记录保留信息 & 资源

记录:德克萨斯州图书馆和档案委员会的管理规则, 德州行政法典, 第13章第6节.1将状态记录定义为任何书面记录, 摄影, 机器可读的, or other recorded information created or received by or on behalf of a state agency or an elected official that documents activities in the conduct of state business or 使用 of public resources.

记录管理:将管理技术应用于记录的创建, 使用, 维护, 保留, 保存, and disposal of records for the purposes of reducing the costs and improving the efficiency of record keeping. 这个术语包括记录控制时间表的制定, 档案和信息检索系统的管理, 保护重要和永久的记录, 非活动记录的经济且节省空间的存储, 控制表单的创建和分发, 报告, 和信件, 并管理微缩和电子等档案存储系统.

• 方便获取所需文件和信息(协助审核).
• 减少对存储记录的过多设备的需求. 
• 提高工作效率，减少搜索所需文档的时间.
• 允许记录生命周期的准确跟踪, 从创造或接收, 通过使用和维护, 最终处置 

[Texas State Library 记录管理 Publications 政策 Model 2 SUGGESTED POLICY MODEL FOR ESTABLISHING A RECORDS MANAGEMENT PROGRAM BY ORDINANCE, 订单, 或决议§2 -11.]

1. Department head (the officer who by ordinance, order, or administrative policy is in charge of an 
   创建或接收记录的办公室)
   • Cooperate with the 记录管理 Officer in carrying out the policies and procedures established for the efficient and economical management of records 
     Designate a member of his or her staff to serve as Records Liaison Officer for the implementation of the records management program in the department 
     在辞职的情况下, 退休, 解雇, or removal by action of the department head of a person designated as a Records Liaison Officer, 部门负责人应当及时指定他人填补空缺.
   • 部门主管可担任其部门的记录联络主任.
2. 档案联络主任(通常是行政助理或办公室经理) 
   
   • Shall be thoroughly familiar with all the records created and maintained by the department Conduct or supervise inventories of the records of the department in preparation for the development of records 保留 schedules In cooperation with the 记录管理 Officer coordinate and implement the policies and procedures of the records management program in their departments
   • 向部门员工传播有关档案管理程序的信息
3. 档案管理协调员/主任
   • Acts as liaison between the agency and the State and Local 记录管理 Division Conduct or oversee the inventory of all agency records Direct Records Liaison Officers or other personnel in the conduct of records inventories in preparation for the development of records control schedules as required by state law Conduct or oversee the preparation, 维护, 并执行机构记录保留时间表. Monitor records 保留 schedules and administrative rules issued by the Texas State Library and Archives Commission to determine if the records management program and the records control schedules are in compliance with state regulations Instruct Records Liaison Officers and other personnel in policies and procedures of the records management plan and their duties in the records management program Assist in assuring that the 维护, 保存, 破坏, or other disposition of the records is carried out in accordance with the policies and procedures of the records management program and the requirements of state law
   • Attend training and information classes offered by the State and Local 记录管理 Division and coordinate records management training for agency staff, 根据需要   

• 它不是一个文档接一个文档的清单, 而是函数的描述符, 使用, 或记录的内容(例如.e. 信件、报告、原始数据). 
  每个项目都是根据记录系列进行分类的, which is a group of similar records that are normally filed in close proximity or 使用d in conjunction with one another.
• The record inventory should be completed on a records inventory worksheet (the worksheet lists a description of the records, 分类:它们被分类的方式, 记录的存放地点和保存期限, 还有唱片的媒介, i.e. 纸质、纸带、电子).        

• Each records liaison officer should conduct an inventory on an annual basis (this may vary, 基于保留计划的完成情况). 
  The records management coordinator should act as a guide and source of reference for the records liaison officer. 
  每一个完成的库存都取代之前的库存.
• 每次记录被转移到另一个位置.

• 它使未来的库存变得毫不费力. 
  所有办公室人员更快地检索所需文件. 
  说明记录的具体位置和组成记录的介质. 
  协助处理过期记录. 
  它是记录保留计划的基础. 
  协助审计.
• 反映用于房屋记录的设备类型.

• 确定测量记录的最佳方案，与同事协商. 
  适度开始，以免不知所措. 
  制定一个时间表，并执行完成的最后期限.
• 在部门内作为一个整体一起工作, 获得所有记录管理角色的支持.                         

[德州政府法典第441条.185]Records Retention Schedule: The records 保留 schedule is the required document that lists the agency's records and establishes the 保留 period for each records series title including the length of time the records will be maintained in agency offices and inactive storage before final disposition. 该文档还显示了记录的安全状态, 指定具有存档价值的记录, 验证记录介质, 识别生命记录.

• It is maintained on a biannual basis (based on timeliness of approval and recertification by Texas State Library & 国家审计署).

• It allows the university to comply with legal obligations concerning 保留 and disposition of records. 
  It lists an accurate inventory of the location, 保留 period and types of record available. 
  它是用于审计目的的简明参考指南. 
  它是基于大学的库存.
• 它是合法处理记录的基础.