas State Agencies (1972, 4th
edition and 1993, 8th edition), and further studied the functions
of the agency by reviewing Vernon's Ann. Civ. St., Article 135b-6;
22 Texas Administrative Code, Part 25; several reports of the
Structural Pest Control Board--Annual Financial Report for FY
1994, Request for Legislative Appropriations for FY 1996/97, and
the Strategic Plan for the 1995-1999 Period; and a Sunset Commission
report on the Board, 1991. I have reviewed the Board's records
retention schedule, and the records of the Board already housed
in the State Archives.
On the current schedule of the Board there are seven
series designated as archival ('A' code), and fourteen designated
for archival review ('R' code). The archival series are: Biennial
budget requests, Meeting agenda, Meeting minutes, Proof of publication,
Organization charts, Executive orders, and License log.
The archival review series are: Correspondence, Administrative;
Correspondence, Enforcement; Publication files, Prints, drafts;
Publication files, Record copy; Administrative reports; Board
minutes; Personnel and policy manuals; Reports and studies; Hardship
license files; Exam applications and results; Exam aides; Exam
test series; Investigator weekly reports; and Complaint
files.
I discussed questions about the retention schedule
with the records consultant assigned to the Structural Pest Control
Board, Kay Steed. 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 the Executive
Director and the records administrator of the Board. On November
10, 1995, the records analyst, Kay Steed, and I met with the records
administrator of the Board, June Moncrief, and Denis Bell, an
administrative assistant with that agency, to ask questions about
specific series and answer questions 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. It was discovered that several 'A'
or 'R' items on the schedule were either miscoded or empty series.
Actions taken concerning the miscoded series are detailed in the
Project outcome section of this report.
There are also two series of possible archival
value which do not appear on the schedule--Press releases and
Continuing education materials. I was able to gather some
information about these series as well and prepared an appraisal
report for each of these series. Additionally, I prepared an appraisal
series report for two series already deemed as permanent--Reports,
annual and biennial, listed on the schedule, and Strategic
plan, not currently on the schedule but should be added. These
series should be coded as archival on the retention schedule.
After the meeting, the Records Administrator for
the Board sent copies of organization charts and of minutes missing
from our holdings, so we now have a complete set of minutes through
August 1995. I made two follow-up calls after the initial meeting
to get enough information to complete the appraisal report.
Archives Holdings
Minutes, September, 1971 - August, 1995.
Minutes of the Structural Pest Control Board. Occasional attachments
are present, including proposed rules and correspondence. Meeting
agenda are not present.
Previous Destructions
Destruction requests on file in the Archives and
Information Services Division of the Texas State Library were
checked for the Structural Pest Control Board and none were found.
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 agenda, Meeting minutes,
and Organization charts. These series already have
Archival Codes of 'A'.
Series 8 Meeting agenda - Send copies of all agenda
to the Archives, dating from 1971-1995. Recommend combining
this series with Meeting minutes.
Series 9 Meeting minutes - Send copies to the Archives,
preferably on a annual basis, or else regularly after the board
meetings. Recommend combining Meeting agenda with this series.
Series 16 Organization charts - Send copies to the Archives
as these are superseded.
Three other archival series have their archival
requirement met by sending copies of publications to the Publications
Clearinghouse. These series are Biennial budget requests; Reports,
Annual and biennial; and Strategic plans.
Series 3 Biennial budget requests - Schedule is correct
and sufficient.
Series 15 Reports, Annual and biennial - Add an Archival
Code of 'A' to the schedule.
No series number Strategic plans - Add this series to
the retention schedule. The Archival Code is 'A' and the retention
period is 'PM'.
Three of the archival review series have been determined
to have archival value. These are Correspondence, Administrative;
Correspondence, Enforcement; and Personnel and policy manuals.
A series to be added to the schedule, Press releases, also
has been determined to have archival value.
Series 4 Correspondence, Administrative - Revise the
Archival Code from 'R' to 'A'. Transfer to the Archives records
dating c. 1986-1992. Weed out the general correspondence prior
to transfer. Thereafter, transfer files yearly after the retention
period has been met.
Series 5 Correspondence, Enforcement - Revise the Archival
Code from 'R' to 'A'. Transfer to the Archives records dating
c. 1986-1992. Thereafter, transfer files yearly after the retention
period has been met.
Series 18 Personnel and policy manuals - Remove the
personnel manual from this series and transfer to a series in
the personnel records section of the schedule. Change the name
of the series to Policy manuals and revise the Archival Code
from 'R' to 'A'. Send to the Archives a copy of the policy manual
and updates as sections are superseded, but no more often than
yearly if possible.
No series number Press Releases - Add to the record
retention schedule and assign an Archival Code of 'A'. Transfer
these annually to the Archives after the retention period has
been met.
The agency considers the series License Log
to be a permanent in-house record. This series is not considered
archival. The 'A' code needs to be removed from the schedule.
The following 'R' series should be considered as
non- archival and the 'R' code removed from the records retention
schedule. These series are: Publication files, prints, drafts;
Hardship license files; Exam applications and results; Exam aides;
Exam test series; Investigator weekly reports; and Complaint
files.
Regarding a potential series of speeches, I was
informed that while the executive director does give periodic
speeches, apparently he prepares an outline and creates his speech
from the outline as he speaks. These outlines are not kept.
There are several continuing education series which
should be added to the records retention schedule, however none
of these are archival. The records consultant can help the Board
set up the proper retention periods for these. These series are:
CEU Course outline and date verification; CEU Provider attendance
list; and CEU Course evaluation. The first series was
reviewed for archival value and it was recommended that it not
be considered archival.
Several series with the Archival Code of 'A' or
'R' were either miscoded or empty series. A summary of action
to be taken regarding series in these categories follows.
Series 10 Proof of publication - This was miscoded
as having an Archival Code of 'A'. This series does not have
an Archival Code. Remove the 'A' from the schedule.
Series 13 Publication files, Record copy - These are
agency publications whose archival mandate is fulfilled by sending
copies to the Publications Clearinghouse. This series does not
carry an Archival Code. Remove the 'R' code from the schedule.
Series 14 Administrative reports - This is an empty
series, put on the retention schedule in case the agency ever
created such reports. Remove the series from the schedule and
reinstate if the agency begins creating these reports.
Series 17 Board minutes - This is duplicate listing
of minutes of the Board. The correct series is Meeting minutes.
