The State Archives Answers FAQs from State Agencies

Internal Links
What does the Archives want?
When does the Archives want our records?
How do we get our records to you?
What's the difference between the State Archives and the State Records Center?
What's an RMO and how do I find mine?
What's a Government Information Analyst and which one is assigned to my agency?
What records from my agency are already at the State Archives?
Can records be returned to my agency from the State Archives?
What about the records we send to the Legislative Reference Library?
Do my confidential records remain confidential?
Contacting the State Archives
Appraisal Archivists

Related Links
Archival Values | A List of Archival Series | Packing Instructions for Transfer of Archival Records
Box Assembly Instructions | Information Required when Transferring Records
Preparing Records for Storage at State Records Center

What does the Archives want?

In general terms, archival records are those created and/or maintained at the highest administrative levels in an agency providing summary and sufficient evidence of how the agency conducted its business or records that contain information of enduring value.  For a discussion of evidential and informational values in records, read Archival Values. For a list of records frequently found to be archival, read A List of Archival Series.

The Library and Archives Commission lacks the resources to maintain archival records in electronic form.  If a series of electronic records is archival and it can be printed on alkaline paper or output to microfilm without loss of information, the paper or film can be transferred to the Archives and Information Services Division.  If it is not possible or feasible to output an electronic record to paper or film, your agency must maintain the records and the hardware and software needed to access the records as well as migrate the records to new hardware and software environments to provide continued access in the future.

When does the Archives want our records?

Almost all state agencies have records retention schedules that specify the length of time that particular records series are required to be kept by each agency.  If the records are coded "A" in the archival column of your schedule, the records are ready to be transferred to the State Archives once the retention period is completed.  

If the record series is coded "R" in the archival column of the schedule and its retention period has passed, you will need to contact the State Archivist (the position of State Archivist is vacant as of September 1, 2009; instead email Laura Saegert, Appraisal Archivist, or call 512-463-5500).  Be prepared to explain the content of the records, the dates of the records, the source, and your estimation of the long-term value of the records.

Some agencies transfer records on a yearly basis. Other agencies transfer records immediately following the close of the retention period. The choice of when to transfer records to the State Archives is up to you.

We prefer that agencies transfer the complete records series. We can work with you when circumstances prevent a complete transfer.

If your agency does not have a records schedule, if you cannot determine which series on your retention schedule the records you have belongs to, or, if you've found old records, complete the RMD-102 form (Word Document or  PDF).  The RMD-102 will prompt a review of the records by the State Archives. Be prepared to explain the content of the records, the dates of the records, the source, and your estimation of the long-term value of the records.

How do we get our records to you?

For records in your offices:

If the archival records total 50 cubic feet or less (about 25 file drawers), pack the records into records storage boxes. (Records storage boxes are available from TIBH Industries -- http://www.tibh.org. The boxes are called "Fiberboard Case Storage Box. Archive Box." You can do a Product Search for the Commodity Code 615-37-13085).  Keep the records in order and leave them in their folders.  Read Packing Instructions for Transfer of Archival Records and Box Assembly Instructions. If your agency has an assigned Appraisal Archivist, contact that person. If not, contact the Accessions Archivist (Rebecca Romanchuk by email or call 512-475-1734) to arrange for the records' acceptance at the State Archives. 

For records totaling over 50 cubic feet, the records are transferred to the legal custody of the State Archives, but held at the State Records Center.  You will need to provide us with the same detailed information regarding the records to be transferred that you would provide to the State Records Center for temporary storage of records. Please read Information Required when Transferring Records. Also read Preparing Records for Storage at State Records Center.  If your agency has an assigned Appraisal Archivist, contact that person. If not, contact the Accessions Archivist (Rebecca Romanchuk by email or call 512-475-1734) to arrange for the transfer.

For some agencies the amount of records to be transferred is small. You need not wait until you have a full box to transfer records to the State Archives.

For records at the State Records Center:

Staff of the State Records Center will notify your agency's Records Management Officer when records have fulfilled their storage retention and are eligible for final disposition. After you have signed off and the records are archival, they will be transferred to the State Archives.

What's the difference between the State Archives and the State Records Center?

Once your records are transferred to the legal custody of the Texas State Archives they become the property and the responsibility of the Texas State Library and Archives Commission.  Generally, records transferred to the State Archives are meant to be kept forever, however, it is possible that a reappraisal or reevaluation of the long-term value of the records will lead to their destruction.  That decision is the prerogative of the State Archivist.  The State Archives receives and fulfills Public Information Act requests on records in its custody.  The records cannot be transferred back to the creating agency.  The records may be consulted by agency staff during regular business hours.  Photocopying services are available.

Records held temporarily by your agency at the State Records Center remain your property and your responsibility.  Records are in storage for a fixed length of time.  At the end of that time the records are destroyed (with your approval) or transferred to the State Archives.  Records in storage at the State Records Center that are responsive to Public Information Act requests are the responsibility of the creating agency.  Records in storage may be removed or temporarily called back by the owning agency.

What's an RMO and how do I find mine?

Each state agency has a staff member who has been designated the Records Management Officer.  Very often, RMOs are trained to answer records questions that arise in agencies.  If you do not know who your RMO is, contact Appraisal Archivist Laura Saegert by email or call 512-463-5500).  Or you can contact your Government Information Analyst from the Texas State Library and Archives Commission's State and Local Records Management Division.  Go to Consulting Services for State Agencies to find the name and contact information of your assigned analyst.

What's a Government Information Analyst and which one is assigned to my agency? 

Government Information Analysts assist agencies with records management problems.  Go to Consulting Services for State Agencies to find the name and contact information of your assigned analyst.

What records from my agency are already at the State Archives?

Descriptions of many, but not all the holdings of the State Archives can be found on the Texas State Library and Archives Commission's web site. For more detailed information contact the Archives Information by email or call 512-463-5480

Can records be returned to my agency from the State Archives?

No.  Once your records are transferred to the legal custody of the Texas State Archives they become the property and the responsibility of the Texas State Library and Archives Commission.  The records cannot be transferred back to the creating agency.  The records may be consulted by agency staff during regular business hours.  Photocopying services are available.

What about the records we send to the Legislative Reference Library?

Some agencies are required by statute to send certain documents to the Legislative Reference Library. Some agenices do so out of habit or in error. In any case, documents and records sent to the Legislative Reference Library do not fulfil your responsiblities under Texas Government Code 441.186(d)

Archival state records shall be transferred to the custody of the commission when they are no longer needed for the administration of the state agency unless state law requires that the records remain in the custody of the agency.

Do my confidential records remain confidential?

Information that is excepted from public disclosure by mandatory exceptions to the Public Information Act remains confidential.  If information is confidential by statute, the Archives needs the statutory citation when the records are transferred.  Records that were confidential while in your custody because of permissive exceptions to the Public Information Act, may or may not remain confidential.  If you wish to assert permissive exceptions for certain records, you must inform the State Archives when you transfer the records. If records are marked confidential in some way, we will contact your agency's Officer for Public Information before requested records are released.  If the records are not marked confidential, but the Archives has reason to suspect that the agency may wish to assert an exception, we will contact you. 

Contacting the State Archives

Some agencies have Appraisal Archivists assigned to them.  If you are with one of these agencies, email or call the archivist directly.