ece,ven
0
nFEBI 0 2020u
D\t.J

BY:

~~--t~

ur~~

.-f

flJ\~~tat.tr

.-f llt'.exag

Jatsij ~pafu
~.ecr.etart! of tq.e ~.enat.e
February 3, 2020

Mr. Austin Evers
Executive Director
American Oversight
1030 15th Street NW, Suite B255
Washington , DC 20005

RE: Public Records Request, MUL TI-20-0065-0069
Dear Mr. Evers:
Pursuant to your request for (1) Any current policies, memoranda, or other guidance regarding
the storage of records, both physical and electronic. This includes, but is not limited to, any
current agency records retention schedule; (2) Any current policies, memoranda, or other
guidance regarding the automatic deletion of electronic records, including emails, documents, or
other iriformation stored electronically , " we have reviewed our files and I have enclosed the
responsive document.
The encJosed document is the current records retention sched ule for the Texas Senate and the
Lieutenant Governor's Office. The document was re-approved in 2018 , but was not reprinted as
.; no changes were made to the schedule.

Sincerely ,

~

Sis~

Secretary of the Senate

Enclosure

AMLRICA

pVERSI

I

Jilox 12068

• J\ustin,

'<Ilextts 78711

• 512/463-0100

• ~ittl 711 for ~lttij

<1Ialls

 RECORDS RETENTION SCHEDULE

TEXAS SENATE
December 9, 2013 - December 31, 2016
1-

:c

·C,

z-

MULTI-TEX-SEN-19-0069-A-000001

<cn
. oa::
aw
·~·
~a>

 )>

~

i ~~

:m:a
!JJo

"J>
iu,
•- Z
G)

::::r::

-I

CAUTION
A state record whose retention period has expired may not be destroyed if any
litigation, claim, negotiatjon, audit, public information request, administrative
review, or other action involving the record is initiated; its destruction shall not
occur until the completion of the action and the resolution of all issues that arise
from it.
A state record whose retention period expires during any litigation, claim,
negotiation, audit, public information request, administrative review, or other
action involving the record may not be destroyed until the completion of the
action and the resolution of all issues that arise from it.

I..=,-.

Olvlsfon
Stateandlocal RecordsManagement
TexasStateLibraryandArchivesCommission
(Rev.2111)

MULTI-TEX-SEN-19-0069-A-000002

 ~
~
iu .~

l< ::

·mr-

SLR 105

[

/JJC.
,,....,...,
!U~

!-

Form SLR 105Cmust
accompanythis form.

STATE OF TEXAS

-!.

.-i:

!G>

Records Retention · Schedule

I:::c

-I

2.Agency
Code
4.
Records
Series
Item No.

101

5.
Agency
Item
No.

1.Page

1

3. Agency
Name TEXAS SENATE

7.

6.

I

Ret~ntionP1eriod

I

:
;TsLAc

. .'ONLY·

Ar~

·.'.
·,Aipe~d

9.
106 No.

Remarks

RecordSeries Title

38

,11; · ·, ·

0.

B.

d

: ' No.·.:..

Texas Government Code 306.003, 306.004, 323.017, and 552.106.

323.017, Chapter 552,
In accordance with the Texas GovernmentCode, Chapter 306, Sections306.003 and 306.004, and Chapter 323 Section
as follows:
Section 552.I 06, the LieutenantGovernor,the Members of the Texas Senate, and the Senate departmentswill comply

that are composed
SECTION 306.003. CONFIDENTIALRECORDS.(a) Records of a member of the legislatureor the lieutenantgovernor
communicatingwith the
person
the
g
exclusively of memoranda of communicationswith residents of this state and of personal infonnation concernin
or a part of a record to which this
member or lieutenantgovernor are confidential.However,the memberor the lieutenantgovernormay disclose all,
a record coveredby Subsection
subsection applies, and that disclosuredoes not violate the law of this state, &b)The method used to store or maintain
·
1987'..
1,
Sept.
eff.
(a) does not affect the confidentialityof the record. Added by Acts 1987,10• Leg., ch. 167, Sec. 2.0S(a),
petition state government,as
SECTION306.004. PUBLIC DISCLOSUREPROHIBITED.(a) To ensure the right of the citizens of this state to
of citizens with a member of the
cations
communi
guaranteed by Article I, Section 27, of the Texas Constitution,by protectingt~e confidentialityof
cationfrom a citizen of this state
legislatureor the lieutenant governor,the public disclosureof all or part of a written or otherwise recorded communi
or by clear implication
received by a member or the lieutenantgovernor in his official capacityis prohibited unless: (1) the citizen expressly
(3) the official detennines that
or
;
disclosed
be
to
statute
by
d
authorizes the disclosure; {2)the communicationis of a type that is expresslyauthorize
(b) This section does not
person.
the disclosure does not constitute an unwarrantedinvasionof personalprivacy of the communicatoror another
employee acting in an official
apply to a communicationto a memberof the legislatureor the lieutenantgovernor from a public official or public
all or part ofa communicationto which this section applies, and that
capacity. (c) A member or the lieutenantgovernor may elect to discloseth
1987.
disclosure does not violate the law of this state. Added by Acts 1987,70 Leg., ch. 167, Sec. 2.05(a), eff. Sept. I,

Codes(Field7)
Retention

E - Electronic
M - Microfilm
P - Paper
AC -After Closed,Tenninated,Completed,Expired,Settled
AV-Administrative Value
SLR 105
Rev. 2/09

Archival Codes(Field 8)
C - Confidential
CE - CalendarYear End
FE- FiscalYearEnd

0 - Open Record
LA - life of Asset
MO-Months

I

PM - Permanent
US - Until Su~erseded

A - Transferto StateArchives
R - Review by State Archivist

MULTI-TEX-SEN-19-0069-A-000003

 ~!
1m :c

SLR 105

iJJc

!~;

STATE OF TEXAS

iG')

!J:
l-1

Form SLR 105G must
accompany this form.

Records Retention Schedule
Name

Code
Records
Series
Item No.

2

d

38

3.Agency

2. Agency

4.

1.Page

5.

Agency
Item
No.

[10.

7.

6.
I

,. ___,..,_... _,,__
I

RecordSeriesTitle

I

8.

.
11,.
.' TSLAC

::
!~~~:
-;

I Archival
r---

9.
Remarks

106 No.

.·· No. ·;·.

SECTION 323.017 CONFIDENTIAL COMMUNICATIONS.Communicationsincluding conversations,correspondence,and electronic
communications,between a member of the legislature or the lieutenantgovernor and an assistant or employee of the council [i.e., the Texas
Legislative Council] that relate to a request by the official for information,advice, or opinions from an assistant or employee of the council are
confidential. Infonnation, advice, and opinions given privately by an assistant or employee of the council to a member of the legislature,or the
lieutenant governor, acting in the person's official capacity, are confidential.However, the member or lieutenant governor may choose to disclose all
or a part of the communications, infonnation, advice, or opinions to which this section applies, and such a disclosure does not violate the law ofstthis
from V.T.C.A., GovernmentCode 323.016 by Acts 1989, 71
state. Added by Acts 1987, 70th Leg., ch. 1053, 2, eff. ·June 20, 1987. Renumbered
th
9.002, eff. Sept. 1, 2001. .
1420,
Leg., ch. 2, 16.01(25),eff. Aug. 28, 1989.Amended by Acts 2001, 77 Leg., ch.
SECTrON 552.I 06. EXCEPTION: CERTAIN LEGISLATIVEDOCUMENTS.(a) A draft or working paper involved in the preparation of proposed
office for the purpose of
legislation is excepted from the 552.021. {b)An internal bill analysis or working paper prepared by the governor's
rd
ch. 268, Sec.I, eff. Sept. 1, 1993.
Leg.,
73
1993,
evaluating proposed legislation excepted from the requirements of Section 552.021. Added by Acts
th
Amended by Acts 1997, 75 Leg., ch. 1437, Sec. I, eff. June 20, 1997.

RetentionCodes(Field7)
E - Electronic
M - Microfilm
P - Paper
AC-After Closed,Tenninated, Completed,Expired,Settled
AV-Administrative Value
SLR 105
Rev. 2/09

ArchivalCodes(Field BJ
C - Confidenlial
CE - CalendarYear End
FE - FiscalYearEnd

0 - Open Record
LA - Life of Asset
MO-Months

I

A - Transferto State Archives
PM - Pennanent
US - Until Superseded R - Reviewby StateArchivist

MULTI-TEX-SEN-19-0069-A-000004

 '() ~

'<·
m

SLR 105

JJ

en

-

Form SLR 105Gmust
accompanythis form.

STATE OF TEXAS

G)

Records Retention Schedule

:::c
--i

3

3. Agency
Name

2. Agency
Code

4.

tPage

5.

Records
Series

Agency
Item

Item No.

No.

I

11. ... ·-

0.

7.

6.

. TSLAC·.
· ONLY. ..

8.

Ret~ntlon P1eriod

IAr~

:
·Arnerid.

9.

106 No.

Remarks

RecordSeries Titre

·... No; . ..
•

: . ..

LT. GOVERNOR'SOFFICE
I.I.007

LTG•l

4

CAUTION: This records series and item
number 1.1.008should be used only for
correspondencethat is not included in or
I A !directlyrelated to another records series
in this schedule.

procedures that govern them.

Correspondence-General
2

RetentionCodes(Field7)

E - Electronic
M - Microfilm
P - Paper
AC -After Closed,Tenninated,Completed,Expired,Settled

AV -Administrative Value
SLR 105
Rev.2/09

I

t···
:·.:..~,:.:".

2

I

US+l

US+IIR

US+3

US+3 I A IP,E

·•:'

~-..

,.,! •

·1

••

•

........ . ...

..\.;: .

;-/i(,\~:-

SEE commentto item 1. l.007.
GovernmentCode, Section306.003.
ISEE ALSO item number 1.1.010.

_::<~3\(/:
·.':•'t.:·
~
...

Closed throughthe retention period.

LTG•3a !Directives

LTG-3b !Executive Orders

:~,

.. .•,

Vital, c~P

1.1.011

•

. ......·.....

Vital, C, P

administrative regulations,policies, and

1.1.010

•

.~

..

Incoming/outgoingand internal
correspondencepertaining to the
fonnulation, planning, implementation,
I 4
interpretation, modification, or
redefinition of the programs, services,

LTG-2

••:

I•::•'•••••.~:••
:...- ·.

Correspondence•Administrative

or projects of an agency and the

1.1.008

38

d

·.,,:",

C,P
. , ..

ArchivalCodes (Field 8)
C - Confidential

CE- CalendarYearEnd
FE - FiscalYearEnd

0 - Open Record

LA - life of Asset
MO-Months

I

A- Transferto StateArchives
PM- Pennanent
US - UntilSuperseded R - Reviewby StateArchivist

MULTI-TEX-SEN-19-0069-A-000005

 'c)>

i<
:m

SLR 105

iJJ1

rcn

·-G)

STATE OF TEXAS

Records Retention Schedule

:::c:
-I

Form SLR 105Cmust
accompanythis fonn.
1.Page

38

cf

3.Agency

2. Agency

Name

Code

Records

Agency

Series
Item No.

Item
No.

I

8.

Ret:ntion P1eriod

. O_NLY

I Ar$!Yfil
9.

106 No.

Remarks

RecordSeries Title

LTG-4

1.1.014 ILTG-5

Legal Opinions and Advice

CE+l

AV

ARCIIlVE NOTE: Only the calendars,
appointment,and itinerary records of
elected officials,executive staff, board or
commissionmembers,division directors,
and program heads require archival
review. Contactthe State Archiveswheri
these records have met their retention
CE+l I A periods.
CAUTION:A record of this type
purchased with personal funds, but used
by a state official or employee to
documenthis or her work ac!ivities may
be a state records and subject·10 this
retention period. See Open Records
Decision635 issues in December 1995
by the AttorneyGeneral.
C,P

AV

;Amend.:
No.-·
...
..:;.,. .....
.. . . .