Remove the series Board minutes from the schedule.
Series 19 Executive orders - This is an empty series.
The Board has only issued one known executive order which was
discarded some time ago. Remove the series from the schedule
and reinstate if the agency begins issuing these orders.
Series 20 Reports and studies - This is an empty series,
put on the retention schedule in case the agency ever created
such reports. Remove the series from the schedule and reinstate
if the agency begins creating these reports. Any reports the
Board does create at the request of another agency are filed
with that agency's administrative correspondence file.
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Record Series
Reviews
Record Series Review
Series Title: Biennial budget requests
Agency: Structural Pest Control Board
Dates: 1974-1979, 1982-[ongoing]
Current total volume and dates: 0.25 cubic feet
Retained by the agency for six years after completion of the record.
Actual holdings of the agency are 1990-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: These records are housed
at the offices of the Structural Pest Control Board.
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 Publication Clearinghouse. The Clearinghouse
holds 1974-1979, 1982-[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 Structural Pest Control Board submitted to the
Legislative Budget Board and others. The records date from 1974-1979,
and 1982-[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 Structural Pest
Control Board was created by Senate Bill 910, 62nd Legislature,
Regular Session, 1971. The Board works to protect the health and
welfare of citizens and the environment against the misuse of
pesticides and promotes standards for the industry.
Vernon's Ann. Civ. St., Article 135b-6.
Arrangement: Chronological
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid
to access? No
Gaps? The Board may have earlier copies (pre 1990)
in storage, but they are unsure if they do, and where they would
be stored.
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 Structural Pest Control
Board 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 Structural Pest
Control Board's retention schedule is correct and sufficient.
The archival requirement for these records is fulfilled by sending
copies to the Publications Clearinghouse of the Texas State Library.
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Record Series Review
Series Title: Correspondence, Administrative
Agency: Structural Pest Control Board
Dates: c. 1986-[ongoing]
Current total volume and dates: 43 cubic feet
Retained by the agency for three years according to the schedule.
However, the present holdings of the agency are c. 1986-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 9 cubic feet
Current Agency Location: Records dating c. 1986-1993
are housed in offsite storage (PS Storage), those dating 1994-[ongoing]
are kept at the offices of the Structural Pest Control Board.
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 other state agencies, board members, interest
groups, businesses, and others. Reports or studies prepared by
the board at the request of other state agencies are also filed
in this series, with the correspondence of the agency requesting
the information. Dates covered are c. 1986- [ongoing]. The correspondence
documents the major functions of the agency in regulating structural
pest control in Texas, including the licensing of businesses and
certified applicators, training, administering continuing education
programs, and operating a public information program. Correspondence
relating to complaints and enforcement activities of the board
are filed in another series, Correspondence, Enforcement. Some
routine correspondence is present but will be excluded from this
series following the creation of a general correspondence series.
Purpose: This series documents the agency's handling
of its functions in regulating the structural pest control business,
including regulation, licensing, training, continuing education,
and public information.
Agency Program: The Structural Pest Control Board
works to protect the health and welfare of citizens and the environment
against the misuse of pesticides and promotes standards for the
industry. Major responsibilities of the Board are promulgating
rules and regulations for licensing, examination, and training;
administering licensing exams or granting waivers when appropriate;
issuing licenses; inspecting pest control work of licensees; investigating
allegations of improper application of pesticides or other violations
of the Structural Pest Control Act; administering mandatory continuing
education for certified applicators; and operating a public information
program about the practice and regulation of structural pest control
in the state.
Vernon's Ann. Civ. St., Article 135b-6.
Arrangement: Alphabetical by agency name or other
correspondent.
Access Constraints: Older agency records are stored
offsite.
Use Constraints: None
Indexes or finding aids required for/or an aid to
access? No
Gaps? These records are only present for the past
10 years of the agency's 24 year existence.
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 Structural Pest Control Board
and none were found for this series or for equivalent or related
series.
Publications based on records: None
Scheduled record series? Yes
Title: Correspondence, Administrative
Series item number: 1.1.007
Agency item number: 4
Archival Code: R
Retention: 3
Recommendation: This correspondence documents major
agency actions and the agency's relationship with other state
agencies, the board, licensees, and others. Although some general
correspondence is present, a separate series is supposed to be
created for the general correspondence in the near future which
would remove routine items from the administrative correspondence.
Also, in-house reports or studies prepared by the board at the
request of other state agencies are filed in this series, in the
file of the agency requesting the information. Copies of these
reports are not filed in any other series. I recommend this series
be designated as archival and the Archival Code on the retention
schedule be changed to 'A'. Transfer the correspondence dating
c. 1986- 1992 to the Archives, as these records have fulfilled
their retention requirements. Prior to the transfer, the agency
needs to weed out the general correspondence. Upon receipt of
these weeded correspondence files, we will reappraise for archival
value. If not weeded sufficiently, we will offer further training
to the staff on identifying administrative correspondence. If
we determine agency functions are adequately covered in other
archival series, we will remove the archival code.
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Record Series Review
Series Title: Correspondence, Enforcement
Agency: Structural Pest Control Board
Dates: c. 1986-[ongoing]
Current total volume and dates: 10 cubic feet
Retained by the agency for three years according to the schedule.
However, the present holdings of the agency are c. 1986-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 3 cubic feet
Current Agency Location: Records dating c. 1986-1993
are housed in offsite storage (PS Storage), those dating 1994-[ongoing]
are kept at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information
Services Division of the Texas State Library.
Description: Incoming and outgoing correspondence
between the Executive Director or other agency staff with other
state agencies, the Environmental Protection Agency, complainants
and complaintees, and manufacturers. Attachments with the letters
may include brochures and information sheets. Dates covered are
c. 1986 - [ongoing]. Topics covered focus on enforcement issues,
complaints, new products, and new or amended procedures used in
various pesticide applications. Some correspondence about complaints
is present. However, if a complaint file is created (for investigation
purposes) any correspondence concerning the complaint is removed
from these files and placed in the Complaint files, a separate
series. Correspondence concerning the other major functions of
the board--licensing, training, administration of continuing education,
and operating a public information program can be found in the
series, Correspondence, Administrative.
Purpose: The series documents Board activities in
the enforcement of the Structural Pest Control Act and the Federal
Insecticide, Fungicide, and Rodenticide Act in Texas. The series
also serves as the repository for information on new products,
and new or amended procedures in pesticide applications.
