BISD RECORDS CENTER

BISD RECORDS CENTERCall us 956-544-3972 956-698-0230Visit us 4330 E. Morrison Rd. Hours Monday – Friday 8:00 a.m. - 5:00 p.m.

WHY ARE YOU HERE?During this session, you will:Gain clarity on your roles and

responsibilities.Understand Collaboration

Principles.Assess your current practices.Commit to new Record

Keeping standardsBECAUSE POLICY SAYS SO…

MANAGING RECORDSProper records management is vital to an organization’s knowledge management, legal defense, and regulatory compliance.

WHAT IS RECORDS MANAGEMENT?

A system for providing control over records from creation to destruction

A system for ensuring that District records are retained until their mandatory retention periods have been met

A system for ensuring that District records are destroyed in accordance with the State Retention Schedule

WHAT IS A RECORD? Records are recorded

information, regardless of the medium or characteristics, made or received by the District that are useful in the District’s operation.

Records include contracts, work orders, invoices, meeting minutes, purchase orders, e-mail, photographs, drawings, etc.

A record may be in the form of paper, microfilm, computer tape / disk, CD, videotape, e-mail, etc. Regardless of the form, the recorded information is the record and the medium only contains the information.

WHAT IS A NON-RECORD?copies of correspondence, directives, forms

and other documents on which the District takes no administrative action;

routing slips and transmittal sheets that provide no additional information;

catalogs, trade journals and other publications received from other entities, commercial firms, or private institutions that require no action and are not part of a case on which action is taken;

DOCUMENTS VS RECORDS Before the District can begin the process of managing

records, it must have an understanding of what is being managed. This means knowing the difference between documents and records.

Wikipedia-Encyclopedia -- A document provides information in written, printed, or electronic form. The term document is now used more and more to describe any file produced by an application, i.e. (“Word, Excel, Powerpoint).

Documents are formatted information that can be accessed and used by a person. They have a beginning and an end and may be represented through alphanumeric text, a digital map, spreadsheets and databases, moving images, or audio data. Regardless of format, documents serve the purpose of transmitting information.

WHAT IS A RECORD?A record relates to an activity

or transaction that has happened in the past; it is a record of history. A record can consist of one or more documents, which all relate to a single event in time.

Records are documents that have been set aside as evidence and protected from alteration or change.

An account or facts, set down especially in writing as a means of preserving knowledge.

SUMMARY DOCUMENT VS. RECORDS

A document provides evidence for what has taken place in the past.

A document can be changed as times goes on - a work in progress.

Once data is entered in a document and data entry is finished – it becomes a RECORD

FALSIFYING RECORDS….Destruction of local government records contrary to the provisions of the Local Government Records Act of 1989 and administrative rules adopted under its authority is a Class A misdemeanor and, under certain circumstances, a third degree felony (Texas Penal Code, Section 37.10). Anyone destroying local government records without legal authorization may also be subject to criminal penalties and fines under the Open Records Act (Government Code, Chapter 552). See [Policy CPC(LEGAL)]

SUBCHAPTER I. CRIMINAL VIOLATIONS

Tx Govt Code § 552.351. Destruction, Removal, or Alteration of Public Information

A person commits an offense if the person willfully destroys, mutilates, removes without permission as provided by this chapter, or alters public information.

An offense under this section is a misdemeanor punishable by:

A fine of not less than $25 or more than $4,000; Confinement in the county jail for not less than

three days or more than three months; or Both the fine and confinement

§ 552.352. DISTRIBUTION OF CONFIDENTIAL INFORMATION A person commits an offense if the person

distributes information considered confidential under the terms of this chapter.

An offense under this section is a misdemeanor punishable by:

A fine of not more than $1,000; Confinement in the county jail for not more than

six months; or Both the fine and confinement. A violation under this section constitutes official

misconduct.

