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Requesting or Returning Stored Records
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Requesting or Returning Stored Records

Requesting a record stored at the State Records Center is an easy matter. By following these guidelines you can quickly retrieve the information you need.

Contact the Records Center in one of three ways

  • If 4 or fewer items are being requested, you may choose one of the following options:

    1) call the Records Center at 421-7254
    2) FAX your request to us at 421-7255
    3) send an email to rwright@tsl.state.tx.us

  • If 5 or more items are being requested, make the request in writing only, via FAX or email.

NOTE: Depending on specific circumstances an agency may be required to send all requests in writing.

Identify the requester

Provide the identifying information about the person who is requesting the record:

  • Name
  • Agency
  • Building name and room number
  • Telephone number and extension

Describe the record

  • File name or number
  • Date of record

Provide access code

Provide the SRC Access Code from Field 24 of the corresponding form RMD 101. Transmittal of State Records, which was used to transfer the records to storage.

The agency retains ownership of records during storage at the SRC. No one outside the agency has access to any records without the originating agency's approval.

The check-out period

If the record is to be returned, it will be checked out to the requestor for 30 days. If a record needs to be kept at the agency after 30 days, call the Records Center at 421-7254 to extend the time period or to request a permanent transfer back to the agency.

NOTE: Records should be returned as soon as possible to maintain file integrity.

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Requesting an original or copy

When requesting a record, let the Records Center staff know whether you are requesting the original record or a copy.

If you can use a photostatic copy, Records Center staff will make a copy for you. There is no charge to a government agency for one copy of a record. Additional copies will be charged according to the State Library's published cost schedule.

The Records Center reserves the right to provide the original in lieu of a photostatic copy, depending on the size and volume of the file and the staff time required for copying.

Viewing, pick up, or delivery

You may choose to pick up the record, view the record in person at the Records Center, or have it delivered to you. The requesting procedures are the same for all of these methods.

If 10 or fewer records are requested before 10 a.m., they will be available for pick up or delivery after 1 p.m. the same day. If requested after 10 a.m., they will be available after 8 a.m. the next day. Unusual circumstances, such as the records not being in the container according to the SRC Access Code provided by the agency, may delay the usual retrieval time.

Should an emergency arise and you need a record immediately, call the Records Center and we will work with you to solve the problem.

If records are requested for viewing at the Records Center, write or fax this request. Higher volume requests are handled on a first come, first served basis, and records services staff will call you when the records will be available.

Authorization

If an employee of the agency owning the records requests access, the following procedures apply:

  • To view the record in person at the Records Center, you must show the records services staff proof of identification.
  • To pick up the records in person at the center, or to have a Records Center staff member deliver it to you, you must:
  • Sign a SLRM numbered receipt showing that the record has been delivered to your temporary custody.
  • Keep the pink copy of the receipt in a suspense file until the record is returned to the Records Center.
  • Destroy the pink copy of the receipt when the record is returned, and file the yellow copy as proof that the record has been returned to the Records Center.

Authorization to access a record by someone not employed by the agency owning the records requires a letter from agency staff that specifies exactly what type of access is approved (i.e., viewing only, copying records, delivery of records, etc.)

Return a receipted item

To return a record to storage, call the Records Center at 421-7254.

When you call, provide the SLRM receipt number for each record to be returned.

Records to be returned ("refiles") are picked up on regularly scheduled deliveries to agencies. The delivery of requested records takes priority over the pick up of records to be returned for refile.

NOTE: When there are several records listed on the same receipt, all records must be returned at the same time unless partial return is authorized by the Records Center supervisor prior to the pickup.

Adding records to stored containers ("interfiles")

If you need to add a file/document to a container of records already in storage, these may be picked up by Records Center staff as interfiles. The Records Center access code for the container must be written on the item to be interfield (this number can be found in Field 24 of the form RMD 101 used to store the container).

NOTE: Interfiling services are provided according to availability of SRC staff resources. Any group of interfiles that has more than 10 items must be approved by the Records Center supervisor and organized in numerical order by the SRC Access Code prior to being picked up.

Replacing a stored reel of microfilm

If an agency wants a stored reel of microfilm replaced by a later reel (for example, if the records are refilmed), the agency must notify SRC in writing and the previous stored reel will be permanently transferred back to the agency.

Index

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