As the custodian for you District’s records, it is your responsibility to get and keep your records compliant with TSLAC regulations.
In our first 6 articles, we’ve covered 1) making sure that you have the appropriate information on file with TSLAC; 2) identifying, assigning, and documenting Records Management responsibility among District Staff; 3) establishing a centralized Records Retention Center (RRC); 4) identifying the policy for determining when Records move to your RRC; 5) a process for physically moving Records into your RRC.; and 6) that District Staff has received Records training
This final edition addresses some strategies for staying current with TSLAC changes. The regulations for Records Retention are not static, and they change over time. As the custodian for you District’s records, it is your responsibility to get and keep your records compliant with these regulations. While challenging—and potentially frustrating—you can stay on top of these changes and keep current by taking the following steps:
- Visit the TSLAC Website Regularly.The TSLAC website is a very thorough resource for both learning and keeping current with the latest laws and regulations dealing with Records Retention Management. The website can be found at: https://www.tsl.texas.gov/slrm
- Take Advantage of Training Resources.TSLAC offers a variety of training resources, including webinars and in-person, face-to-face classes. Training is also available through third party resources like TASBO, the Association of Information and Image Management and ARMA International, among others.
- Subscribe to The Texas Record Blog.If you would like to be notified when new classes or webinars are scheduled, you can subscribe to The Texas Record blog (https://www.tsl.texas.gov/slrm/blog/).
- Ask Your TSLAC Analyst. When you have questions or need help with a particular issue, reach out to your assigned TSLAC Analyst. If you don’t know who your Analyst is, you can look them up on the TSLAC website (https://www.tsl.texas.gov/slrm/local/countylist), call (512) 463-7610, or email firstname.lastname@example.org.
Records Management can be a challenging process to stay on top of because it requires that you develop and put on file specific documents with TSLAC, develop, train, and implement policies and procedures for managing your records, consistently follow those policies and procedures, and keep up with changes in the regulations that occur over time. Effectively managing your records keeps you in regulatory compliance and demonstrates your commitment to safeguarding the records in your custodial care. Following the strategies that have been laid out in this series can help you get a good start and successfully follow through with managing your District’s records, regardless of the size of your District.
RCI (Record Consultants, Inc.) has more than 27 years of experience in helping Texas school Districts with their Records Management. If we can help you or answer any questions about your specific situation, please do not hesitate to contact us at (877) 363-4127.