C,P

Calendars, Appointment and
Itinerary Records

11.: ...
TSLAC.·

0.

7.

6.

5.

4.

l.1.013

4

R !CAUTION: Does not include legal

.

'_
'-':<·:··(?/:
.. ·. . :·:·

. ".·.:

~

•'

.. ,....
·:· -:: :...
~ ~ ..~ •, . .. : : :

_"..

.· ::::·:.':
).··;-.:~
-~
/::· ...
·t·.:;-:~
......

' .,•

\)· :-::;:.·:'i:
......

. :',".:-•
..,• ...
........
.....
·.:

•.

.........
.... •.

opinionsor advice renderedon a matter
in litigationor with regard to pending
litigation.See item 1.1.048.

:.,.· .: .
..
. --(•'<::
~··>,·•
'
',:· ....
•',.:

I

ArchivalCodes (Field 8)
RetentionCodes(Field7)
M - Microfilm E - Electronic
P - Paper
AC -After Closed,Tenninated, Completed,Expired,Settled
AV -AdministrativeValue
SLR 105
Rev. 2109

C - Confidential
CE - CalendarYear End
FE - FiscalYear End

0 - Open Record
LA - Life of Asset

MO-Months

j

A- Transferto State Archives
PM- Pennanent
R - Reviewby State Archivist
ed
Supersed
US - Until
MULTI-TEX-SEN-19-0069-A-000006

 < r::::==;;;;;,-------------------------------------1
Im:....
n~
JJi
1

I !rnnn . 'lnnnl

SLR 105

(f) ,

-·

Form SLR 105Gmust
accompanyth;s form:

STATE OF TEXAS

G)

Records Retention Schedule

:::c
--i

2. Agency
Code

3.Agency

4.

6.

Records
Series
Item No.

l.1.019

1.1.020

1.1.021

1.1.023
1.1.040

Name
5.
Agency
Item
No.

LTG-6

LTG-7

LTG-8

LTG-9
LTG-10

5

:TSLAC'

8.

Ret~ntion P1eriod

.<oNL'/'.

j Ar~

:AmencL

9.

2
Public Relations Records
Not
PublicInformation Requests
Exempted
AC+l
Includes all correspondence and
for
requests
to
relating
tation
documen
records that are furnished to the public.
Public Information Requests Exempted
Includes all correspondence and
documentation relating to requests that AC+2
are exempt under the Public
Information Act (Chapter 552,
Government Code).
us
Organization Charts
Speeches, Papers, and PresentationsNotes or text of speeches, papers, or
AC

reportsdeliveredin conjunctionwith

agency work.

2

_,;,,,_:.• .

R I0, P, Vital

.,. ,"

.
·~.-·.
::
:~:~~:::.~
..' .:·.~;-. . :

0,P

AC+l

,·:No:.·.

106No.

Remarks

Record Series Title

38

d

11.: /; :. ·

'10.

7.

I

1.Page

,,.,,,'

AC=Date request fulfilled.

.:
.".'.:\.£,/
·.•

C,P

.... .·.-~·
:.~
.

·.·~·..:

~

AC+2

'•'

'

•. .

•!

..~:-:..:.; .

.
'•.··._':

AC=Dateof notificationthat records are
exempt.

.•,,·

?'·}::•·;·:.;., :,

·?:\' ·)'_•:

us

., ,

A I0, P, Vital

:

0,P,Vital

AC

I

R AC=Endof term of office or tennination
of service in a state position.

...
-~.. .·.
• •,• ·.·....·.

··"'•

. ·,.,
;_,

:

-~·. : ·:
·.

_:

ArchivalCodes (Field B)

RetentionCodes{Field7)

E - Electronic
M - Microfilm
P - Paper.
AC - After Closed,Terminated,Completed,Expired,Settled
AV -Administrative Value
SLR 105

Rev.2109

C - Confidential
CE-Calendar Year End
FE - FiscalYearEnd

0 - OpenRecord
LA - Life of Asset

MO-Months

PM- Permanent

I

A- Transferto.StateArchives

US - Until Superseded R - Reviewby StateArchivist

MULTI-TEX-SEN-19-0069-A-000007

 . ~.
'o
i< r
~

<

SLR 105

rm:
!-n (

I ,..u '
1,,.. .,Y
'U,1
,_ -

STATE OF TEXAS

iG)
i:::c
1--1 2. Agency

Records Retention ·schedule

Code

!
4.

Records

Series
Item No.

1.Page

TSLAC

Arnen·d•.
106 No.

Remarks

Record Series Title

Litigation Files
b h If f
· db
Recor d~creat_e, y_oron e_a o an
agency m ant1c1patt0nof or m the
adjudication of a lawsuit.

Codes(Field7)
Retention
P - Paper

M - Microfilm

AC+l

AC+l

·. . No.'-':

..
.. ··.· ·_,.:

decisi~~ofan agency
AC=Asapplicabl~~
not to file a lawsuit or declSlonthat a
R lawsuitwillnotbefiledagainstitona
matter· dismissalof a lawsuitfor want of
prosec~tionor on motionof the plaintiff;
or final decisionofa court (or ofa court
on aooeal, ifaoolicable)in a lawsuit.

) ·.·<
. :;-:
-~·.?
, . :· . ··:. -,;•

·:·:--:~->:,:._:

···. .' ·. ··.·. .
·. ·
,·,·:.'.::....:,,.
..'-:-:
-~
.;. >"-:

/·:
>)-·:

Codes(Field 8)
Arcl1iva1
E - Electronic

AC-After Closed,Terminated,Completed,Expired,Settled
AV-Administrative Value
SLR 105
Rev. 2/09

38

:·
o~i.:.v.

Agency
Item
No.

LTG-11

d

J1., ::·.. ,•;·

0.

7.

6.

5.

c. p

1.1.048

6

3. Agency
Name

I
I

Form SLR 105Gmust
accompanythis form.

C - Confidential

CE - CalendarYearEnd
FE - FiscalYearEnd

0 - Open Record

LA - Life of Asset
MO-Months

PM- Permanent

I R - Reviewbl

A - Transferto StateArchives

US - UntilSuperseded

State Archivist

MULTI-TEX-SEN-19-0069-A-000008

 :b ~
I<
Im

·•nnl"l

SLR 105

. nt\Ani

i:D

!en

1c5

Form SLR 105Cmust
accompanythis form.

STATE OF TEXAS

Records Retention Schedule

:::c:

:-1

2. Agency

3. Agency

Code

Name

4.
Records
Series
Item No.

Agency

1

Item
No.

-··-I

Total

Transitory Information

AC

AC

38

d

.11.-

·-tslAC

8.
.
. ·-·-····-··
i

RecordSeriesTitle

Records of temporary usefulnessthat
· 'are not an integral part of a records
series of an agencyt that are not
regularly filed within an agency's
recordkeepingsystemtand that are
1.1.057 LTG-12 required only for a limited period of
time for the completionof an action by
an official or employeeof the agency or
in the preparationof an on-going
records series.

7

0.

7.

6.

5.

1.Page

ONLY.,:~-.

r-- al
1 Archiv

.Amend-.

9.

-·,No.:-

106 No.

··Remarks

••♦

C,P, E
AC=Purposeof record has been fulfilled.
Includespaper and electronicrouting
slips, messages,correspondence
attachmentrequests;phone messages,
internal staff meetingnotices,tracking
and approval routingslips for
correspondence.
CAUTION:Records management
officers should use caution in assigning
this records series item numberto records
of an agency to make certain they are not
part of another records series listed in
this scheduleor, for records series unique
to an agency, are not part ofa records
series that documentsthe fulfillmentof
the statutory obligationsof the agencyor
the documentationofits functions.
The disposal of transitoryinfonnation
need not be documentedthrc:.igh
destructionauthorizations{1.2.00 I} or in
records dispositionlogs (1.2.010),but
agencies should establishprocedures
governingdisposalofthese records as
Ipart of its records managementplan.

:.

•

:

::

•

~~.:

:

·{.-\\.-.)-:·_,
:...·.:
. ..·,-~
:-)

' ' !"",., •
'

··-'•

..... .

.·.
·. ''.i·:.f.~;\..

...: · .. :
· .·:. •

..

·.. ~
;.·:\:>~
_1_i>\''.:····:·.
.....
. .:"...~ ....::
,,
,

' •·:·· ·,·"·
•• ~>, .• •• , ·.::

.. .•

...

'•

, ••

I

_:
::t"\
·-:~~:...
, .. .., :,:,
:·. ':• :·.:":
...
:. : .. . . ..
~

... ....
· ;:

:·

,t-

•

ArchivalCodes (Field8)

RetentionCodes(Field7)
E - Electronic
M - Microfilm
P - Paper ·
ted,Expired,Settled
Comple
ated,
Termin
,
Closed
AC- After
AV-Administrative Value
SLR105
Rev. 2/09

C - Confidential

0 - Open Record
LA - Life of Asset

FE - FiscalYearEnd

MO-Months

CE - CalendarYear End

State
I AR-- Review toState
Archivist

PM- Permanent
US - Until Superseded

Transfer
by

Archives

MULTI-TEX-SEN-19-0069-A-000009

 b )>
I<

SLR 105

im
'JJ(
lu,

Form SLR 105C must

accompanythis (01111.

STATE OF TEXAS

~
l.)1iJ.,

Records Retention Schedule

iJ:
-I

Name

Code

Records
Series
Item No.

1.l.070
1.1.071

3.3.024

Agency

1

8.

Item
No.

RecordSeriesTille

LTG-13

Agency Rules, Policies, and
Procedures-Final

AC+3

Agency Rules, Policies, and
Procedures- Working Files

AC+3

LTG-14

LTG-16

5.5.002

LTG-19

106 No.

0, P, Vital

us
l

Work Schedules/Assignments

PersonnelPolicies and Procedures
Any internallydistributedmanuals,
LTG-17 guidelines,or similar records that define US+3
agency wide policies and procedures

LTG-18

Am~rid..:

9.

Remarks

Records Retention Schedule (SLR
105)

·
·:Tsl:Ac;_
-.:oNLV.·.

l
r----1 Archiva

. --·- I ····-··. I-··--

AC+3 R IAC=Completionor tennination of

. ()rocedures.
program, rules, {)Olic~sO_l'_
0, P, Vital
AC+3 R IAC=Completionor terminationof
program, rules, policie~ or procedures.
0, P, Vital
Original is retained byState and Local
Records ManagementDivision, Texas
State Libra_!!and Archives Commission.
C,P

us

:·. No...

'.:-~.
··::...:::~:.
..
',:.;!...~:
. .•.

•.

~-.'-.·-:~·
·:~
~-:::~~
• • . . ;~• ~ ••._,I

.....

. ·, -:

'://\ ·.·
\ ••.' .
~:·
'

'

:~

~~

.

: .::~·...
"

'\. '..·.::·:

. ;~ ,'•

US+3

0,P

.

~

...-:· ~~--..: '•
: ..=·-_:

. ,...· ,-,,-:•

··-;:·.

concemin~ the personnel of any agency.
Visitor Control Registers

5.4.01I

38

c1

.11: ·.. · -: ·

0.

7.

6.

5.

1.2.005 LTG-15
3.3.020

8

3. Agency

2.Agency

4.

1.Page

,, ·· '

.·

: ·.·.
:, ._;~r
.. --:

Logs, registers,or similar records
documenting visitors to limited access

3

or restricted areas of ag~cy facilities.
Logs
Long Distance Tele_p_hon~

AV

3

C,P
GovernmentCode, Section 306.003.

