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Section 5: Archival Review

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Archival Records

Texas Government Code §441.186 requires that certain records series, identified on the Records Retention Schedule with an archival code “R,” be dispositioned and reviewed by the Texas State Library and Archives Commission State Archives to determine whether the records may have sufficient historical value to be retained by the State Archives. Other records, identified with an archival code “A,” must be sent to the State Archives.

The following table lists records that are subject to archival review. An asterisk (*) indicates that archival review requirements are frequently satisfied by the deposit of copies of published documents with the State Publications Clearinghouse.

Common Groups

Record Series

A/R

AIN

Administrative Records

Administrative Correspondence (Executive Staff, Board or Commission Members, District Engineers, Division Directors, and Program Heads)

R

ADM01

Administrative Hearings

R

ADM34

Agency Rules, Policies, and Procedures - Final (Agency Rules, Procedures, including manuals)

R

ADM27

Agency Rules, Policies, and Procedures - Working (Agency Rules, procedures, including manuals)

R

ADM28

Biennial Narrative Reports

A

ADM17

Calendars, Appointment Books or Programs, and Scheduling or Itinerary Records (Executive Staff, Board or Commission Members, District Engineers, Division Directors, and Program Heads)

R

ADM47

Commission Agendas and Meeting Minutes and Supporting Documents

A

DED02

Executive Orders (Documents that Initiate, Rescind, or Amend Regulations, Policies or Procedures Governing Programs, Services or Projects of an Agency)

A

ADM03

History Files

R

ADM25

Legislative Appropriation Requests

A

FBF01

Meetings – Supporting Documentation

A

DED08

News Releases and Media Advisories

R

CMD01

Organization Charts

A

ADM24

Plans and Planning Records (non-construction)

R

ADM12

Public Information Products

R

CMD02

Public Relations Records

R

ADM21

Publications Development Files (Does not apply to drafts or texts, production paste-ups or production materials for routinely distributed publications or brochures.)

R

ADM19

Reports and Studies (Non-Fiscal) Completed by Agency Personnel or External Consultants

R

ADM15

Speeches, Papers and Presentations (including notes and/or text) delivered in conjunction with agency work.

R

ADM22

Strategic Communication Plan (SCP)

R

CMD04

Strategic Highway Research Program Records

R

PAV03

Strategic Plans

A

DIR01

Sunset Review

R

ADM32

Facilities and Transportation Planning and Operations

Aerial Photographs and Map Files

R

PGM02

Aerial Photographs and Maps of Locations in Districts

R

DES07

Applications for New Air Carriers

R

AVS02

Building Construction Project Files

R

DEC02

Building Construction Technical Correspondence

R

FMS02

Building Plans and Specifications

R

DEC03

Building Plans/Specifications - State Owned

R

FMS04

Building Site Plats

R

FMS01

Contracts Related to Architectural Building Construction

R

CCP02

Cultural Resources Photographic Records

A

CRM02

District Buildings

R

DMT03

Environmental Studies

R

ENV11

Final ROW Project Files

A

REM01

Historic Bridge Project Records

R

DBR05

International Bridge Crossings

R

TSP08

Major Investment Studies

R

TSP06

Map Files

R

DMS03

Master Plan Drawings

R

FOD08

Metropolitan/Rural Transportation Files

R

TSP02

Minutes of Aviation Commission Meeting

A

ADI01

Quarry and Pit Files

R

MNT19

Statewide Transportation Plan

R

TSP01

Transportation Studies and Proposed Project Feasibility Studies

R

TPD05

Vessel (Ferry Boats) Blue lines, Blueprints, electrical diagrams, revisions

R

MOP03

Legal and Legislative Records

Case Files - Out of State Services Records

R

GCD06

Contested Case Files

R

GCD01

Legal Case Files

R

ADM33

Legal Opinions and Advice

R

GCD03

Liability Lawsuit Files

R

TAR03

Research Project Records

R

RTI01

Sunset Review

R

SLA03


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Identifying Archival Records

The best time to identify records with archival requirements is when listing them on a File Plan. It is important to identify records requiring archival review in the remarks block on 1419 Records Transmittal Form, and on any index documentation when preparing records for storage. See Chapter 10 “Inactive Records” for procedures for completing 1419 Records Transmittal Form.

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Transfer of Archival Records

The archival requirement for some records is met when required copies are sent to the State Library Publications Depository Program. Records Management has annotated the Records Retention Schedule to indicate that an archival copy of eligible documents be furnished to Records Management for archival deposit at the time the documents are produced. This step applies particularly to records that are not necessarily “published,” and is intended to satisfy the archival requirement without the producing office having to perform extra steps at the end of the record/ document's life cycle.

Records Management coordinates archival review for applicable records with Texas State Library and Archives Commission State Archives. Districts and Divisions processing records with an archival requirement at the end of their retention must prepare a 1419 Records Transmittal Form.

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  • Physical records must be packed in a suitable unmarked document box and ship the records to Records Management for further coordination with the State Archives.
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  • The State Archives started accepting electronic records for review or archival deposit in 2017. They have placed the responsibility for retention of these records on the individual agency. Records will be exported electronically and submitted to Texas State Library and Archives Commission State Archives for review for permanent archival.
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