Agency Program: The Structural Pest Control Board
works to protect the health and welfare of citizens and the environment
against the misuse of pesticides and promotes standards for the
industry. Enforcement responsibilities of the Board include promulgating
rules and regulations concerning investigation and enforcement
activities; inspecting pest control work of licensees; and investigating
allegations of improper application of pesticides or other violations
of the Structural Pest Control Act. The board also acts as the
investigative arm of the EPA in Texas by investigating and referring
to the EPA violations of the Federal Insecticide, Fungicide, and
Rodenticide Act.
Vernon's Ann. Civ. St., Article 135b-6, Sections 4, 4C-D.
Arrangement: Arranged alphabetically by correspondent.
Access Constraints: Older agency records are stored
offsite.
Use Constraints: None
Indexes or finding aids required for/or an aid to
access? No
Gaps? These records are only present for the past
10 years of the agency's 24 year existence.
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 Structural Pest Control Board
and none were found for this series or for equivalent or related
series.
Publications based on records: None
Scheduled record series? Yes
Title: Correspondence, Enforcement
Series item number: 1.1.007
Agency item number: 5
Archival Code: R
Retention: 3
Recommendation: The correspondence documents one
of the major functions of the board, the enforcement of structural
pest control regulations and procedures. It also documents the
board's activities as the investigative arm of the EPA in Texas.
Additionally, it serves as the repository for information on new
products, and new or amended procedures in pesticide applications.
I recommend this series be designated as archival and the Archival
Code in the retention schedule be changed to 'A'. The correspondence
dating c. 1986-1992 can now be transferred to the Archives, as
these records have fulfilled their retention requirements.
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Record Series Review
Series Title: Meeting agenda
Agency: Structural Pest Control Board
Dates: 1971-[ongoing]
Current total volume and dates: fractional
Retained by the agency permanently. The present holdings of the
agency are 1971-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: These records are housed
at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information
Services Division of the Texas State Library.
Description: Meeting agenda list the items to be
discussed at the Structural Pest Control Board meetings. Dates
are 1971- [ongoing].
Purpose: The agenda inform the public and board
members of the items up for discussion at the Board meetings.
Agency Program: The Structural Pest Control Board
was created in 1971, Senate Bill 910, 62nd Legislature, Regular
Session. It was originally composed of six members, increasing
to nine members in 1979. Ex officio members are the Commissioner
of Agriculture and the Commissioner of Health or their representatives,
and a representative from Texas A & M University. The remaining
six members are appointed by the Governor with the advice and
consent of the Senate to six- year overlapping terms. Three of
these must have been engaged in professional structural pest control
for the preceding five years, each representing a different business;
the other three must not be board licensed. The Governor designates
the chair.
The Structural Pest Control Board works to protect
the health and welfare of citizens and the environment against
the misuse of pesticides and promotes standards for the industry.
Major responsibilities of the Board are promulgating rules and
regulations for licensing, examination, and training; administering
licensing exams or granting waivers when appropriate; issuing
licenses; inspecting pest control work of licensees; investigating
allegations of improper application of pesticides or other violations
of the Structural Pest Control Act; administering mandatory continuing
education for certified applicators; and operating a public information
program about the practice and regulation of structural pest control
in the state. The Board also acts as the investigative arm of
the Environmental Protection Agency in Texas.
In 1993 the 73rd Legislature mandated that an Integrated
Pest Management Program (IPMP) be created for schools. The Board
has the responsibility for developing standards and criteria for
the use of pesticides and other related chemical agents at school
buildings and other facilities of school districts.
22 Texas Administrative Code, Part 25, Chapter 591, Section 591.5
(e).
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? 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 Structural Pest Control
Board and none were found for this series or for equivalent or
related series.
Publications based on records: None
Scheduled record series?
Title: Meeting agenda
Series item number: 1.1.016
Agency item number: 8
Archival Code: A
Retention: PM
Recommendation: Meeting agenda serve to inform the
board members and public of upcoming items for discussion at the
Board meetings. I recommend the agency combine the meeting agenda
with the series Meeting minutes. If not, a note needs to
be added to the remarks section "Copy sent to the State Archives",
as is done with the minutes. The agency needs to send copies of
all the agenda to the Archives, dating from 1971-1995. For future
transfers, copies of agenda can be sent to the Archives along
with the meeting minutes.
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Record Series Review
Series Title: Meeting minutes
Agency: Structural Pest Control Board
Dates: 1971-[ongoing]
Current total volume and dates: 1 cubic foot
Retained by the agency permanently. The present holdings of the
agency are 1971-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: These records are housed
at the offices of the Structural Pest Control Board.
Archival holdings: Minutes, September 1971 -
August 1995. Minutes of the Structural Pest Control Board.
Occasional attachments are present, including proposed rules and
correspondence. Meeting agenda are not present. These files comprise
one cubic foot.
Description: Minutes of the meetings of the Structural
Pest Control Board, dating 1971-[ongoing]. Attachments present
include proposed rules and correspondence. Meeting agenda are
not present. A separate series exists for the agenda, Meeting
agenda. Actions taken at these meetings include discussing
proposed changes in rules; discussing pest control concerns and
techniques; listing approved administrative penalties imposed
on businesses or applicators; voting on the administrative law
judge's recommendations on hearings before the board; and discussing
personnel activities, including meetings attended and speeches
given by the executive director and other agency personnel.
Purpose: The series documents the decisions of
the Structural Pest Control Board formulated at their board meetings.
Agency Program: The Structural Pest Control Board
was created by Senate Bill 910, 62nd Legislature, Regular Session,
1971. It was originally composed of six members, increasing to
nine members in 1979. Ex officio members are the Commissioner
of Agriculture and the Commissioner of Health or their representatives,
and a representative from Texas A & M University. The remaining
six members are appointed by the Governor with the advice and
consent of the Senate to six- year overlapping terms. Three of
these must have been engaged in professional structural pest control
for the preceding five years, each representing a different business;
the other three must not be board licensed. The Governor designates
the chair.
The Structural Pest Control Board works to protect
the health and welfare of citizens and the environment against
the misuse of pesticides and promotes standards for the industry.
