Records Management

Record management is the application of management techniques to the creation, use, maintenance, retention, preservation, and destruction of state records (Texas Government Code §441.180).

Records include books, papers, letters, documents, printouts, photographs, film, tape, microfiche, microfilm, photostats, sound recordings, maps, drawings and a voice, data, or video representation held in computer memory (System regulation 61.99.01). Emails are also considered records.
 

Effective records management provides control over the entire life cycle of a record, from the time of its creation, or receipt to its eventual disposal.

Four Main Objectives:
  • Improve efficiency
  • Identify and protect vital and confidential records
  • Preserve and protect historical records for archival purposes
  • Properly manage state records for efficient retrieval and disposal
 
Benefits of Proper Management of State Records
  • Compliance with legal requirements
  • Helps avoid adverse consequences during litigation, investigation or audits
  • Increases efficient use of resources which leads to higher productivity and cost effectiveness
  • Provides protection, control and maintenance of state records
  • Enables easy and accurate access to state records for open records request

 

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