....

• •• f

~

••

.-::;,.::
-~~~:::-_

AV

:. :· . .::

C,E
ArchivalCodes(Field 8) .

Codes(Field7)
Retention

E - Electronic
M - Microfilm
P - Paper
AC -After Closed,Terminated,Completed,Expired,Settled
AV-Administrative Value
SLR 105
Rev.2/09

C - Confidential
CE - CalendarYear End
FE - FiscalYearEnd

0 - Open Record

LA - Life of Asset
MO-Months

j

A- Transfer to State Archives
PM - Permanent
US - Until Superseded R - Reviewby StateArchivist
MULTI-TEX-SEN-19-0069-A-000010

 b )>
i< 3

SLR 105

im :c
JJc::

-

(J) 'J;;,

G')

Records Retention Schedule

J:

-I

Form SLR 105C must
accompanythis form.

STATE OF TEXAS

Series

Item No.

7.

6.

5.

Records

I

Agency
Item

8.

Ret~ntion P~riod

LTG-20

E - Electronic
M - Microfilm
P - Paper
AC -After Closed,Terminated,Completed,Expired,Settled
AV -Administrative Value
SLR 105

-Airienl

9.

Nci·•;

106 No.

·.
·<·.~.
·-::·
. :;({_::.·;-\
-<: ·. .
~\ --:

Includesdocumentsgeneratedfrom
legislativemanagementsystem.

Codes(Field7)
Retention

38

··
ONLY-

Remarks

Record Series Title

No.

IAr~

d

. 11. · ;: . .._:
·TSLAC .

10.

Special Project Fil~

Rev.2/09

9

3. Agency
Name

2. Agency
Code

4.

1.Page

3

3

R C,P

ArchivalCodes(Field 8)
C - Confidential
CE- CalendarYear End
FE - FiscalYearEnd

0 - Open Record
LA - Life of Asset
MO-Months

j

PM - Permanent
US - Until Superseded

A - Transferto State Archives
R - Review9y State Archivist

MULTI-TEX-SEN-19-0069-A-000011

 h ;r

u <
'<~

SLR 105

[](5~

Fann SLR 105C must
accompany this form.

STATE OF TEXAS

Records Retention Schedule

'J:

1.Page

'-1

10

38

d

]

3.Agency

2.Agency

Name

Code

5.

4.

Item No.

110.

I

8.
Archival

Agency
Item
No.

Recorqs
Series

-

7.

6.

·
TSLAc
•:·
·.·ONL'f,-

: Ainencf:

9.

I

Remarks

Record Series Title

11.- · · ·

106 No.

;:··
··..:,,Jo,
..·.., ..

SPRI

SPR2

SENATE OFFICES
Senate Journal Manuscripts
Committee Working Files

l

3

I

I

4

I

Committee files may include meeting
files, bill files, reports and studies,
administrativecorrespondence,project
files, resident/constituentcasework and
correspondence,and administrative
Senators files may include
administrativecorrespondence, ·
resident/constituentcasework and
correspondence,proposed legislation,
committee files, press releases, district

-:·.
.: ~ .·-::_\.~;
CAUTION: Officialcommitteeworking
·......;
IAV+4 I A Ifiles must remain separatefromthe officeI 90-l 0 1-002
\

recordsof senatorsservingon the
committee. SEE ALSOnote for SPRJ.

..·

91-101-005
I 90-101-003

C,P,E
AC=tenn of office

AV I

AV+

AC I AC

E - Electronic

AC -After Closed,Terminated,Completed,Expired,Settled
AV -AdministrativeValue
Rev. 2/09

....
:

(AUTfON: Senators'own workingmes

1

·"\'' •

.'

..

working files of the committeeson which
they serve. SEE ALSO note for SPR2.

''

: '~:' ..·.

··•1•
.,!;'

Archival Codes(Field 8)

RetentionCodes(Field7)

SLR 105

·.• •,

A mustremainseparatefrom the official

calendars,and schedules.

M - Microfilm

;.•

· .: •

files, photographs, ~nd clippings,

P - Paper .

:.

. ...,...'•.

C,P

AV I 4

- ·'·

.

~

J.

files.
Senators Legislative Working Files

SPR3

190-101-001 ...'.

IO,P

C - Confidential
CE - CalendarYear End
FE - Fiscal YearEnd

0 - Open Record
LA - Life of Asset
MO-Months

j

PM - Permanent
US - Until Superseded

A - Transfer to State Archives
R - Review by State Archivist

MULTI-TEX-SEN-19-0069-A-000012

 0
•. ~ r.=
~
>
. m
m::;
JJc
u,~

~=:;,;;~--------------------7sti1cis-7

it nnn

SLR 105

nnnnl

Form SLR 105Gmust
accompany this fonr,.

STATE OF TEXAS

'5

Records Retention Schedule

u:::

H

Records
Series
Item No.

11

38

d

3.Agency

2.Agency
Code

4.

1.Page

Name
I

Agency

Item

:·•TStAC.

8.
. ·-·-····-··.
I

-··--

I

i·
-·'.ONLY

I Archival
r--

9.

106 No.

Remarks

Record Series Title

No.

·-11.·

10.

7.

6.

5.

·Arrie~ rid.
o_:·.
.·N...
. ..
,· ·
....
·:.:.·.:
~

3.1

SPR4a

Includes:
3. I ;002 Applications for employmentHired
AC+l
3.l.022-Personnel Action Forms
3.1.029- EmploymentEligibility
3. l.037 - Employee Recognition
3.4.002-Leave Status and Reports
3.4.006 - Time Cards and Time Sheets

3.1

SPR4b

SPRS

Codes(Field7)
Retention

E- Electronic
M - Microfilm
P - Paper
AC - After Closed, Terminated,Completed, Expired,Settled
AV -Administrative Value
SLR 105

Rev.2/09

"

: ..........
:~_
.., -~
: :.· :· ::·
:,

. . , :.•·,.:'.·
. ~. . ·.:·
.

'

4

AC+5

.•

. .

.
91-101-007 -::..-/.:'.:·

C, P. Vital
AC=Terminationof employment.

,

••

..

.\I

· ·. _: . ,

..........
·•..• .··1, ·.. ..

l: .:·
·....·~
~

. ..
. . -::......
~. '

.

. . : . :_..::,:

~

.... . . .

~

,,

3.4.007 - Time Off and/or Sick Leave
Personnel Files 2006 and after

Includes:
3.1.002 - Applications for employment AC+S
-hired
3.1.037- Employee Recognition
Records
AV
Reoorts -Administrative

.......

=·

Personnel Files -2005 and earlier
only

-·

AC+S

3

.

,

'•:

·..
,\::-.
~-:
:~:·

...

C, P, Vital
AC=Tenninationof employment.

.,

'

,\:

:

.-;

..

'.

~
:·-:·~_~~-.
·: ~ ... i • :•. ...~·::
·: . . ,~·- ·::. '

..:. .::

;_/
·-:·-_/
97-101-013 :, ·,:::.:
~;

AV+3 A C,P

ArchivalCodes (Field B)
C - Confidential
CE - CalendarYear End
FE - FiscalYearEnd

O - Open Record
LA - Life of Asset
MO-Months

PM - Permanen~

I

US - Until Superseded

A- Transfer to State Archives

R - Reviewbv State Archivist

MULTI-TEX-SEN-19-0069-A-000013

 '"'"
· "
U ~
i< "

SLR 105

mi_

iJJr-.
'

_

Form SLR 105Gmust

i: (J)

!G)

i~

accompany this form.

STATE OF TEXAS

Records Retention Schedule
2.Agency
Code
4.
Records

Series
Item No.

1.Page

3. Agency
Name
I

Agency
Item
No.

110.

7.

6.

5.

12

8.
... i_____ I Archival
. ·-·-····r--,
l

.11; ·., :.:
' TSLAC :
::ONLY .

·
·Amend.

9.

106 No.

Remarks

Record Series Title

38

d

.' ·,.
.:'.rizci
:•,,

Audits

l.1.002

ISAl

Audits and reviews performed by an
agency on external entities, on the
agency by other entitie.s,or on the
a_g~ncyby internal auditors.

on (Fiefd 7)
Retenti·Codes

E - Electronic
M - Microfilm
P - Paper
AC -After Closed,Terminated,Completed,Expired,Settled
AV -Administrative Value
SLR105
Rev.2/09

AC+7

AC+7

O,P
AC=Publicationor releaseof final audit
findings.The recordcopyof any audit
perfonnedby the State Auditor's Office
is retainedpermanentlyby that agency.

.. :~.~... ...
.

:

• • C ,:,::•

•:

~ • :

••

• =.i:•:··•.····
.:~ f.... .

..
..:.. , .·

:.-.!

,.,

ArchivalCodes(Field 8)
C - Confidential
CE- CalendarYear End
FE- FiscalYearEnd

0 - Open Record
LA - Life of Asset
MO-Months

j

PM- Permanent
US - UntilSuperseded

A - Transferto StateArchives
R - Reviewby State Archivist

MULTI-TEX-SEN-19-0069-A-000014

 'o)>
.
~

m
< :o
rm

SLR 105

JJo

ga~

"
:tt:

+-I

Form SLR 105C must
accompanythis form.

STATE OF TEXAS

Records Retention Schedule

andArchives

Commission

Records
Series

Item No.

I.l.007

13

38

d

3. Agency

2.Agency
Code

4.

I.Page

Name

5.
Agency
Item
No.

ISA2

1

8.
Archiv
1 ,---- al
9,
Remarks

• ·-·-·I .•,_... l-· ·--

RecordSeriesTitle

Correspondence-Administrative
Incoming/outgoing and internal
correspondencepertainingto the
formulation,planning,implementation,
interpretation,modification,or
redefinitionof the programs,services,
or projects of an agency and the
administrativeregulations,policies, and
proceduresthat govern them.

..1.1. ·, .

0.

7.

6.

4

4

R

·.1st.Ac..
. ·ONLY ·

Amenct·

106 No.

C, P, Vital
C=Somemay be Open
NOTE: Only the
ARCI-UVES
administrativecorrespondenceof
executivestaff, board, or commission
members,divisiondirectorsand program
heads require archivalreview. Contact
the State Archiveswhen these records
have met their retentionperiods.
!CAUTION:This records series and item
number 1.1.008 should be used only for
correspondencethat is not included in or
directlyrelated to another records series
on the agency's approvedschedule.For
example,a memoran.dum that documents
an appropriationrequestmust be retained
for the minimumretentionperiod
prescribedby item number l. l .004. SEE
ALSO item number 1.1.0I l.

· No. .,

: ,. ·-.:
..•. ,

.

:· '·

....
•. .,,
·--;:>:
~-~

,•¥·

• - >

.
. . \· ..-~.

.

,•

...
:t:.

. . . .. .

/''.'•:)::::
:, ...

:
. :::

.... ::

.....
. :,

.

,. ·•./ ,·
.,... •..

·.·.

.\·. ·• .:.,

ArchivalCodes(Field8)

(Fiefd7)
Codes
Retention

E - Electronic
M - Microfilm
P - Paper
AC - After Closed,Terminated,Completed,Expired,Settled
AV-Administrative Value
SLR 105

Rev.2/09

C - Confidential

End
r
CE- CalendaYear
FE - FiscalYearEnd

0 - OpenRecord
LA - Life of Asset
MO-Months

PM- Permanent

j

US - Until Superseded

A- Transferto StateArchives
R --_ReviewM State Archivist

MULTI-TEX-SEN-19-0069-A-000015

 b>
<

SLR 105

m

JJ

en

-

Form SLR 105Cmust
accompanythis fonn.