Major responsibilities of the Board are promulgating rules and
regulations for licensing, examination, and training; administering
licensing exams or granting waivers when appropriate; issuing
licenses; inspecting pest control work of licensees; investigating
allegations of improper application of pesticides or other violations
of the Structural Pest Control Act; administering mandatory continuing
education for certified applicators; and operating a public information
program about the practice and regulation of structural pest control
in the state. The Board also acts as the investigative arm of
the Environmental Protection Agency in Texas.
In 1993 the 73rd Legislature mandated that an Integrated
Pest Management Program (IPMP) be created for schools. The Board
has the responsibility for developing standards and criteria for
the use of pesticides and other related chemical agents at school
buildings and other facilities of school districts.
22 Texas Administrative Code, Part 25, Chapter 591, Section 591.5
(e).
Arrangement: Chronological, by date of meeting.
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: No
Previous destructions: Destruction requests on
file in the Archives and Information Services Division of the
Texas State Library were checked for the Structural Pest Control
Board and none were found for this series or for equivalent or
related series.
Publications based on records: None
Scheduled record series: Yes
Title: Meeting minutes
Series item number: 1.1.017
Agency item number: 9
Archival Code: A
Retention: PM
Recommendation: Minutes of state agency board and/or
commission meetings provide primary evidence of the functions
and policy formulation of the highest echelon of the agency. The
Structural Pest Control Board's retention schedule is correct
and sufficient. Meeting agenda should be added to this
series as they complement one another. Copies of the minutes and
agenda can be sent to the Archives on a annual basis, or regularly
after the board meetings.
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Record Series Review
Series Title: Publication files, prints, drafts
Agency: Structural Pest Control Board
Dates: c. 1988-[ongoing]
Current total volume and dates: 3 cubic feet
Retained by the agency until superseded according to the schedule.
However, the present holdings of the agency are c. 1988-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: Records dating c. 1988-1993
are housed in offsite storage (PS Storage), those dating 1994-[ongoing]
are kept at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information
Services Division of the Texas State Library.
Copies of these publications based on the drafts
are housed in the Publications Clearinghouse, Texas State Library.
These are the Newsletter, 1984-[ongoing], and the Structural
Pest Control laws and regulations, 1987 (plus updates), and
an earlier edition from 1980.
Description: These are final drafts and proofs
of newsletters and "lawbooks"--a publication containing the rules
and regulations of the board. These are produced by the Structural
Pest Control Board and are deposited in the Publications Clearinghouse
of the Texas State Library. Dates are c. 1988-[ongoing].
Purpose: Publication of the lawbooks makes available
the rules and regulations of the Board to the public. The newsletters
make available to the public activities of the board and items
of public interest.
Agency Program: The Structural Pest Control Board
works to protect the health and welfare of citizens and the environment
against the misuse of pesticides and promotes standards for the
industry. Among it's duties, the Board promulgates rules and regulations
for licensing, examination, and training of businesses and certified
applicators in the structural pest control business. The Board
also makes available to the public information about practice
and regulation of structural pest control in the state.
Vernon's Ann. Civ. St., Article 135b-6, Sections 4(d), 4F(a).
Arrangement: By publication and issue (for newsletters).
Access Constraints: Older agency records are stored
offsite.
Use Constraints: None
Indexes or finding aids required for/or an aid to
access? No
Gaps? No records are present prior to c. 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
Texas State Library were checked for the Structural Pest Control
Board and none were found for this series or for equivalent or
related series.
Publications based on records: Yes, the Newsletter
of the Structural Pest Control Board; and Structural Pest Control
laws and regulations.
Scheduled record series? Yes
Title: Publication files, prints, drafts
Series item number: 1.1.028
Agency item number: 12
Archival Code: R
Retention: US
Recommendation: These drafts and proofs do not contain
notes or other materials which could illustrate editorial changes.
I recommend this series not be designated as archival as both
publications, the newsletter and the rules and regulations, are
deposited in the Publications Clearinghouse. The Archival Code
of 'R' on the retention schedule should be removed.
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Record Series Review
Series Title: Organization charts
Agency: Structural Pest Control Board
Dates: undated
Current total volume and dates: fractional
Retained by the agency until superseded.
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: These records are housed
at the offices of the Structural Pest Control Board.
Archival holdings: Organization charts, undated
The size of the file is fractional.
Description: These charts illustrate graphically
the administrative structure of the different functional units
within the agency. Several charts are present but are undated.
Purpose: These charts illustrate graphically the
administrative structure of the different functional units within
the agency.
Agency Program: The Structural Pest Control Board
works to protect the health and welfare of citizens and the environment
against the misuse of pesticides and promotes standards for the
industry. Major responsibilities of the Board are promulgating
rules and regulations for licensing, examination, and training;
administering licensing exams; issuing licenses; inspecting pest
control work; investigating allegations of improper application
of pesticides or other violations of the Structural Pest Control
Act; administering mandatory continuing education; and operating
a public information program about the practice and regulation
of structural pest control. The Board also acts as the investigative
arm of the Environmental Protection Agency in Texas. Additionally,
the Board has the responsibility for developing standards and
criteria for the use of pesticides and other related chemical
agents at school buildings and other facilities of school districts.
Vernon's Ann. Civ. St., Article 135b-6.
Arrangement: Unarranged.
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 Structural Pest Control
Board and none were found for this series or for equivalent or
related series.
Publications based on records: Copies of the organization
chart appear in the agency's Strategic Plan.
Scheduled record series?
Title: Organization charts
Series item number: 1.1.023
Agency item number: 16
Archival Code: A
Retention: US
Recommendation: Organization charts provide a graphic
description of the administrative structure of the functional
units of an agency. These are considered to be archival. The Structural
Pest Control Board's retention schedule is correct and sufficient.
Copies of the charts can be sent to the Archives as they are superseded.
I suggest future organization charts be dated.
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Record Series Review
Series Title: Reports, Annual and biennial
Agency: Structural Pest Control Board
Dates: 1984-[ongoing]
Current total volume and dates: fractional
Retained by the agency permanently according to the schedule.
However, the present holdings of the agency are 1990-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: These records are housed
at the offices of the Structural Pest Control Board.
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 Publication Clearinghouse. The Clearinghouse
holds 1984-[ongoing]. Fifty-five copies of annual or biennial
reports (includes narrative description) must be sent to the Publications
Clearinghouse (13 Texas Administrative Code, Section 3.3 (a)(1)
(A)).
