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)d3ß recommend if duplication is really necessary and Íl: all the duplicates will have the same retention period. 15. Records Series Obsolete? - R&ords that are no longer created are called obsolete records and, in the absence of permanent historical value, are almost always prime candidates for removal to storage or immediate destruction. 16. Vital Record? - Records necessary to the resumption or continuation of govem- ment operations in an emergency or disaster, to the re-creation of the legal and financial status of the government, or to the protection and fulfillment of obligations to the people of the state are defined by statute as essential records (also called vital records). It is very important to identify the records that are essential so that appropriate measures can be taken to protect them. 17. Access Restricted? - Proper security measures should be in place for records which are not generally open to public access under the Open R€\:ords Act or another state or federal law or regulation. 18. State Record Number - The number assigned to the records series in one of the records retention schedules issued by the Texas State Ubrary and Archives Commission or in the Texas County Records Milnual. If the r€\:ords series consists of different documents which are listed separately in one or more of the retention schedules or in the manual, an item number would be entered for each document. ~ 19. State Retention pèriod - The mandatory mirUmum retention period, if the re<:ords \ series is list"ed in one of the reèoÌ'ds retention schedules issued by the commission or in the Texas County Records Manual. For a records series composed of different documents, which are listed in one or more retention schedules or in the manual, enter the mandatory minimum retention period for each document. When the records management officer then recommends a retention period for a records series containing documents -with different retention periods, either the longest retention period will be chosen for all the documents in the records series or . . consideration can be given to reorganizing the records series into groups of documents which share the same retention period. 20. Department Retention Recommendations - If the re<:ords series is not listed in a retention schedule issued by the conunission or the Texas County R£cards Miznual, or if the department recommends that the records series be kept longer than the mandatory minimum retention, the recommendation and the reason for it should be stated in this field (sæ page 18 for additional information on determining the appropriate retention for a re<:ords series by appraising the values of the records). This field also provides space for dividing the total retention pellod between office and storage. An active record series is one which is referred to at least once per file drawer per month. Active records need to be maintained in the office where they are immediately available. Many records series are used less often as tim~ passes but may not yet be ready for destruction. If possible, these inactive records should bè moved to less expensive storage areas to free office space and equipment for active r&ords. 21. Department Head Review - The information in fields 11 through 20 should be revie~ by the department head, who initials and dates this field. Stipp!. p. 6-19.503.7