STATE OF TEXAS

G)

Records Retention Schedule

::C

' -I

3. Agency
Name

2.Agency
Code

4.
Records
Series

Item No.

1.Page

Agency

1

Item
No.

1.1.008 ISA3

110.

7.

6.

5.

8.
. ---- · ···-· . . I_____
I

Record Series Title

Correspondence- General
Non-administrativeincoming/outgoing
and internal correspondence,in any
media, pertainingto or arising from the
routine operations of the policies,
programs, services, or projects of an
agency.

14

Archival
1 r--9.
Remarks

38

d

1,1,"· ., :':
·TSLAC .
~NL)'. :.

.Am.end.
106No.

-·.· No.<-·,
...~ ..
.

·•c,P, E; C=somemay be Open
2

2

•·

·:.·=·

\~:·:·: ~ , .,

SEE commentto item number l. 1.007.
SEE ALSO item number 1.1.0IO.

.,1\ :•..:·,~·· '~-

. ;:·~.·.-~
,•

··:~·"': ,,

Archival Codes (FieldBJ

RetentionCodes(Field7)

E - Electronic
M - Microfilm
P - Paper
AC - After Closed,Tenninated,Completed,Expired, Settled
AV-Administrative Value
SLR 105
Rev. 2/09

C - Confidential
CE - CalendarYearEnd
FE - FiscalYearEnd

O - Open Record
LA - Life of Asset
MO-Months

I A - Transferto

PM- Pennanent
US - Until Superseded

State Archives
R - Reviewby State Archivist

MULTI-TEX-SEN-19-0069-A-000016

 t'o )>
:<

SLR 105

:m
:D

\
i

CJ')_
-

STATE OF TEXAS

.t!.

G)

Records Retention Schedule

:::c:
-I

Form SLR 105Cmust
accompanythis form.

3. Agency
Name
6.

2. Agency
Code

4.
Records
Series
Item No.

5.
Agency
Item
No.

Total

Calendars, Appointment and
Itinerary Records

1.1.013 ISA4

CE+l

hours that documentappointments,
itineraries,and other activitiesof
agency officials or employees.

Legal Opinions & Advice

1.1.014 ISA5

From agency legal counsel or the
Attorney General,includingany

AV

requestselicitingthe opinions.

38

rf

.11. '• :.: .
·.·TsLAC'..

8.

Ret~ntionP1eriod

RecordSeriesTitle

Calendars, appointment books or
programs and scheduling,or itinerary
records, purchased with state funds or
maintained by staff during business

15

10.

7.

I

1.Page

·:oNLY:-

IAr~

ArnencL

9.

106 No.

Remarks

C, P, E; C=somemay be Open
ARCHIVENOTE: Only the calendars,
appointment,and itinerary records of
elected officials,executivestaff, board or
commissionmembers,division directors,
and program heads require archival
review. Contactthe State Archiveswhen
these recordshave met their retention
CE+I I R !periods.
CAUTION:A record of this type
purchasedwith personal funds, but used
by a state official or employeeto
documenthis or her work activities may
be a state recordsand subject to this
retentionperiod. See Open Records
Decision635 issues in December 1995
by the AttorneyGeneral.
C, P; C=Some may be Open
CAUTION:Does not include legal
AV I R Iopinionsor advice rendered on a matter
in litigationor with regard to pending
litigation.SEE item number 1.1.048.

.
·: No.. .',:

·: {
\·:i\Y//

};}}f!
·-<
·.:::..:_:·.:··:~

···••···'\'
_; ;,:.,
. ...
~

.

'•.

'~-.

.\:', .:.\
• ·:-

... f, •

~ :·

::

••

.
·.-~;_·~-/'-:
•

'-'•,

l

''
:t:\
~-

·<=:.-.

... .

·:·.:·;.·:
....: .~

ArchivalCodes(Field B)

RetentionCodes(Field7)

E - Electronic
M - Microfilm
P - Paper
AC - After Closed,Terminated,Completed,Expired,Settled
AV -Administrative Value
SLR 105
Rev. 2/09

C - Confidential
CE - CalendarYear End
FE- FiscalYear End

0 - Open Record
LA - Life of Asset
MO-Months

I

A - Transferto StateArchives
PM - Permanent
R - Reviewby StateArchivist
eded
Supers
US - Until

MULTI-TEX-SEN-19-0069-A-000017

 ·--~

'o<
~

SLR 105

fT

"12;
:De

(/) "J;

STATE OF TEXAS

G5
!t
-I

Form SLR 105Cmust
accompanythis form. ·

Records Retention Schedule
Name

Code

Records
Series
Item No.

l.l.021

1.l.023

1.1.027

I

Agency
Item
No.

RecordSeriesTille

. ·---·I ·-·-··. I-··--

SA6

SA7

Organization Charts

SA9

Proposed Legislation and Legislative
Documents
Includes proposed legislation,
committee printings, engrossed bills,
enrolled bills, amendments offered,
resolutions, and related correspondence.

E - Electronic
M - Microfilm
P - Paper
, Expired,Settled
ed
Complet
ted,
Termina
Closed,
After
AC

AV-AdministrativeValue
Rev. 2/09

. !SLA<'i,;

. ·oNLY ,·

1
'Amend'.

No, . ·.

106 No.
.: '

us

SA8

8.
I Archival
r---9.

Remarks

A9en

AC+l
Includes all correspondence and
for
documentation relating to requests
records that are furnished to the public.
Public Information Requests Exempted
Includes all correspondence and
AC+2
documentation relating to requests for
Public
the
records that are exempt under
lnfonnation Act (Chapter 552,
Government Code).

7)
(Field
Codes
Retention

SLR 105

38

d

. 11. ,.., . .

0.

7.

6.

5.

Public Information Requests - Not
Exempted
1.l.020

16

3.Agency

2.Agency

4.

1.Page

AC+l

~-:,··: ~
.,

O,P
AC==Daterequest fulfilled.

\.•.:· ! . ....

..

.:
. . ·· , . ,
..:;·?·_~/:.::•
,

AC+2

O,P
AC=Date of notificationthat records are
exempt.

,.

'.• .::·/."

..

-.:·, r ..: ~

.· ..
..., ..

·

........

,·, •.'••.:···.':
,.,. ·.
,,, . ..

us

A)O,P

. ...- ~.

AC

.. :

.

. ·-,

C,P,E

AC

. \ ~.
,": ·,

.,

A IAC=At the completionof the legislative

session,documentsare transferredto the
LegislativeReferenceLibrary.

..

',

:· :~
..~-

.:::

(Field8)
l
ArchivaCodes
C - Confidential
CE - CalendarYearEnd
FE- FiscalYearEnd

0 - Open Record

LA- Life of Asset
MO-Months

I

A - Transferto StateArchives
PM- Pennanent
US - UntilSuperseded R - Reviewby StateArchivist

MULTI-TEX-SEN-19-0069-A-000018

 :'Q>
I<
:.m

SLR 105

i JJ
i 00

Fann SLR 105G must

accompanythis fonn.

STATE OF TEXAS

iG)

Records Retention Schedule

I :::C

f.Page

17

38

d

--i
3. Agency
Name

2.Agency
Code

4.
Records
Series
Item No.

5.

- --- J

--·.

-----

I

Notes or text of speeches, papers, or
reports delivered in conjunction with
agency work.

RetentionCodes(Field7)

E - Electron!c
M - Microfilm
P - Paper
AC - After Closed, Terminated, Completed,Expired,Settled
AV -Administrative Value
SLR 105
Rev. 2/09

Archival
r--106No.

Remarks

Speeches, Papers, Presentations
1.1.040 ISAIO

I

9.

RecordSeriesTitle

No.

/rsLAc
-··oNLY.:·.
:~erid.

8.
I

Agency
Item

11":.: ::-.

0.

7.

6.

.

0, P, E, Vital

AC

AC

.':;No: :,;·.

I R jAC=Endoftenn

in office or termination
of service in a state position.

. .~··

: .~ . ~

~

...

• :_: I"::·';~

Archival Codes (Field 8)
C - Confidential
CE- Calendar Year End
FE- Fiscal Year End

0 - Open Record
LA - Life of Asset
MO-Months

I

A - Transfer to State Archives
PM - Permanent
US - Until Superseded R - Revif!Wby State Archivist

MULTI-TEX-SEN-19-0069-A-000019

 h ..,.__
;U :

l

<•

m:

1trnnn,

SLR 105

JJ,

Fonn SLR 105Cmust

-

(J)

accompany this form.

STATE OF TEXAS

G')

Records Retention Schedule

J:

-I

I

t
onnnl

Records
Series

Item No.

Name

I

Agency

Item
No.

RetentionPeriod
I

I

Total

Record Series Title

M - Microfilm E - Electronic
P - Paper
AC - After Closed,Tem,inated, Completed,Expired,Settled
AV -Administrative Value

ONLY.

j Archival
'9:-

~_end:";
--106 No.

RemarkS
C, P, E; C=some may be open
AC=After purpose of records has been

recordkeepingsystem,and that are required
only for a limited period of time for the
completionofan action by an official or
employeeof the agency or in the preparationof
an on-going records series. Transitoryrecords
are not essentialto the fulfillmentof statutory I AC
obligationsor to the documentationof agency
functions.Some examples of transitory
infonnation, which can be in any medium
{voicemail, fax, email, hard copy, etc.) are
routine messages;internal meeting notices;
routing slips; incoming letters or memorandaof
transmittalthat add nothing of substanceto
enclosures;and similar routine informationused
for communication,but not for the
documentation,of a specific agency transaction.

Codes(Field7)
Retention

.TSLAC.

8.

Records of temporary usefulnessthat are not an
integral part of a records series of an agency,
that are not regularly filed within an agency's

1.1.057 ISAll

·11.··.

,10.

7.

6.

5.

TransitoryInformation

SLR 105
Rev. 2/09

38

d

3.Agency

2.Agency
Code

4.

I.Page 18

AC

fulfilled.
CAUTlON: Records management
officers should use caution in assigning
this records series item number to records
ofan agency to make certain they are not
part of another records series listed in
this scheduleor, for records series unique
to an agency, are not part ofa records
series that documentsthe fulfillmentof
the statutoryobligationsof the agencyor
the documentationof its functions.The
disposal of transitory informationneed
not be documentedthrough destruction ·
sign offs) 1.2.0Ol}or in records
dispositionlogs (1.2.0l OJ,but agencies
should establishprocedures governing
disposal of these records as part of its
records managemefl!plan (1.2.014).

: No:.
.. ...

..• ..•.·:

....

\:;_'/{\_:·
.. :~: .

"·

-\.'_.·:·\'•,:·--::
·::·· . . , .
~ ......
/:_\ ~-~-.
.·.
···:·:~·.,

. ·..·

~
. ·:. ,. _:t/'.
•'

,·:,_.;

~-;·:::
:~:~~::·-.
.

'

.' ·.' :.

..'

:.•

ArchivalCodes(Fiefd B)
C - Confidential
CE - CalendarYear End
FE - Fiscal YearEnd .

0 - Open Record
LA - Life of Asset
MO-Months

j
PM - Pennanent
US - Until Superseded

A - Transferto State Archives
R - Review by State Archivist

MULTI-TEX-SEN-19-0069-A-000020

 'o;>
i<

SLR .105

!m
lJJ c
!y,-

STATE OF TEXAS

lcS

I~

Form SLR 105Gmust
accompanythis form.

Records Retention Schedule
3.Agency
Name

2. Agency
Code

4.
Records
Series
Item No.

I

Agency
Item

SAI2

boards, committees,commissions, and
councils that conduct open meetings as
required by Government Code, Chapter

11'·" .. ...

.'ONLY

9.