Description: These are annual reports prepared by
the board which summarize the activities of the board for the
fiscal year. Dates covered are 1984-[ongoing]. The majority of
the information presented is statistical, providing fiscal information
concerning the appropriations and expenditures of the board. A
narrative section is present which describes the functions of
the board, and lists several categories of information, including
the number of licenses issued; the number of applicants taking
the exam and number passing; the number of complaints received
and the action taken by the board; the number of inspections performed,
categorized by type, i.e., businesses, certified applicators,
chemical records, pretreatment observations, etc.; and the number
of contacts made during investigations by type of contacts, i.e.,
human exposure, property damage, misapplication, federal investigations,
integrated pest management (IPM) to schools, etc.
Purpose: These reports provide summary documentation
of the activities of the board over the fiscal year.
Agency Program: The Structural Pest Control Board
works to protect the health and welfare of citizens and the environment
against the misuse of pesticides and promotes standards for the
industry.
Vernon's Ann. Civ. St., Article 135b-6, Section 8.
Arrangement: Chronologically, by fiscal year.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to
access? No
Gaps? Publications Clearinghouse is missing the
years 1971-1983. The agency has copies from 1990-[ongoing]. They
may have copies from earlier years in storage, but they do not
know where those would be.
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 Structural Pest Control
Board and none were found for this series or for equivalent or
related series.
Publications based on records: None
Scheduled record series? Yes
Title: Reports, annual and biennial
Series item number: 1.1.032
Agency item number: 15
Archival Code:
Retention: PM
Recommendation: These reports summarize the activities
of the board over each fiscal year. 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 Archival Code on the retention schedule be changed to 'A'.
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Record Series Review
Series Title: Personnel and policy manuals
Agency: Structural Pest Control Board
Dates: c. 1992-[ongoing]
Current total volume and dates: fractional
Retained by the agency until superseded. The present holdings
of the agency are c. 1992-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: These records are housed
at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information
Services Division of the Texas State Library.
Description: This series contains a personnel manual,
covering routine employee matters--time, travel, absences, etc.;
and a policy manual. The policy manual contains agency policies
for various licensing and regulation procedures, instructions
on techniques, and lists changes in rules and regulations. Dates
of these manuals are c. 1992-[ongoing].
Purpose: The policy manual documents agency policies
and their implementation. The personnel manual documents the policies
of the board in regards to employees and routine personnel issues.
Agency Program: The Structural Pest Control Board
works to protect the health and welfare of citizens and the environment
against the misuse of pesticides and promotes standards for the
industry. Major responsibilities of the Board are promulgating
rules and regulations for licensing, examination, and training;
administering licensing exams; issuing licenses; inspecting pest
control work; investigating allegations of improper application
of pesticides or other violations of the Structural Pest Control
Act; administering mandatory continuing education; and operating
a public information program about the practice and regulation
of structural pest control. The Board also acts as the investigative
arm of the Environmental Protection Agency in Texas. Additionally,
the Board has the responsibility for developing standards and
criteria for the use of pesticides and other related chemical
agents at school buildings and other facilities of school districts.
Vernon's Ann. Civ. St., Article 135b-6.
Arrangement: Topical.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to
access? No
Gaps? Older manuals have not been retained by board
in the past.
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 Structural Pest Control
Board and none were found for this series or for equivalent or
related series.
Publications based on records: None
Scheduled record series? Yes
Title: Personnel and policy manuals
Series item number: 1.1.025
Agency item number: 18
Archival Code: R
Retention: US
Recommendation: The policy manual covers the agency's
policies, instructions on techniques, and lists changes in rules
and regulations. I recommend that the policy manual remain in
this series, with the name changed to Policy manuals, and that
the series be made archival. The agency considers this a permanent
in- house tool. It should carry an Archival Code 'A' and be changed
to PM on the schedule with the note that a copy needs to be sent
to the State Archives, and updates as sections are superseded.
The personnel manual concerns routine employee
matters and is not archival. I recommend that it be removed from
this series and placed in a series, Personnel manuals, somewhere
in the personnel records section on the retention schedule.
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Record Series Review
Series Title: Hardship license files
Agency: Structural Pest Control Board
Dates: c. 1980-[ongoing]
Current total volume and dates: fractional
Retained by the agency for five years after completed/closed according
to the schedule. However, the present holdings of the agency are
c. 1980-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: Records dating c. 1980-1993
are housed in offsite storage (PS Storage), those dating 1994-[ongoing]
are kept at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information
Services Division of the Texas State Library.
Description: These are letters from the executive
director or other agency staff to licensees granting them a hardship
license. Dates covered are c. 1980-[ongoing]. A copy of the letter
is filed in the licensee's file.
Purpose: These records are created to notify applicants
for a hardship license that the hardship license was granted.
Agency Program: The Structural Pest Control Board
works to protect the health and welfare of citizens and the environment
against the misuse of pesticides and promotes standards for the
industry. Licensing responsibilities of the Board are promulgating
rules and regulations for licensing, examination, and training;
administering licensing exams or granting waivers when appropriate;
and issuing licenses.
Vernon's Ann. Civ. St., Article 135b-6, Section 4.
Arrangement: Alphabetical
Access Constraints: None
Use Constraints: Older agency records are stored
offsite.
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 Structural Pest Control
Board and none were found for this series or for equivalent or
related series.
Publications based on records: None
Scheduled record series? Yes
Title: Hardship license files
Series item number: 1.
Agency item number: 33
Archival Code: R
Retention: AC+5
Recommendation: This is a routine correspondence
series documenting recipients of hardship licenses. None of the
other license files on the schedule are coded for archival review,
this appears to be inadvertently coded as such. I recommend that
these records be considered as non-archival and that the 'R' code
be removed from the records retention schedule. The agency should
change the retention period of this series to more accurately
reflect the length of time these files are being retained. The
records consultant can assist the agency in determining the proper
time period for retention of these files.
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Record Series Review
Series Title: License log
Agency: Structural Pest Control Board
Dates: c. 1980-[ongoing]
Current total volume and dates: 1.5 cubic feet
Retained by the agency permanently. The present holdings of the
agency are c. 1980-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: These records are kept
at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information
Services Division of the Texas State Library.
Description: This series consists of two bound log
books of licenses issued by the Structural Pest Control Board.
