State Records

State Record: Any written, photographic, or other recorded information created or received by or on behalf of a state agency or an elected state official that documents activities in the conduct of the state business or use of public resources (Texas Government Code §441.180).

E-mails received on office computers fall under this definition of State Record. Therefore they should be treated as such regardless of the nature of the e-mail content.

Record Copies: Record copies are the official state records that are kept on file as original or master copies and these are maintained by the institution for the total retention period.

      • These records are subject to the Retentions schedule
      • The record copies must be disposed of in a timely manner as per the retention schedule. Failure to do so will result in non-compliance.
      • These records require internal approval before they can be disposed of.
      • Record destruction form and Record Disposition log must be completed before any disposition can take place.

Transitory Records: These are records that have temporary usefulness and are needed only for a limited time for the completion of a particular action. These records are not essential to documentation of agency functions.

      • These records are not integral part of any record series.
      • They are not listed in the Record Retention Schedule.
      • These can be disposed of without prior approval.
      • Disposal of these records is not required to be documented through destruction sign-offs or in record disposition logs.
      • However, departments should establish procedure for disposal for these records.
      • Examples of Transitory Records include:
        • Temporary Information such as routing slips, memos, notes, telephone messages that have short term value.
        • Draft documents and working materials.
        • Incoming letters or memoranda of transmittal that add nothing of substance and have no future value
        • Other routine information used for communication, but not for the documentation, of any specific action.

Convenience Copies: Convenience copies are all other copies of the record copy created for convenience, reference, or research.

      • These can be disposed of or destroyed any time.
      • Prior approval is not required for destruction of these records.
      • Disposal of these records is not required to be documented through destruction sign-offs or in record disposition logs.
      • However, these records must be disposed of before the end of retention period or as soon as they have served their purpose
      • Convenience copies cannot be kept longer than record copies
      • If kept after record copy is destroyed:
        • Convenience copy becomes record copy
        • Results in noncompliance
      • In order to avoid legal liability and excessive storage cost, these records must be disposed as soon as possible.

Storage of State Records: Inactive records should be moved out of the office area and placed in the storage until final disposal.

Inactive records are records that are referred to infrequently but must be maintained until the retention period is over. Moving these out of active office area frees up valuable office space.

Active records are records that are needed to perform current operations. They are accessed frequently and usually located near the user.

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