106 No.

Remarks

Meeting Agenda & Minutes
Official agenda and minutes of state
1.1.058

IAr~

PM

551.

PM

38

d

:·;-s't1c.·
.-

8.

Ret~ntionP1eriod

Record Series Title

No.

19

0.

7.

6.

5.

1.Page

O,P,E
ARCIDVESNOTE: Agency retains
pe"1'anentreco~ copy. The archival
requirementwill be met by sending a
copy to the Archivesand Information
ServicesDivisionTexas State Library
and ArchivesCommission.
CAUTION:This recordsseries and item
A numbers 1.1.059,1.I.060, 1.1.061,and
11.1.062must be used for those state
boards,committees,commissions,and
councils,which by !awor the biennial
AppropriationsAct, are administeredby
anotherstate agency.These records and
all others relatedto the functionsof any
of these dependententitiesmust be
includedin the recordsretentionschedule
of the administeringagency.

..
Amend
..·
No:
·<.
. . .
~

\ '

'

;:,t;=/
-r.·;. . -.
.

)

.

:,

::·..

.•

•.

.. ",•.,: '
..:'.'...:::, ·; .•:~~ '.
:.:.,
:. ,· ·•·"·
~

, : .::. ' ..

...: .':.

. ···;•
':'

·,,

·,·: •• t - ~.. ;•

·•·, ·,• _: ;~ . :_':,: ...

; : ·..
·. __;.·~~-.
'-~:

:i-··.;.

; .. > ;-_:·; ..

i'.
·;/·t):\\

- ·:·
·.~-:
,• ;'

,.

... .

....~ ,

.·.:

ArchivalCodes (Field8)

Codes(Field7)
Retention

E - Electronic
M - Mlcrofilm
P - Paper
AC - After Closed,Terminated,Completed,Expired, Settled
AV -Administrative Value
SLR 105

Rev.2/09

C - Confidential

CE - CalendarYear End
FE - FiscalYearEnd

O - Open Record

LA - Life of Asset
MO-Months

j

A- Transferto StateArchives
PM- Permanent
US- UntilSuperseded R - Reviewby StateArchivist

MULTI-TEX-SEN-19-0069-A-000021

 =~-------------r:::"=~

< ; ~- -----·
m
D~
JJ(

-

(f) .

SLR 105

STATE OF TEXAS

G)

Records Retention ·schedule

J:

-I

Fonn SLR 105Cmust
accompanythis fonn.

Name

Code

Records
Series
Item No.

5.

l

Agency
Item
No.

I

I

l Archival
r-

SA20

Audio or videotapes of open meetings
of state boards, commissions,
committees, and councils.

jAC+9C
days

AC+90
days

Narrative
Biennial narrative reports to the
governor and legislature as required by AC+6
an agency's enabling statutes, including
annual narrative reports if they are
required by statute.

AC+61A

··..,No., ·

106 No.

Remarks

Reports - Biennial or Annual Agency

SA13

·Arn~incL

9.

1

·: ·

".
·:rsLAC
·_ONLY,.

8.
. ---- ·--·- ··. _____

Record SeriesTitle

Open

l.l.066

38

ci

11. ·.

10.

7.

6.

Meetings, Audio or Videotapesof
1.1.060

20

3. Agency

2. Agency

4.

1.Page

AC=Officialapprovalof written minutes
of the meetingby the governing body of
an agency.
CAUTION: Minutesof state agencies
are pennanent records. Audio and
videotapes are not pennanent media.
State agencies may not retain audio or
videotapes of the meetings of governing
bodies in lieu of written minutes. The
proceedingsof all meetings of state
boards, committees,commissions,and
councils must be reduced ,o writing.
SEE ALSO caution comment at item
1.1.058.
O,P
AC=September 1 of odd-numbered
calendar years.
The archival requirement is met by
sending the requiredcopies of the reports
to the Texas State Publications
DepositoryProgram,Texas State Library
and Archives Commission.

-! .....

.

··:-::

:/'

..;;

• . :- ;.: . !'-

··\.:?-'
..;."°:
···.·:.
,,;,,. .

'
..

.. .
\~~-·~·:
.:~·
::::·:.',,

:·{..-..."··

• ••

.'.

♦:.

:,.

,$

•

--~. : .: ••

'

:

.· ....

:~·=. • _:'~·::(

... .... ..

.
..~.-:
·;:.~

·:·

.

}. •

...:
~·::
·',.,.

,: _:
:•;t;/.:
.·:-::
:......

'

\:·.:r:::\

ArchivalCodes (FieldBJ

Codes(Field7)
Retention

E - Electronic
M - Microfilm
P - Paper
AC -After Closed,Terminated,Completed,Expired,Settled
AV -Administrative Value
SLR 105
Rev. 2/09

C - Confidential
CE - CalendarYear End
FE - FiscalYearEnd

0 - Open Record

LA - Life of Asset

MO-Months

I

PM - Pennanent
US - Until Superseded

A - Transferto StateArchives
R - Review by State Archivist

MULTI-TEX-SEN-19-0069-A-000022

 b< n>
<

SLR 105

m2
tlJc

v,~

-t:c

STATE OF TEXAS.

C)

H

Form SLR 105Gmust
accompany this form.

Records Retention Schedule

Records
Series
Item No.

Name

5. ..

I

Agency

Item

Ret~ntionP1eriod

IAr~

:
· ONLY

· .
··Amend

9.

106 No.

Remarks

E - Electronic
M - Microfilm
P - Paper
AC -After Closed,Terminated,Completed,Expired,Settled

AV-AdministrativeValue

.:··'No:. ··..
..r • •

·..··.

Manuals, guidelines,administrative
rules, or similar records distributed
internallyfor the use of employeesor AC+3
externally to the public or those
individualsor entities regulated by an
agency that sets out the rules, policies
and proceduresthat govern an agency's
!programs,services, or prqjects.

Codes(Field7)
Retention

TSLAC

8.

RecordSeries Title

No.

1.1.070 SAI4

Rev.2/09

38

d

·;1.1;· "... · .,

10.

7.

6.

Agency Rules, Policies, and
Procedures-Final

SLR105

21

3. Agency

2. Agency
Code

4.

1.Page

0, P, Vital

AC+J j R

AC=Completionor tenninationof
'program,rules,policies,or procedures.

SEE ALSO:AgencyRules,Policiesand
ProceduresWorking Files 1.1.071.

.

.
,(

}::::/
~

·:•·.

I

•

,1

. -~.

:t;
'1

··•:,

..~:~ ;·
<=·
~'-~:~

,.
..
. .···.~:·--.:

·•·.··

;

....::: ,, ...
~-

ArchivalCodes(FiefdBJ
C - Confidential

CE - CalendarYear End
FE - FiscalYearEnd

O - Open Record

LA - Life of Asset
MO-Months

j

A - Transferto StataArchives
PM - Permanent
US - Until Superseded R - Reviewby StateArchivist

MULTI-TEX-SEN-19-0069-A-000023

 n~
i< ;
:m:
i JJ<.

·•AM

SLR 105

MML

Form SLR 105G must

Jen

· STATE OF TEXAS

l:::C

Records Retention Schedule

lc5
i--1

1.Page

Name

Agency

ItemNo.

No.

:10.

7.

6.

5.

Records
Series

8.
1

_-----i ----·· . i-· ·--

106 No.

Remarks

Record Series Title

SAIS

SLR 105
Rev.2/09

~ '

·_.,:

0, P, Vital
AC=Cornpletionor termination of
AC+ J R rrogram, rules, policies, or procedures.

j

\

f

: .:, .....~..-·-~:.
,',

:/

.. .· ,;

. ...
~)::
>.:>
:··.-.;
''':_
...:,.:
·;_:_·;~

SEE ALSO: Records Series Item

Number 1.l.070.

;.. ..
--·.:·

•,
~:?-~:~->~
·-~/~·
• ·-~·. ' r . ..

.. ..·-·\

..

,::,
·-:,>/.

105)

Fonnerly RMD 105.Includes
documentationof certificationand
approval - forms SLR 1OSC(formerly
RMD 105C)and/or other fonns
designated by the State Records
Administrator.

E - Electronic
M - Microfilm
P - Paper
AC -After Closed,Terminated,Completed,Expired,Settled
AV-Administrative Value

-··'No.'·.'

.., ·:.,; .......,: ..
:~

RecordsRetentionSchedule(SLR

RetentionCodes(Field7)

: .: .
TSLAC

\..'_)
\_\/,:

Procedures- Working Files
Working files used in the development
of manuals, guidelines, administrative
rules, or similar records distributed
AC+3
internally for the use of employees or
externally to the public or those
and procedures that govern an agency's
proiects.
ores,
lprogram__§,_§ervic

SA16

~1~

:· L
Ariienc

9.

Item

individualsor entities regulatedby an
agency that sets out the rules, policies,

1.2.005

38

d

' ONLY,

r-1 Archival

Agency Rules, Policies, and

1.1.071

22

3. Agency

2.Agency
Code
4..

accompanythis form.

us

us

O,P
Original is retained by the State and
Local Records Management Division,
Texas State Library and Archives
Commission.

....

:}_;;:.:
1...-f..-~:
.: -~::_~~
:.

-~~ ·.

···\/·..~

ArchivalCodes (Field8)
C - Confidential •
CE - CalendarYear End
FE - FiscalYearEnd

0 - Open Record
LA - Life of Asset
MO-Months

I

PM - Pennanent
US - Until Superseded

A- Transferto StateArchives
R - Review by State Archivist

MULTI-TEX-SEN-19-0069-A-000024

 i

'o )>

<~

SLR 105

[)!JJJ
:DO

00)>
....z

~
-H

Form SLR 105C must

Records Retention Schedule

r

2.Agency

I

Code

i
i

!

!

accompanythis form.

· STATE OF TEXAS

4.
Records
Series
Item No.

3.Agency
Name

5.
Agency
Item
No.

1.2.010 ISAI7

7.

6.
1

ISA18

Forms (RMD 106)
Agency Copy.

SLR 105

I

US

38

·-tsLAc·
·-oNLY

r--1Archival

.
Amend;

9.

106 No.

Remarks

Records Disposition Logs
Logs or similar records listing records
destroyed or transferred to the Archives
I I0
and InformationServices Division,
Texas State Library, showing records
series title, dates of records, and date

RetentionCodes (Field7)
E - Electronlc
M - Microfilm
P - Paper
AC -After Closed,Terminated,Completed,Expired,Settled
AV -Administrative Value
Rev. 2/09

. ----·I ----... I-· ·--

rJ

.11•. · ......

0.
8.

Record Series Title

destroyedor transferred.
Records Center Storage Approval
1.2.01I

t.Page 23

::·.'. No.

·~·.
~ ..:,
.. :- •'-)::::..

10

0,P

:/.:/_:<:.:.r·
..
~

'

·, :.:'-• .c. >' . \~~ ~:.,

us

;_\':~.·:.
:.·}~i:.:
:·.:-..·~·

O,P

:. ,

'•.

ArchivalCodes(Field8)
C - Confidential
CE - CalendarYear End

FE- FiscalYear End

0 - Open Record
LA - Life of Asset
MO-Months

j

PM - Pennanent
US- Until Superseded

A - Transferto StateArchives
R - Reviewby StateArchivist

MULTI-TEX-SEN-19-0069-A-000025

 b )>
<

SLR 105

m

JJ c

-

(f) ~

Form SLR 105Cmust
accompanythis form.

STATE OF TEXAS

G)

Records Retention Schedule

J:

-I

Name

38

d

Agency

Series
Item No.

Item
No.

I

·.,:-;;~c,.-:

8.

Ret~ntion P1eriod
Total

Record Series Title

State Publications
One copy of each state publication,

ISA21

,:11,"·•.:· :.

10.

7.