The business log records the license number, business name, and
date issued. The certified applicator log records the license
number, certified applicator's name, and date issued. Technicians
are not maintained in the logbooks as they work under the supervision
of certified applicators. Dates covered are c. 1980-[ongoing].
Purpose: These records record the businesses and
individuals licensed to perform structural pest control work.
Agency Program: The Structural Pest Control Board
works to protect the health and welfare of citizens and the environment
against the misuse of pesticides and promotes standards for the
industry. Licensing responsibilities of the Board include promulgating
rules and regulations for licensing, examination, and training;
administering licensing exams or granting waivers when appropriate;
and issuing licenses in four categories--business, certified commercial
applicator, certified non-commercial applicator, and technicians.
Vernon's Ann. Civ. St., Article 135b-6, Section 4 (a-e).
Arrangement: By fiscal year, then license number
for each volume.
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 Structural Pest Control
Board and none were found for this series or for equivalent or
related series.
Publications based on records: The number of licenses
and types of licenses issued each year by the board is listed
in the annual report of the board.
Scheduled record series? Yes
Title: License log
Series item number: 1.
Agency item number: 38
Archival Code: A
Retention: PM
Recommendation: This is a listing of all certified
applicators and businesses issued licenses by the Structural Pest
Control Board. The Board needs to keep these logs in-house for
their use in issuing and renewing licenses for businesses and
individuals. Although this is a good summary record of licenses
issued by the Board, the data is further summarized in the annual
reports. I recommend this not be considered an archival record
and that the 'A' code be removed from the retention schedule.
The agency has designated this as a permanent in-house record,
so this item should retain its 'PM' designation on the schedule.
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Record Series Review
Series Title: Exam applications and results
Agency: Structural Pest Control Board
Dates: 1994-[ongoing]
Current total volume and dates: 31.5 cubic feet
Retained by the agency for five years according to the schedule.
However, the present holdings of the agency are 1994-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 6 cubic feet
Current Agency Location: These records are housed
at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information
Services Division of the Texas State Library.
Description: This series contains applications
and results of exams. Information on the application includes
name, Social Security number, home and mailing addresses, business
working for, driver's license number, birthdate, experience, and
criminal violation and record, if applicable. The grade of the
exam is also present. Once an applicant passes, the information
goes into the licensing files.
Purpose: This series documents those individuals
applying for a structural pest control license and their test
scores.
Agency Program: The Structural Pest Control Board
works to protect the health and welfare of citizens and the environment
against the misuse of pesticides and promotes standards for the
industry. Licensing responsibilities include promulgating rules
and regulations for licensing, examination, and training; and
administering licensing exams or granting waivers when appropriate.
Vernon's Ann. Civ. St., Article 135b-6, Sections 4, 6(a).
Arrangement: Alphabetical by applicant.
Access Constraints: The criminal record information
is confidential. V.T.C.A., Government Code, Chapter 552, Texas
Open Records Act, Section 552.108.
Use Constraints: None
Indexes or finding aids required for/or an aid
to access? No
Gaps? Records retention schedule lists these records
as having a retention of five years, yet the agency only has the
last two years worth because they purge them annually.
Problems: Confidentiality concerns.
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 Structural Pest Control Board
and none were found for this series or for equivalent or related
series.
Publications based on records: The number of applicants
taking the exam and the number passing the exam is listed in the
board's annual reports.
Scheduled record series? Yes
Title: Exam applications and results
Series item number: 1.
Agency item number: 39
Archival Code: R
Retention: 5
Recommendation: The application files give personal
and work-related information on applicants for licenses, with
some of the information confidential. These files are purged annually
and the successful applicants files are transferred to the appropriate
licensing files. This information is summarized in the annual
report of the board. These are routine application files and I
recommend they be considered as non- archival records and the
'R' code be removed from the records retention schedule. The retention
period for this series should be shortened to reflect the actual
retention of the files. The records consultant can assist the
agency in determining the proper time period for retention of
these files.
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Record Series Review
Series Title: Exam aides
Agency: Structural Pest Control Board
Dates: undated
Current total volume and dates: 15 cubic feet
Retained by the agency permanently. These materials are undated.
Obsolete record series? No
Ongoing record series? Occasional additions
Annual accumulation: N/A
Current Agency Location: There are 3 cubic feet
of materials at the offices of the Structural Pest Control Board,
12 cubic feet in offsite location at PS Storage.
Archival holdings: None in the Archives and Information
Services Division of the Texas State Library.
Description: The exam aides consist of various
insect and plant specimens, pictures and photographs of pests
and pest damage, and diagrams re: pesticide application or other
structural pest controls. The aides are used as examples in the
testing of applicants for licenses. These items are replaced as
they fall apart or become outdated.
Purpose: These aides are maintained as visual aides
for applicants taking the licensing exams.
Agency Program: The Structural Pest Control Board
works to protect the health and welfare of citizens and the environment
against the misuse of pesticides and promotes standards for the
industry. Licensing responsibilities include promulgating rules
and regulations for licensing, examination, and training; and
administering licensing exams or granting waivers when appropriate.
Vernon's Ann. Civ. St., Article 135b-6, Sections 4, 6(a).
Arrangement: Unarranged
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to
access? No
Gaps? None
Problems: Some of the specimens are fragile.
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 Structural Pest Control Board
and none were found for this series or for equivalent or related
series.
Publications based on records: None
Scheduled record series? Yes
Title: Exam aides
Series item number: 1
Agency item number: 40
Archival Code: R
Retention: PM
Recommendation: This series is used to provide visual
assistance to individuals taking the licensing exams. These items
are replaced as they fall apart or become outdated. I checked
with the photograph archivist and he and I agree that there is
no long-term value in the photographs or other visual aides. I
recommend that this series be considered as non- archival and
the 'R' code be removed from the records retention schedule.
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Record Series Review
Series Title: Exam test series
Agency: Structural Pest Control Board
Dates: undated
Current total volume and dates: 9 cubic feet
Retained by the agency permanently. These records are undated.
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: These records are housed
at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information
Services Division of the Texas State Library.
Description: These are the exams taken by applicants
for the various structural pest control licenses. These exams
are prepared and administered by the Structural Pest Control Board
staff. As questions are considered outdated, they are replaced
on the test. These tests are confidential. V.T.C.A., Government
Code, Texas Open Records Act, Section 552.122.
Purpose: This series documents the questions the
applicants taking the structural pest control licensing exams
are asked.
