Res 1995-043 - Laserfiche WebLink

Home Browse Search

/-oA vi TEXAS STATE LIBRARY AND ARCHIVES COMMISSION INSTRUCfIONS FOR PREPARING AND SUBMITTING REQUEST FOR AUTHORITY TO DESTROY UNSCHEDULED RECORDS (FOiL"\! SLR 501) ~ i State law requires that a Request for Authorization to Destroy Unscheduled Records must be submitted for approval to the director and librarian of the Texas State Library if a local government or elective county office wishes to destroy records that do not appear on an approved records control schedule or amended s<:hedule on file with the director and librarian. Requests need not be submitted for the destruction of records defined as exempt from scheduling or filing requirements in rules adopted by the Texas State Library and Archives Commission or listed as exempt in a records retention schedule issued by the commission. Requests also need not be submitted if a record is destroyed pursuant to an expunction order issued by a district court pUIsuant to state law. r- Local Government Code §§ 202.001(b) and 203.045. ¡ I 1. Submit hvo (~) copies of each request, at least one of which must contain an original signature. I i The copy with the original signature will be retained by the comnùssion. If the records management policy in the loc,al government requires that the file copy of an approved request contain the original signature of the custodian or records management officer, both copies submitted should contain original signatures. 2. Requests should be subrrùtted by the records management officer or under the officer's direction. 3, Approved requests or( in the case of non-approval, written explanations of the reasons for disapproval will be returned to the records management officer unless the records management officer requests in writing that the requ~ts be returned directly to custodians. 4. All entries on the request, other than the signature and date of certification, must be typed or computer generated. . . SLR Control Number - Leave Blank. This number ~ill be assigt'\ed by the State and~Local Records Manag.ement DivlSlOn for tracking purpos~. '.. ' " Submitting Office - The subrrùtting office is the office, division, or department of a local government. requesting authorization to destroy records. The submitting department may be either the custodial office or, if provided for in the records management policy of the local government, the records management office. Certifica tions: 1. The first block must checked by the custodian of the records to be destroyed or, if provided for in the records management policy of the local government, by the records management officer to certify that records listed are eligible for destruction. ¡ The second block must be checked if the records to be destroyed have been núcrofilmed in accordance I 2. ' with Local Government Code, Chapter 204, and the rules adopted under it, and the microfilm copies are to serve as the original records. '. Record Number - The record number from a records retention schedule issued by the comnússion or the number assigned to the records series by the local government in its records management program. If the records series has not yet been assigned a number in a commission schedule or in the local government's own schedule, this column may be left blank. Records Series Title - The records series title as it appears on a comnùssion schedule or the title assigt'\ed by the local government. If the latter is used, and the nature and purpose of the record is not readily apparent from its title, a brief description of the record must be provided. Inclusive Dates - The beginning date (month and year) and the ending date (month and year) of records to be destroyed under each records series title. Quantity - The approximate cubic footage of the records to be destroyed under each re<:Ords series title. A quantity of less than one cubic foot may be expressed as <lor -1. i - SLR SOl (11/92) '- - Suppl. p. 6-19.501.2