6.

5.

Records

1.3.001

24

3.Agency

2.Agency
Code

4.

1.Page

except a publication that is subject to a I AC+2
different retention period in this

schedule.

AC+2

. ~NLY

f Ar~

Amend.·

9.
· Remarks

. No;:·,

106 No.

AC=Untilsupersededor obsolete.
CAUTION: Many state publications
must be submittedto the Texas State
PublicationsDepositoryProgram,Texas
State Library and ArchivesCommission,
by law (GovernmentCode § 441.l O1441.106). 'The Texas State Library and
ArchivesCommissionwill retain a copy
of all state publicationssubmittedto it on
a continuingbasis, subject to periodic
evaluationto determineif the publication
merits furtherretention. For additional
informationand requirementsconcerning
state publicationsmade availableto the
public through the Int~met,consult the
administrativerules of the Texas State
PublicationsDepositoryProgramof the
TexasState Libraryand Archives
.
Commission{13 TAC §§1-1-3.16}

.•• :·.; ... . ~· .

.••t

..

·

•, '

, ,• •:

. '.

;'

.! : :..•,

.. :•,.
,'}.'

• ·, ~.

'

4 ••

-~.':

.

·,·_.:
•_, '•

~ :.:,.·

'

...

... . :
~

· :►;

-:•- · ::• . \·· ••

: .

:._.\.·/:.._.' .
·, ~

~:

.~- .

ArchivalCodes (Field 8)

RetentionCodes(Field7)

E - Electronic
M - Microfilm
P - Paper
AC - After Closed,Terminated,Completed,Expired,Settled
AV -Administrative Value
SLR105
Rev. 2/09

C - Confidential
CE - CalendarYear End
FE - FiscalYearEnd

O - Open Record

LA - Life of Asset
MO-Months

I

PM - Permanent
US - Until Superseded

A - Transferto State Archives
R - Review by State Archivist

MULTI-TEX-SEN-19-0069-A-000026

 b~

-

Form SLR 105Cmust
accompanythis form.·

STATE OF TEXAS

G)

Records Retention Schedule

:c
-I

3. Agency
Name

2.Agency
Code

Records
Series
Item No.

8.

. RetentionPeriod

Agency
Item

1.Page 25

!10.

7.

6.

5.

4.

I

IsLR 1os

<

~9.2.01
m I1~oru
JJ
_
er,

al
Archiv
,---

9.

Remarks

RecordSeriesTitle

No.

106No.

38

cf

.11.·-.:. .

'TSLAc·
· ·ONLY. ·

:Amenl·
·..;·No:.,.·..
:~~;.. :·... ' .=.·

1.3.002

SA19

PublicationDevelopmentFiles
Background material, copy (drafts),
original artwork, photo negatives,
prints, flats, etc~This includes all work
performed both inside and outside the
agency.

AV

AV

2.1.007

SEl

_: ~
~ - (~.i>,'.

R10,P,E

. .-:. : ..

~~

.. ..

·:~:'

Software ?rograms

Automated software applications and
operative system files includingjob
control language, program
listing/sourcecode, etc.

. : -~

··.··..

AC

AC

C, E, Vital;C=somemay be open
AC=Untilelectronicrecordsare
transferredto and made usable in a new
softwareenvironmentor there are no
electronicrecordsbeing retained to meet
an approvedretentionperiod that
requiresthe softwareto be retrievedand
read. 13 TAC 6.97(a).
CAUTION:Softwareneeded for access
to electronicrecordsmust be retainedfor
the period of time requiredto access the
records.

.; .'• ',,

:•· :

..\·

... ~ :_:

:: .'

·····
:"_<_"'
-~·::·~-' .. '
.if . ·:.'
·."l

,,,. .••

::;:,·

.. · ~1

·...:·-

::

• :/-

··:

..

., ,.

ArchivalCodes(Field8)

RetentionCodes(Field7)
M - Microfilm
P - Paper

E - Electronic
eted,Expired,Settled
Compl
ated,
Termin
,
Closed
-After
AC
AV-Administrative Value
SLR 105
Rev. 2/09

C - Confidential
CE - CalendarYear End
FE- FiscalYearEnd

0 - Open Record
LA - Life of Asset
MO-Months

I

A- Transferto StateArchives
PM- Permanent
US- Until Superseded · R - Reviewby StateArchivist

MULTI-TEX-SEN-19-0069-A-000027

 o~
<~

SLR 105

m

JJc

(J) ":.
!-

Form SLR 105Cmust
accompany/his form.

STATE OF TEXAS

.t.

'G')

li-1:r:

Records Retention Schedule
5.

7.

6.

Records
Series

Agency
Item

Item No.

No.

2.1.008

SE2

I

Ret~ntion P1eriod

AC

38

d

.,11..-: :: ',,

.·TSLAC.

:· ONLY:·

{ Ar~

9.

.
Amend;
:.·No:.• :·

106 No.

Rernari<s

HardwareDocumentation
Records documentingoperationaland
maintenancerequirementsof computer
AC
hardware such as operating manuals,
hardware/operatingsystem
requirements,hardware configurations,
and ~quipmentcontrol systems.

E - Electronle
M - Microfilm
P - Paper
AC -After Closed,Temiinated,Completed,Expired,Settled
AV -Adm inistrativeValue

110.

8.

Record Series Title

Codes(Field7)
Retention

SLR 105
Rev. 2/09

26

3. Agency
Name

2.Agency
Code

4.

1.Page

C, P, E, Vital; C=same may be open
AC=Untilelectronicrecords are
transferredto and made usable in a new
softwareenvironmentor there are no
electronicrecords being retainedto meet
an approvedretentionperiod that
requiresthe softwareto be retrievedand
read. 13 TAC 6.94.
CAUTION: Softwareneeded for access
to electronicrecordsmust be retainedfor
the period of time requiredto access the
records.

:i.:..:!. .:-:;~:···.

·~:
--~
>~

:::.<./~
..
:!· .

.,·~..' _· ';·.
. .: ·
•.
~.

: ... ....:...::: ..

..-'-: ..
·~:-~
__

·

'

. .-

·r.,. ~ , '
•:"•'

..,

.:
·~:;·,:·
:;:',:·/·
·.·~?..

,•

''

Archival Codes(FieldBJ
C - Confidential
CE - CalendarYear End
FE - FiscalYearEnd

O - Open Record
LA- Life of Asset
MO-Months

StateArchives
I A - TransfertoState
Archivist

PM - Pecmanent
US - Until Superseded

R - Review bY

MULTI-TEX-SEN-19-0069-A-000028

 'o
~ 'Ir:: =g~=91~------------------------,r-S-LR-10_5

__ __,I

..
IIJl==9iu_=

JJ

en

-

G)

:::c
-I

Form SLR 105Cmust
accompanythis form.

STATE OF TEXAS

Records Retention Schedule

Archive~
1and

Commission

Records
Series
Item No.

3.1.001

J. l .00Z

Name

38

d

I

Agency

Item
No.

SPl

SP2

RetentionCodes(Field7)
E - Electronic
M - Microfilm
P - Paper
AC -Alter Closed,Terminated,Completed,Expired,Settled
AV -Administrative Value

.TSLAC.

8.

Ret~ntion P1eriod

IAr~

. ONLY·,_·

·Amend>

9.

:Nd.···

106 No.

Remarks

Record SeriesTitle

Applications for Employment-Not
Hired
Applications, resumes, transcripts,
letters of reference, and similar
documentswhosesubm_issionby ·
candidates for vacant positions is
required on the application form, by
application procedures, or in the
employment advertisement.
Applications for Employment-Hired
Applications, resumes, transcripts,
letters of reference, and similar
submis~!onb~
s
docu?1entwhose
candidates forvacantposttlons ts
required on the application form, by
application procedures, or in the

·.11~.·

0.

7.

6.

5.

: .:·:·.-; . ·. ._-:
·_··:~ · ·:-::;_
·:'·.
'--':,.-·. .-_·

·>.'.·
·
:<.

2

2

· \ ···.:\"·-·

~9~FRt 60231
·

·· · _-· .::.
·.· :_··: -·-··

. _.
./ ·..:·_;_-:.:
.: ·. •
·. · :=:
·;·:. · :-.·. ·: · ·
· .', · : / .::
AC+S

AC+S

o,~

..:'·_.·.·.
. ·_::

. .

. ·-:-.··-:.

AC-TenmnatJonofemployment.

:,·} :..:..:/;'..
~:·.,.:.~:
. ·· :·:,:i _.. ; ·. . · - ·

emolovmentadvertisement.

SLR105
Rev.2/09

28

3.Agency

2.Agency
Code

4.

1.Page

ArchivalCodes(Field8)
C - Confidential
CE - CalendarYear End
FE - FiscalYearEnd

0 - OpenRecord
LA - Life of Asset

MO-Months

I

A - Transferto StateArchives
PM - Permanent
US- UntilSuperseded R - Reviewby StateArchivist

MULTI-TEX-SEN-19-0069-A-000029

 b< '
m

I• nn.n

SLR 105

n.nnn.l

JJ

en

-

STATE OF TEXAS

G)

Records Retention Schedule

:::c
--i

Form SLR 105Cmust
accompanythis fonn.

Name

5.

7.

6.

Records

Agency

Series.
Item No.

Item
No.

3.l.0l l

SP3

1

a.
_.,__
. ·-·-····-··.
I
i

EmployeeInsuranceRecords
Agency copies of infonnation relating
to the selection by employees of life,
disability, health, and other types of
insurance offered by the State of Texas
to its employees.

AC

AC

·TSLAC

_:,oNLY.-

r---1Archival

9.

106 No.

Remarks

Record SeriesTitle

11.. . ·

10.

C,P
or tennination of
l
AC==Untisuperseded
employment.
CAUTlON: Documentsthat serve as
payroll deductionauthorizationsmust be
maintained for the retentionperiod
prescribed foritem number 3.2.001.

.. d
Amen
.·•. .
·:No

: · -:- .,,:' .
;,:.

SP4

Forms or similarrecordsused to create
or change information concerning the
records of an employee including pay
grade, position classification, employee
number, and termination of
employment.

SP5

Job descriptions, including all
associated task for skill statements, for

E - Electronic
M - Microfilm
P - Paper
AC -After Closed,Tenninated,Completed, Expired,Settled
AV -Administrative Value
SLR 105
Rev. 2/09

'. ,•, ~

...,

.. .

... .

~

,>-:~:~=-·'

.._,.'

2

2

..
.\\:, ·...::~

C,P
29 CFR 1602.31

. ,;

,,

~

0, P, E, Vital

AC+4

AC+4

AC=Untilsupersededor job eliminated.
40 TAC 815.106(i)

....
. ,'-:":·.:: ~~..

: •!

• •

..../.
·. ...

!positionsin an agency.

Codes(Field7)
Retention

;.,_(, ·.

(·

·
......, ·.__:::y·

Position/Job Descriptions
3.1.023

.

~

Personnel Action Forms

3.1.022

38

d

3.Agency

2.Agency
Code

4.

t.Page 29

I

~

;

...

:~..'.

ArchivalCodes (Field8)
C - Confidential
CE - CalendarYear End
FE - FiscalYear End

0 - Open Record
LA - Life of Asset
MO-Months

PM - Permanent
US - Until Superseded

j

A- Transferto StateArchives
R - Reviewby State Archivist

MULTI-TEX-SEN-19-0069-A-000030

 .........
:'o
:<~
i

-

I

SLR 105

im r
i -r,

i J,J

=---

C

Form SLR 105Gmust
accompanythis form.

(f) -:P

STATE OF TEXAS

:::c

Records Retention Schedule

c5·
-I

2. Agency
Code
4.
5.
Records
Series
Item No.

ISP8

7.

