Sending Records to Storage
at State Records Center
To store records, prepare and submit the RMD 101, Transmittal of
State Records.
Electronic transmission of RMD 101
If the agency has an e-mail connection with the State Library,
the storage transmittal should be sent electronically. "Guidelines
for E-Mail RMD 101" may be obtained by sending an e-mail message
to "edt101@tsl.state.tx.us."
In your message, include the word HELP101. Any combination
of upper/lower case letters will work.
NOTE: An electronic RMD 101 may be used for storage only. To send
hard copy records for microfilming, a paper RMD 101 must be completed.
Use of paper RMD 101
For agencies without the capacity for electronic transmission,
a paper form RMD 101 must be prepared as follows:
1. Complete items 1-3, 5-11, 25-27, and 29 (item 28 is completed
only for microform). If the number of boxes is more than will fit
on one page, use the RMD 101C (Continuation Page) for any additional
pages.
- List only the identifying information for the first and last
file in each box on the storage transmittal form RMD 101.
- Box numbers on the transmittal must agree with the numbers on
the boxes to be picked up for each shipment of records.
2. Send original and one copy of form RMD 101 to State and Local
Records Management, Texas State Library and Archives Commission,
PO Box 12927, Austin, TX 78711-2927.
3. Keep a suspense copy in your file pending completion of transfer.
NOTE: A copy of the form RMD 101 and RMD 101C with instructions
for completion on the reverse may be obtained from your agency records
management officer or by calling our staff at 421-7256.
Completing arrangements for storage
After reviewing the RMD 101, Records Center staff will arrange
for storing the records by:
- Assigning each box a unique access code.
- Calling the contact person listed on the RMD 101 to schedule
an approximate time to pick up the records.
- Delivering a copy of the RMD 101, with the access code for each
box entered, when SRC staff come to the agency to pick up the
records.
- Checking the records into storage, which includes verifying
the RMD 101 information for the containers picked up, correcting
information if needed, and sending a final copy of the RMD 101
to the records management officer.
NOTE: If records have not been picked up for storage within 30
days after the RMD 101 is approved due to problems not resolved
by the agency, the storage transmittal may be voided and a new RMD
101 will need to be submitted at the time the records meet SRC storage
requirements.
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