Agency Program: The Structural Pest Control Board
works to protect the health and welfare of citizens and the environment
against the misuse of pesticides and promotes standards for the
industry. Licensing responsibilities include promulgating rules
and regulations for licensing, examination, and training; and
administering licensing exams or granting waivers when appropriate.
Vernon's Ann. Civ. St., Article 135b-6, Section 4.
Arrangement: By category of test.
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
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 Structural Pest Control
Board and none were found for this series or for equivalent or
related series.
Publications based on records: None
Scheduled record series? Yes
Title: Exam test series
Series item number: 1.
Agency item number: 41
Archival Code: R
Retention: PM
Recommendation: The exams are confidential and are
considered a permanent in- house agency record. When questions
are outdated, they are replaced as needed. Entire tests are not
redone so there are not any outdated exams. Although these exams
could be an interesting artifact at some point, confidentiality
concerns prevail. I recommend this series be considered as non-archival
and the 'R' code removed from the records retention schedule.
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Record Series Review
Series Title: Investigator weekly reports
Agency: Structural Pest Control Board
Dates: 1990-[ongoing]
Current total volume and dates: 43 cubic feet
Retained by the agency for five years. The present holdings of
the agency are 1990-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 9 cubic feet
Current Agency Location: Records dating 1990-1993
are housed in offsite storage (PS Storage), those dating 1994-[ongoing]
are housed at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information
Services Division of the Texas State Library.
Description: This series consist of weekly reports
summarizing the activities of each investigator for that week,
listing what duties were performed, and who was contacted during
the course of the investigation. Dates covered are 1990- [ongoing].
Purpose: This series documents the activities of
the board's investigators on a weekly basis.
Agency Program: The Structural Pest Control Board
works to protect the health and welfare of citizens and the environment
against the misuse of pesticides and promotes standards for the
industry. Investigating responsibilities include inspecting pest
control work of licensees; investigating allegations of improper
application of pesticides or other violations of the Structural
Pest Control Act; and investigating and referring to EPA violations
of the Federal Insecticide, Fungicide, and Rodenticide Act.
Vernon's Ann. Civ. St., Article 135b-6, Section 4C.
Arrangement: Alphabetical by investigator, then
chronologically.
Access Constraints: Older records are stored offsite.
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 State Archives and Information Services Division of
the Texas State Library were checked for the Structural Pest Control
Board and none were found for this series or for equivalent or
related series.
Publications based on records: This information
is summarized in the annual financial report of the board.
Scheduled record series? Yes
Title: Investigator weekly reports
Series item number: 1.
Agency item number: 42
Archival Code: R
Retention: 5
Recommendation: These reports provide a weekly summary
of the investigator's activities. This information is summarized
in the annual financial report of the board, which provides a
useful summary for long-term value. I recommend this series be
considered as non-archival and the 'R' code be removed from the
records retention schedule.
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Record Series Review
Series Title: Complaint files
Agency: Structural Pest Control Board
Dates: c. 1988-[ongoing]
Current total volume and dates: 65 cubic feet
Retained by the agency for three years after closed according
to the schedule. However, the present holdings of the agency are
c. 1988-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 9 cubic feet
Current Agency Location: Records dating c. 1988-1993
are housed in offsite storage (PS Storage), those dating 1994-[ongoing]
are housed at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information
Services Division of the Texas State Library.
Description: The complaint files include investigation
reports, correspondence, exhibit samples (air, soil tests, etc.),
name and address of complainants, order for hearing, and hearing
outcome. Dates covered are c. 1988-[ongoing].
Purpose: This series documents complaints received
and board action taken regarding the complaints--both investigations
undertaken and hearings held. Agency Program: The Structural Pest
Control Board works to protect the health and welfare of citizens
and the environment against the misuse of pesticides and promotes
standards for the industry. Investigating responsibilities include
inspecting pest control work of licensees and investigating allegations
of improper application of pesticides or other violations of the
Structural Pest Control Act. The Board investigates consumer complaints
and may take action against violators of the Structural Pest Control
Act by imposing civil and/or administrative penalties.
Vernon's Ann. Civ. St., Article 135b-6, Sections 4g-i, 4C-E, 9A,
10, 10B.
Arrangement: Numerically by complaint number assigned
by the Board.
Access Constraints: Older records are stored offsite.
Use Constraints: None
Indexes or finding aids required for/or an aid
to access? A key to the complaint number assigned is necessary.
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 Structural Pest Control
Board and none were found for this series or for equivalent or
related series.
Publications based on records: The number of complaints
investigated and actions taken by the board is summarized in the
annual financial report.
Scheduled record series? Yes
Title: Complaint files
Series item number: 1.
Agency item number: 46
Archival Code: R
Retention: AC+3
Recommendation: The complaint files provide information
about individual complaints. A summary record is preferred for
long-term value instead of individual files. The information from
this series is summarized in the annual report of the board, which
is adequate documentation of complaints received by the board
and actions taken. Also, the board considers this a long-term
in-house record for their purposes in keeping track of violations
by repeat offenders. I recommend that this series be considered
as non-archival and the 'R' be removed from the records retention
schedule. I also recommend that the retention code be changed
to a longer value than AC+3 since the board is keeping these records
long-term, perhaps to AC+10. The records consultant can work with
them to change the retention period.
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Record Series Review
Series Title: Press releases
Agency: Structural Pest Control Board
Dates: c. 1990-[ongoing]
Current total volume and dates: fractional
The present holdings of the agency are c. 1990-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional
Current Agency Location: These records are housed
at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information
Services Division of the Texas State Library.
Description: These are press releases of the Structural
Pest Control Board. These are issued infrequently, currently two
are present, one announcing the change of executive director,
the other a local release notifying an area (Galveston) of a fraud
case. Dates are in the 1990s.
Purpose: The series documents the release of what
the Board considers significant information to the media.
Agency Program: The Structural Pest Control Board
works to protect the health and welfare of citizens and the environment
against the misuse of pesticides and promotes standards for the
industry. Major responsibilities of the Board are promulgating
rules and regulations for licensing, examination, and training;
administering licensing exams; issuing licenses; inspecting pest
control work of licensees; investigating allegations of improper
application of pesticides or other violations of the Structural
Pest Control Act; administering mandatory continuing education;
and operating a public information program about the practice
and regulation of structural pest control. The Board also acts
as the investigative arm of the Environmental Protection Agency
in Texas. This includes investigation and referral to the EPA
violations of the Federal Insecticide, Fungicide, and Rodenticide
Act. Additionally, the Board has the responsibility for developing
standards and criteria for the use of pesticides and other related
chemical agents at school buildings and other facilities of school
districts.