6.

EmploymentEligibility,
Documentationor Verificationof
Federal reportingform (INS 1-9).

EmployeeBenefits - Other than
Insurance
Agency copies of informationrelating
to the selectionof available benefit
options other than insurance.
Employee Recognition Records

Awards, incentives,tenure, etc.

RetentionCodes(Field7)
E- Electronic
M - Microfilm
P - Paper
AC - AfterClosed, Terminated, Completed, Expired, Settled
AV -Administrative Value
SLR 105
Rev. 2/09

AC+l

AC+2

AC+5

AC+l

AC+2

AC+5

.-------------9.
106 No.

I Remarks
0, P, Vital
AC=Tenninationof employment.
CAUTION: Federal regulationrequires
that INS 1-9 forms be retained for 3 years
from date of hire or 1 year after
separationof the employee,,vhichever
later. Agenciesshould make certainthat
the INS 1-9 forms for employeeswho
terminatefrom an agency less than 3
years from date of hire are kept for the 3year retentionperiod.
and (c)(2)
8 CFR 274a.2(b}(2)(i){A)
C, P, Vital
AC=Untilsupersededor terminationof_
employment.
CAUTION: Documentsthat serve as
payrolldeductionauthorizationsmust be
maintainedfor the retentionperiod
Iprescribedfor itemnumber3.2.00l.

, :·

'TSLAC·
Y. ·:
:bt:!L

I Archival

Total I

Record Series Title

38

d

.11.,

10.

8.

RetentionPeriod

3.1.029 ISP6

3.l.037

30

3. Agency
Name

Agency
Item
No.

3.1.031 ISP7

1.Page

.Amend~
·-..;.No.·- ·
,·:.··· •.·c ~...:- .•

...., . ,

,., ..
..,

.

,

,.
....
!•
':.
;

;

.....
·\?\,
..
,.

./
·..;: ·.-~~-

......

:..~ ...;..

).~:··
•✓

,,

·.

:·. ~;.~.:
•

.

......

t;,•·

, .::,.,
·: •, .. . ··::

·. ·:·· , •.·

AC=Tenninationof employment.

...

Archival Codes(Field 8)
C - Confidential

CE - CalendarYear End
FE - FiscalYear End

O - Open Record

LA- Life of Asset
MO-Months

PM - Permanent

I R-

A - Transfer to State Archives

US - Until Superseded

Reviewby State Archivist

MULTI-TEX-SEN-19-0069-A-000031

 'o~
:< rT

SLR 105

m:i

JJc

i ,,.. -;;

IB
:::r:

accompany this form.

Records Retention Schedule

i

-I

Form SLR 105Cmust

STATE OF TEXAS

· u~

5.
Agency
Item

Item No.

No.

3.2.002
3.2.003

7.

SPlO

. ·-·- I ..··- ... I_,.__

38

11

· ..

Employee Deduction Authorizations
·
•
Documentationused to st:irt, modify, or
AC+4
stop all voluntary or reqmred
deductions from payroll, including
garnishmentor other court~ordered

attachments.
Employee Earnings Records

4

Federal Tax Records
Includes 1099, W2, FICA, and other tax AC+4
records.

SP 11

W~4 Forms

,

4
AC+4

AC+4

Employer's copy of"Employee s
WithholdingExemptionCertificate."

AC+4

3.2.007

SP 21

Unemployment Compensation
Records

AC+5

AC+S

3.2.008

SPIJ

US

us

Application/Authorizations

Codes(Field7)
Retention
M - Microfilm E - Electronic
P - Paper
AC -After Closed, Tenninated,Completed,Expired,Settled
AV-Administrative Value

9.

No. ·

106 No.

· .:...·, ·
·\. ,·.;,:'

C, P, Vital

· · · · ,. .
,. ;·
-~
.:·.·,:__<:, :·:
- :, , , • . .•
._:'.'-:'.
.; ·:.:",_'

p Vital

· :.; ; ·_.-.

AC=Afterterminationofemployeeor
after amendment,expiration,or
terminationofauthorization, whichever
sooner.
0

815.106(i)
40TAC

· : · -.,. · ·.

0, P, Vital
AC=Tax due date, date claim is filed, or
date tax is paid, whichever is later.

. · ::· , :.
·:·;·
:-'...-_..;
·_;·,.
.'. , · ·...•_\

0, P, Vital
AC=Untilsuperseded,obsolete, or upon
separationof employment.
26 CFR31.600I-l(e)(2)

: ··..: /· . .
··:::.:. ,., ·:·

AC=Dispositionof claim.

.
.·.: :.:· :.__

·:···. · .. ,_·

SP12

Direct Deposit

··
ONLY.

Americi:;
.

AC+4

':
-·TSLAC

I Archival
rRemarks

Record Series Title

9
SP

0.

8.
I

3.2.005

SLR 105
Rev. 2/09

cl

Name

6.

Records
Series

3 2 00
· • l

31

3. Agency

2. Agency
Code

4.

1.Page

''.·:,·.:•-·>

:· :., · · ·-_·-.

.. .

c, P, Vital

..

· : . _.·:. -~:

ArchivalCodes (Field8)
C - Confidential

CE - CalendarYear End
FE - FiscalYear End

0 - Open-Record
LA - Life of Asset
MO-Months

I

PM - Pennanent
US - Until Superseded

A - Transferto StateArchives
R - Reviewby StateArchivist

MULTI-TEX-SEN-19-0069-A-000032

 SLR 105
Form SLR 105G must
accompany this form.

STATE OF TEXAS

Records Retention Schedule
2.Agency
Code

3. Agency

4.

6.

I.Page

Name
5.

Records

Agency

Series
Item No.

Item
No.

'-··.
'"'""''-'"
I

-•t-~

I

Tolal

Record Series Title

ISP14

State Deferred Compensation
Records

AC+5

AC+S

·J'$LAC-.'·

8.
al
r-1 Archiv

. ONLY·.

·
Amend;

9.
Remarks

· No.i,:

106 No.

AC=Allaccounts with a vendor or
vendors for the individualparticipant
have been closed.

3.2.009

38

d

:.11~. ·: .':::

0.

7.
1

32

-;"':

:··.·-:~• ·,

,,

~r..

·.... ,,

For instructionsregardingthe
detenninationof the closure of accounts
and for additionalinformationregarding
the retentionperiod see the most current
edition of the BenefitsCoordinator
ReferenceManualissuedby the
EmployeesRetirementSystemofTexas.

. -.

3.3.01 I

3.3.022

SPI5

SP22

Records
Minimum infonnation needed to verify
¼.C+751
employment, includes name, social
security number, exact dates of
employment, last known address and
most recent public access option fonn.
Texas Workforce Commission
(TWC) Reports. Reports to the agency
3
from TWC or its predecessor pertaining
to employees.

Codes(Field7)
Retention

E - Electronic
M - Microfilm
P - Paper
ted,Expired.Settled
Comple
ated,
Tennin
,
Closed
-After
AC
AV -Administrative Value

AC+75

0,P, Vital
AC=Tenninationof employment.

..

-··. .,
-·_-.. ;.. .

...,
·/\··Y,
.

·: .
/ _·_
:·:,:;·.:·
...

:,. ,

Former Employee Verification

:.; •

•u ''

• .-

:.)~5
·:.··· •·:
. •·· .

,'.;

.

'• .

-:~...:·.'~-

:_ ' .....

3

·:··• ·-:·

;• • •.:•

;'.· .

• I~

·•·....

ArchivalCodes(Field8)
C - Confidential
CE - CalendarYear End
FE - FiscalYearEnd

0 - Open Record
LA - Life of Asset
MO-Months

PM - Pennanent
US - Until Superseded

A - Transferto State Archives

R - Reviewbv State Archivist

SLR 105
Rev. 2/09

MULTI-TEX-SEN-19-0069-A-000033

1J: i
C!Jl

L -/

<!_001

u cr:1

w:
o:
LU>t

~°'

 SLR 105
Form SLR 105Cmust
accompanythis form.

STATE OF TEXAS

Records Retention Schedule
2. Agency
Code
4.
Records
Series
Item No.

3.3.024

3. Agency
Name
6.

5.
Agency
Item
No.

SPI6

1.Page

.. _,_.,.,_... _,.__
I

I

Record Series Title

Personnel Policies and Procedures
Any internally distributed manuals,
guidelines, or similar records that define US+3
agency wide policies and procedures

Archival

Amend:

r----

9.
Remarks

106 No.

3 3 ·OJI
·

3 _4 _002

SP 17

SPIS

Includes documentation used to
complete EEO reports.
Leave Status Reports
Cumulative re~ort is issued each pay
cycle and provides employee leave
status infonnation for each position.

3

.· : No. -·.

• :',: ·. ::

.:.·.;:: · .
·.._.-_·
US+3

o,P

3

o, P

.·..';
.'/<"_:·.:-

. :_:
"\<
:".,-,-:·
· · · :..-i ·:
.':··--:·..·.:·;-~

concerning the personnel of an agency.
EEO Reports and Supporting
Documentation

38

..
· TSLAC
:;
ONLY

8.

1

d

1-1. .. ..·· ..:

0.

7.
1

33

.

29 CPR 1602.32

r/./; './
.. >·;

_.

-~·._-·-:, .:.· ..
· •··,:- -·:·:.:·_···

FE+J

FE+J

:_.-::-,-;--.
..,.-:
::__

o, P, E, Vital

. ';· .=· . .
-;.: ~:,:.· .·
-~··:' .
:·,

0 p

·:'
.>·.-'-

4

40

SP20

4
Time Cards and Time Sheets
Time Off and/or Sick Leave Requests FE+3

FE+3

O, P

4 .1.003

SP23

~::::led

Checks/Stubs/Warranty

FE+J

FE+J

._~:
·,,.\_'.>,:

4.1.00S

SP24

Electr?nic i:-unds Transfer. Direct

FE+J

FE+J

:': ·
-\.·.:>::-·:·_
.-·. :·· ·. ,..

3.4.006

SP19

3.4.007

TAC Sl5.106(i)

:·,
. :. = ·(.

Depos1tReg1sters.

RetentionCodes(Field7)

E - Electronic
M - Microfilm
P - Paper
AC -After Closed,Tenninated,Completed,Expired,Settled
AV -AdministrativeValue

1-i

ArchivalCodes(Field8)
C - Confidential
CE - CalendarYearEnd
FE - FiscalYearEnd

0 - Open Record
LA - Life of Asset
MO-Months

I

A- Transferto StateArchives
PM - Permanent
US - Until Superseded'' R - Reviewby StateArchivist

SLR 105
Rev.2/09

MULTI-TEX-SEN-19-0069-A-000034

J:i
CJI
L -/
00 j
<!_

U C(!

O:W/
LU>l

~Qi
!

 .........

Form SLR 105Cmust
accompanythis form.

STATE OF TEXAS

Records Retention Schedule

1.Page

Name

Agency

Item No.

No.

I

Item

• RecordSeries Tille

FE+3

FE+3

...

4.5.007

SP26

USAS Reports-Daily

AC

AC

4.5.008

SP27

USAS Reports-Monthly

AC

AC

4.5.009

SP28

USAS Reports--Annual

4.1.001

SFl

FE+3
FE+3

FE+3
FE+3

O,P

FE+3

FE+3

O,P

AC=Receiptand reconciliationof
monthly reports.
AC=Receiptand reconciliationof annual
report.

SF4

4.4.001

SF5
SF6

4.4.002

4.5.001

ISF7

Requisitions,orders,receivingreports, FE+3
invoices,or statements,changeorders,

ExpenditureVouchers
Jrayel, payroll,etc. _
General and Subsidiary Led2ers
Accounts Receivable Lede-ers
Worksheets for Preparing Fiscal
Reports

~~

...

