Begin with the End in Mind: A Records Management & Archives ...

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Chapter 5 Archival Transfer: Preparing Your Records Similar to coping with inadequate storage space in the legislative office, the Texas State Archives also struggles with inadequate storage space. Loading records, circa 1960s, TSLAC Consider all of the creating bodies in Texas that are required to transfer some subset of all of the records they create (those with enduring value) to the Texas State Archives: both bodies of the Texas legislature, the executive branch of state government and numerous state agencies. Therefore, in order to handle effectively the receipt of a large volume of new records acquisitions, the Texas State Archives requires legislators to follow a streamlined process. While this process may seem complex, it contributes to the efficient use of state resources—time and money. 5.1 Transfer: What and When Now that you have an office records management system in place, have organized your records by legislative function and session and maintained them according to your records management system and schedule, transferring the records series that you are required to send to the Texas State Archives should be a rather smooth process. The following are the basic steps for completing the transfer process: Packing records Inventorying records Deciding upon an archives repository—optional Completing required forms for transfer and to assign level of access to communications Physical transfer House of Representatives The records of state representatives should be formally transferred to the State Archives in accordance with the records retention schedule of the Texas House of Representatives, currently designated as the end of the term of office. Official committee records may be transferred after the end of term of each chairperson, and when they are of no further administrative use to the Committee. The amount of time for retention may change, so always refer to the Texas House of Representatives Records Retention Schedule. 26
Senate The records of state senators should be formally transferred to the State Archives in accordance with the records retention schedule of the Texas Senate, specifically at the end of the term of office. Official committee records may be transferred four years after they are of no further administrative use to the committee. The amount of time for retention may change, so always refer to the Texas Senate Records Retention Schedule. 5.2 Physical Preparation: Packing and Ordering Your Records 5.2.1 For records in your offices: 5.2.1.1 Records totaling 50 cubic feet or less (about 25 file drawers) You can transfer records totaling 50 cubic feet or less directly to the Texas State Archives. Pack the records into records storage boxes. Keep the records in order and leave them in their folders. Packing instructions for transfer of archival records directly to Texas State Archives Records storage boxes are available in packs of 25 from TIBH Industries, at: http://www.tibh.org The boxes are called "Fiberboard Case Storage Box. Archive Box." You can do a product search for the Commodity Code 615-37-13085. Pack your archival records for transfer to the State Archives in records storage boxes (16 inches x 12 ½ inches x 10 ½ inches) with lift-off lids. In estimating the number of boxes you need, figure two boxes per letter-size file drawer and 2 1/2 boxes per legal-size file drawer. Assemble the boxes correctly (See Appendix B for box assembly instructions) to ensure their structural integrity and to protect the contents. Be sure that all flaps are tucked inside including the handhold flaps, which should be tucked between the two side walls of the box. Keep the records in their original order, whether alphabetical, numerical, chronological or some Note: The use of containers other than the standard records storage box must receive prior approval from the State Archives. other arrangement scheme, when removing the records to be transferred from their filing location. For files in numerical order, place the lowest number to the front of each box. For files in alphabetical order, begin with "A" in the first box. For files in chronological order, place them in the box by consecutive dates. Leave the records in their folders. Place any loose records in labeled folders. 27
Page 3 and 4: Table of Contents Introduction Your
Page 5 and 6: Introduction Your Records are Impor
Page 7 and 8: Archives and Information Services D
Page 9 and 10: Your records are unique, just as yo
Page 11 and 12: Creation of Records • Legislator
Page 13 and 14: Electronic Records Born-digital rec
Page 15 and 16: Please visit the Texas State Librar
Page 17 and 18: Function: LEGISLATIVE ACTIVITIES/ L
Page 19 and 20: RECORDS SERIES EXAMPLES Committee a
Page 21 and 22: Function: CONSTITUENT SERVICES The
Page 23 and 24: Function: PRESS and PUBLIC RELATION
Page 25: 4.4 Maintenance Adequate storage sp
Page 29 and 30: 5.2.1.2.b Preparing records for sto
Page 31 and 32: 5.2.2 For records being held at the
Page 33 and 34: 5.3.2 Public disclosure and confide
Page 35 and 36: Texas Stories Chapter 6 Archival Cu
Page 37 and 38: Whenever possible, archivists try t
Page 39 and 40: excepted information, and if the pa
Page 41 and 42: Appendix A Contacts-at-a-Glance Jel
Page 43 and 44: Legislative Reference Library State
Page 45 and 46: Numbering Boxes for Pick-up and Sto
Page 47 and 48: Appendix C Regional Historical Reso
Page 49 and 50: Tarleton State University Dick Smit
Page 51 and 52: University of Texas of the Permian
Page 53 and 54: Statement of Intent under Texas Gov
Page 55 and 56: Statement of Intent under Texas Gov
Page 57 and 58: Appendix E Bibliography The followi
Page 59: Appendix F About this manual Amy E.

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