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Records of Retention
What are records of retention?
- The Office of the City Clerk abides by & complies with the State Mandates for Records of Retention Schedules.(RRS) This retention schedule indicates the minimum length of time listed records must be retained by a state agency before destruction or archival preservation. The RRS does not take the place of an agency’s retention schedule, but it is to be used as a guide by the agency in creating and updating its schedule. Records listed on the RRS are those that are commonly found in most state agencies. The retention periods given in the RRS are required minimums. The commission also recommends them as appropriate maximum retention periods.
- In addition to the common records listed in the RRS, each agency has unique records series that must be included in its retention schedule. Each agency must submit a complete records retention schedule, entered on Form SLR 105, or an approved facsimile, to the State and Local Records Management Division of the Texas State Library and Archives Commission (Government Code, §441.185).
- Some records in this schedule must be transferred to the Archives and Information Services Division of the Texas State Library and Archives Commission for archival preservation after they are no longer needed in the agency; other records in this schedule are subject to archival review for historical value by staff of the same division before disposal.
- If a federal or state statute or regulation specifies a longer retention period for any records series received, created, or maintained by an agency, the statute or regulation overrides this schedule.
- The state also outlines all policies & procedures for retention here.