••

. ·..

··,t·./·~ / ···:.

.. •'•

...,, ...
.

~-. :

..

.

.. ...'"

.•,

,-.·:·._,:

FE+3

O,P

:..: ·,;.::~-/~:
·ti:.-

best value d~te{!tlinations, etc.

4.2.007

! ;• •

'

.. •:

Purchase Vouchers
SF3

·. No: '

106 No.

Remar1<s

Employee Savines Bond Ledeers

Production, job, labor, quotes, pricing,
specifications, etc.

·Amend.

9.

SP25

SF2

.:ONLY, .

al
I Archiv
,---

Agen

Accounts Payable Information
Inventory and other Cost Files

-~TSLAC'.

8.
. --·-·I ......... J-· ....~

4.4.004

4.2.005

38

d

..11: · ;·

0.

7.

6.

5.

Records
Series

4.1.005

34

3. Agency

2. Agency
Code

4.

SLR 105

FE+3

FE+3

O,P

FE+3
FE+3

FE+3
FE+3

O,P, Vital
0, P, Vital

FE+3

FE+3

O,P

, .
....

..
\ i. ·~

.,
•.

.
·~... ' . ·:.

....~ ·•·.
;

:.

ArchivalCodes(FieldBJ

Codes(Field7)
Retention

E - Electronic
M - Microfilm
AC -After Closed,Terminated,Completed,Expired,Settled
AV -AdministrativeValue
P - Paper

C - Confidential
CE - CalendarYear End
FE-Fiscal YearEnd

0 - Open Record
LA- Life of Asset
MO-Months

A - Transferto StateArchives
PM- Permanent
US- Until Superseded R - Reviewby StateArchivist

SLR 105
Rev. 2109

MULTI-TEX-SEN-19-0069-A-000035

1J:

C,

~en:
ua:
ct·w

~°'

UJ>

 SLR 105
Form SLR 105Gmust
accompanythis fonn.

STATE OF TEXAS

Records Retention Schedule
Name

Agency
Item

Item No.

No.

4.5.002 ISF8

4.5.003 ISF9

4.7.004

38

d

ISFlO

SFll

I

RecordSeries Title

:.tsLAc ··

8.
.
. ·-·-····-··
l

-··--

J

Annual FinancialReports
Required by the General AppropriationsIAC+6
Act (100 Day Report).

Annual Operating Budgets
Required by the General AppropriationsI FE+3
Act.

LA+3

:
:·ONLY
nd.·
,:Ame

al
I Archiv
,---

9.

106 No.

Remarks

Agen

Internal Fiscal ManagementReports
I FE+3
Includes agency monthly budget
reports.

Capital Asset Records

11: ., · ·

0.

7.

6.

5.

Records
Series

4.5.006

35

3.Agency

2.Agency
Code

4.

1.Page

FE+3

·,. No. .-

O,P

0,P
AC=SeptemberI of odd-numbered
calendar years.
CAUTION:If an agency does not
produce a biennial or annual narrative
report as described in item number
I. 1.066,then these annual financial
AC+6 I A !reportsmustbe marked with Archival
Code A. The archival requirement,when
a biennial or annual narrativereport is
not produced, is met by sendingthe
required copies of the reports to the
Texas State PublicationsDepository
Program,Texas State Library and
Archives Commission.

FE+3

0,P

LA+3

O,P

.

•'•

... ,,., ,· .
:

:? .<:<:,:~·

.

· ·•,,

•• !

..: ' ;
::"\'.

::::.

.·. · .....,
:
·.......

Archival Codes(Field 8)

Codes(Field7)
Retention

I

1J:

C,

SLR 105

~en:
ua:
w

Rev. 2109

UJ>

E - Electronic
M - Microfilm
P - Paper
AC -After Closed,Tenninated,Completed,Expired,Settled
AV -Administrative Value

C - Confidential

CE- CalendarYear End
FE - FiscalYear En9

0 - Open Record
LA- life of Asset
MO-Months

PM- Permanent
US - Until Superseded

A- Transfer to State Archives
R - Review by State Archivist

c::

MULTI-TEX-SEN-19-0069-A-000036
·----·······

~Q
.,.,_,•.,,.~--·····- ...-

 SLR 105
Fann SLR 105Cmust
this fo,m.
accompa_ny

STATE OF TEXAS ·

Records Retention Schedule
3. Agency
Name

2. Agency
Code

5.

4.
Records
Series
Item No.

I

Agency
Item
No.

RecordSeriesTitle

36

110.

7.

6.

1.Page

8.
..._,
' ,...,
I

nlV'I'

I

-·

J

:Ame.nd.
106No.

Remarks

Aqen

1· · ·

1.
uc·
:rs
·.

.-'ONLY

ival
I Arch
r-9,

·-""

38 ,.

d

•.:·.:·No.· :

..

:•,/ ·

·\

4.7.01 I

5.1.001

5.1.005

SFI2

SSl

S82

Texas Facilities Commission
Statements (fFC)
FE+3
Charge or bill statements received by
agencies from the TFC for services
provided.
Contracts & Leases
Contracts, leases, and agreements
include general obligation, land lease
utilities, and constructionexcept for
buildings. Documents include
AC+4
specifications, affidavits of publication
of calls for bids, accepted bids,
performance bonds, contracts, purchase
orders, inspection reports, and
correspondence.
Postage Records
FE+3
Records and reports of postage
e.
usag
r
mete
expenses, including postal

-~.
FE+3

• :i :·.

• ~•:.

• Y'.

.

.•

·· ....
· ._ •

~

...

~.; ~ , .
·....

\

. ... ':~.. _:i :: •:::

.. .. ...".... . :•
~

. ·~ .
. ',···

..

AC+4

.•

!·.

. .

O,P, Vital
AC=Expirationor tenninationof the

.. •\ ...
,.

;

..
..::··--:
..:·.:. . .

instrument according to its tenns.

', • • •• •

..: . .

• t• ..:

~

..

.. .: :
. . ..

;.:·· ·:
.
'

FE+3

O,P

,

.._,.. ·.•., .·•:
: .. "
.'
~

ArchivalCodes(FieldBJ

Codes(Field7)
Retention

E - Electronic

M - Microfilm
P - Paper
ed,Settled
AC -After Closed,Tenninated,Completed,Expir
_
___
AV-AdministrativeValue

C - Confidential

CE - CalendarYear End
FE- Fiscal YearEnd

0 - OpenRecord
LA - Life of Asset

MO-Months

I

A - Transfer to StateArchives
PM - Permanent
ivist
d
US - UntilSupersede R - Reviewby StateArch

SLR 105

Rev.2/09

MULTI-TEX-SEN-19-0069-A-000037

1J:

c.,
✓- u5

:
00
o:w

iQ

 SLR 105
Form SLR 105Gmust
accompanythis form.

STATE OF TEXAS

Records Retention Schedule
3. Agency
Name

2. Agency
Code

Records

Agency

Series

Item

Item No.

No.

I

8.

5.2.014

5.4.007

5.4.013

SS3

SS4

sss
S86

.f, . .-

. TSLAc ··

9,
Remarks

106 No.

. :
..···No'"-..
..
,., .........!':;.,-:.. .
:

:
·_.
..:·: !:_.. :•:·:.

LA+3

LA+3

---:\~\;.
·\·;_--:
. -~

O,P

. : . ....
~·-:
· .•
~ .'

. .:

:

.
::.~·-:
~--~

. . •: _:·
.. ·.
"

Inventory - Annual Physical
FE+3
Property, eauioment, sucolv verification
Hazardous Materials Training
Records

Records of training given employees in
an agency hazard communications
program.
Disaster Preparedness & Recovery

38

:Amend. '

Equipment History File; Equipment
Service Agreements

5.2.008

a

ONLY·

ival
I Arch
r---

. ·-·- I ... --.. . i_,,__

Record Series Title

Agreementsor contracts betweenthe
agency and equipmentvendor to
provide maintenanceservice for
equipment.Includesrequests for
installation,moves, service, etc.; and
service/repairlog books, etc.

37

'10.

7.

6.

5.

4.

1.Page

5

FE+3

:

•,.

O,P

..

'

O,P,E

5

us

..

:, .·.
: :i~.
·.~ .....
=:,.
... ..

:-:· •' ' · .
·.:,.t:.;',
.-~·
:•~·,. . .,
. ..:

Health and Safety Code, 502.009(g)

'

,

us

~

,::~.: .

.. . •: ..·.·...

...

~

0, P, E, Vital

.,·'

, .,

. .

Plans

ArchivalCodes(Field8)

Codes(Field7)
Retention

E - Electronic
M - Microfilm
P - Paper
pleted,Expired,Settled
Com
d,
lnate
Tenn
AC - After Closed,
Value
ative
inistr
AV -Adm

C - Confidential
CE- CalendarYear End
FE - FiscalYearEnd

0 - Open Record

LA- Life of Asset
MO-Months

I

A - Transferto State Archives
PM - Permanent
Archil@t
US - Until Superseded R - Reviewby State

SLR 105

Rev. 2109

MULTI-TEX-SEN-19-0069-A-000038

1J:

c., ;
✓- u5

:
00
o:w

iQ

 SLR 10t>

Form SLR 105Cmust
accompanythis form.

STATE OF TEXAS

Records Retention Schedule
2. Agency
Code

5.

4.
Records
Series
Item No.

3. Agency
Name
6.

Agency
Item
No.

38

11.-. . · · ·..
TSLAC .

-:
oNLY
_·_

8.

Ret~ntlonP.eriod

r Ar~

.Amend~

9.

.' No.-:.<.

106No.

Remarks

RecordSeriesTitle

..

SS7

Billing Detail- Telecommunications
(TEX-AN)

5.5.006

SS8

In addition to summary detail, includes FE+3
any accompanyingdetailed listing of
long distance calls.

.

.

:

:

FE+3

· FE+3

SEE item number 5.5.006for TEX-AN
billing detail.
The billingagency will maintainall long
distanceTEX-ANrecords and will
provide each usingagency its bill
summaryof centralizedcapitol complex
telephoneservice withoutcall detail
records.For these bill summaries,SEE
item number4.7.0 I 1. SEE item number
S .5.00l for billingdetail from carriers
other than TEX-AN.

..

• : : l

•. • • \

O,P

I

• '

\.'

.. : .

Billing Detail - Telecommunications
(Other than TEX-AN)

In addition to summary detail, includes FE+3
any accompanyingdetailed listing of
long distance cans. SEE item number
5.5.006 for TEX-AN billing detail.

..-

,•

.'•"';'

•:

5.5.001

38

cl

10. .

7.

I

1.Page

·:
~ •

:

:..·.:··.:•_:·.:~..
....,
·._·::,·:-'•. ~-

.. ·.
..
.. ·..··...

::·

...· :.·
:.:..··

:

..

. .
:. ' ·,.
:· -··.·

~ ·:'

..

:,.

...

.... ..

·. '•

. .
.····

,

',

,•

'

.. ...

:
~

.·

-~

..
f

Codes(Field8)
Archival

7)
(Field
Codes
Retention

E- Electronic
M - Microfilm
P - Paper
pleted,Expired,Settled
Com
,
d
inate
Tenn
ed,
Clos
r
AC -Afte
AV-Administrative Value

C - Confidential

CE - CalendarYear End
FE - FiscalYearEnd

0 - Open Record
LA- Life of Asset
MO-Months

ives
j A - Transferto StateArchivist
PM - Permanent
Arch
State
by
ew
Revi
R
ed
US - Until Supersed

1-

::c

(!)

z-

<(CfJ
() ((

rr:w

SLR 105

Rev.2/09

MULTI-TEX-SEN-19-0069-A-000039

l~>~

~Q