Vernon's Ann. Civ. St., Article 135b-6.
Arrangement: Unarranged
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to
access? None
Gaps? The agency cannot say if any press releases
have been issued and not kept.
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 Structural Pest Control Board
and none were found for this series or for equivalent or related
series.
Publications based on records: None
Scheduled record series? No
Title: Series item number:
Agency item number:
Archival Code:
Retention:
Equivalent record series on state recommended retention schedule?
Yes
Title: News releases
Series item number: 1.1.019
Agency item number:
Archival Code: R
Retention: 2
Recommendation: Although this is an infrequent activity
of this agency, of the two releases known, one was about the appointment
of a new executive director, which is a significant topic. Also,
press releases of significant topics are generally considered
archival. I recommend that this series be added to the records
retention schedule as an archival ('A') series with an agency
retention period of two years, as recommended in the state records
retention schedule. The press releases can be transferred to the
Archives annually, after their retention period has been met.
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Record Series Review
Series Title: CEU Course Outline and Verification files
Agency: Structural Pest Control Board
Dates: 1993-[ongoing]
Current total volume and dates: 28 cubic feet
The present holdings of the agency are 1993-[ongoing].
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 3-5 cubic feet
Current Agency Location: These records are housed
at the offices of the Structural Pest Control Board.
Archival holdings: None in the Archives and Information
Services Division of the Texas State Library.
Description: The continuing education unit (CEU)
course outline consists of speaker qualifications, course outline,
statement of learning objectives, course relevance, instructional
strategies and learning verifications. These documents are submitted
in the approval process by other entities who wish to provide
CEU courses for Structural Pest Control Board licenses. The agency
only keeps the approved courses. However, everyone that submits
the materials is informed of the requirements their course needs
for approval and all course materials sent in are eventually approved.
The course date verifications are filed with the course outlines
and consist of notification of approved CEU course providers of
the dates and times they will present an approved course. There
are not any training materials present. Dates covered are 1993-[ongoing].
Purpose: This series documents the continuing education
units approved by the board which are available to fulfill CEU
requirements of licensees.
Agency Program: The Structural Pest Control Board
works to protect the health and welfare of citizens and the environment
against the misuse of pesticides and promotes standards for the
industry. Education and training responsibilities of the Board
include promulgating rules and regulations for licensing, examination,
and training; and administering mandatory continuing education
courses for certified applicators.
Vernon's Ann. Civ. St., Article 135b-6, Section 6.
Arrangement: By CEU sponsor number.
Access Constraints: None
Use Constraints: None
Indexes or finding aids required for/or an aid to
access? A key to the CEU sponsor number assigned is necessary.
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 Structural Pest Control
Board and none were found for this series or for equivalent or
related series.
Publications based on records: Cost of the courses
for the applicants is given in the annual financial report, number
of approved courses is given in the legislative appropriation
requests.
Scheduled record series? No
Title:
Series item number:
Agency item number:
Archival Code:
Retention:
Equivalent record series on state recommended retention schedule?
No
Recommendation: The administration of continuing
education courses is one of the licensing responsibilities of
the Structural Pest Control Board. Some summary information is
available in the board's annual financial report and the LAR.
Although the information in this series details the nature of
the courses licensees must take to renew their licenses, the topics
are basically the same as the categories of pest control, such
as termite extermination, etc. Additionally, the same topic may
be available in several different courses each year, thereby duplicating
the basic information. The function of the agency here is approving
the course, not the course itself. This is a large series, about
28 cubic feet, which does not warrant long-term archival retention.
This series is not on the retention schedule but was reviewed
for archival review based on the description of the materials.
This series should be added to the retention schedule as a non-archival
series. The records consultant can assist the board in assigning
a retention period.
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Record Series Review
Series Title: Strategic plan
Agency: Structural Pest Control Board
Dates: 1992, 1995
Current total volume and dates: fractional
Retained by the agency permanently. The agency holds copies of
both plans, 1992 and 1995.
Obsolete record series? No
Ongoing record series? Yes
Annual accumulation:
Current Agency Location: These records are housed
at the offices of the Structural Pest Control Board.
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 Publication Clearinghouse. The Clearinghouse
holds both plans, 1992 (covering 1992-1998) and 1995 (covering
1995-1999.) Fifty-five copies of state plans must be sent to the
Publications Clearinghouse (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, outcome measures,
strategies, output measures, efficiency measures, and explanatory
measures for measuring and achieving the goals. Also present in
the strategic plan is an organization chart of the agency. The
Structural Pest Control Board has prepared two plans, in 1992
and 1995, 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 Structural Pest Control Board
works to protect the health and welfare of citizens and the environment
against the misuse of pesticides and promotes standards for the
industry. Major responsibilities of the Board are promulgating
rules and regulations for licensing, examination, and training;
administering licensing exams; issuing licenses; inspecting pest
control work of licensees; investigating allegations of improper
application of pesticides or other violations of the Structural
Pest Control Act; administering mandatory continuing education;
and operating a public information program about the practice
and regulation of structural pest control. The Board also acts
as the investigative arm of the Environmental Protection Agency
in Texas. Additionally, the Board has the responsibility for developing
standards and criteria for the use of pesticides and other related
chemical agents at school buildings and other facilities of school
districts.
Vernon's Ann. Civ. St., Article 135b-6.
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 Structural Pest Control Board
and none were found for this series or for equivalent or related
series.
Publications based on records: None
Scheduled record series? No
Title:
Series item number:
Agency item number:
Archival Code:
Retention:
Equivalent record series on state recommended retention schedule?
Yes
Title: Strategic plans
Series item number: 1.1.055
Agency item number:
Archival Code:
Retention: PM
Recommendation: The strategic plans document the
long-range planning activities of the board. 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.
This series needs to be added to the agency retention schedule
with a retention period of 'PM'. We prefer it to carry an Archival
Code of 'A'. A note needs to be added to the Remarks section "Copies
are sent to the Publications Clearinghouse which fulfills the
archival mandate for this series".
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