POLICY CPC & FL (LEGAL)

Who is the Records Custodian at the:

(1) Administrative Offices---Department administrators [Policy CPC(LOCAL)]

(2) Campus --- Principals [Policy FL(LOCAL)

Policy mandates that campus/dept personnel shall:

“Cooperate with the Records Management Officer in carrying out policies & procedures.” [CPC(LEGAL)]

CL(LEGAL) - RECYCLING In cooperation with the comptroller or the

Texas Commission on Environmental Quality (TCEQ), the District shall establish a program for the separation and collection of all recyclable materials generated by the District’s operations, including at a minimum, aluminum, steel containers, aseptic packaging, polycoated paperboard cartons, high-grade office paper, and corrugated cardboard. “Recyclable materials” includes materials in the District’s possession that have been abandoned or disposed of by the District’s officers or employees or by any other person.

Policy CL(LEGAL) Cont’d -- The District shall also:

Provide procedures for collecting and storing recyclable materials, provide containers for recyclable materials, and provide procedures for making contractual or other arrangements with buyers of recyclable materials.

Evaluate the amount of recyclable material recycled and modify the recycling program as necessary to ensure that all recyclable materials are effectively and practicably recycled.

Establish educational and incentive programs to encourage maximum employee participation.

DEPARTMENT & CAMPUS RECYCLING

The department administrator and campus principal is responsible and has final authority for ensuring recyclable materials are collected, separated, and disposed of in accordance with District policy. No confidential records shall be included or combined with recycled material. Confidential records are to be properly packed, labeled, and sent to the records center.

[Policy CL(LOCAL)]

WHAT DO I SEND TO RECORDS CENTER?

Records that contain sensitive information…..

Date of Birth

Social security numbers

Discipline information

WHERE DO I SEND NON-RECORDS?? Documentation that does not contain

sensitive information. Personal papers - Binder correspondence Library or museum materials made or

acquired for reference or exhibition Blank uncompleted forms Publications collected from others that

require no action or are not part of a project

Routing slips and transmittal sheets

NON-RECORDS --- CONT’D

Personal correspondence

Non-District publications

Junk mail/spamCatalogsJournals, books,

other library materials

Duplicate copies Carbon copies Memo – other than

one relating to confidential personnel matters

Notices of meetings

Advertisements Library books,

pamphlets

POLICY CL(LOCAL) - RECYCLINGThe department administrator or principal shall assign an individual to actively collect, identify, secure, and ensure all recyclable materials are disposed of in accordance with District procedures. [See CL(LOCAL)]

WHERE ELSE IS BISD RECYCLING? [CAMPUS & DEPT.]

BISD RECORDS WAREHOUSE

FOOD SERVICES -- RECYCLES

CUSTODIANS OF RECORDS The Administrator/Principal who is in charge for

his/her ACTIVE records shall: (1) cooperate with the records management

officer in carrying out the policies & procedures. (2)maintain the records in their care & carry out

the preservation, microfilming & destruction. The District’s Records Management Officer is RESPONSIBLE FOR – INACTIVE RECORDS

CPC(LEGAL)]

SECRETARY DUTIES……

Example -- Secretaries are responsible for coordinating an office's administrative activities in a manner which ensures that the office runs smoothly. There are a wide variety of clerical and administrative duties that secretaries need to accomplish in order to make this happen. They schedule appointments, draft correspondence, provide information to outsiders, and create and maintain files in either hard-copy or electronic form.

TYPES OF RECORDS

► TWO TYPES BISD WORKS WITH

Records identified to be DESTROYED when they reach the retention period.

Records that are identified to be kept PERMANENT. (i.e., Transcripts, some payroll records, board agendas……

WORKING TOGETHER

Think about it, most of the time throughout our life it is what we do individually that determines our success. There are people who would much rather pass the buck than take responsibility for playing their part in the team. Passing the buck and not taking responsibility is costly & toxic and impacts heavily on team working.

BOTTOM LINE -- Getting results from team members takes effort and energy. The question is, are you willing to work together?

COLLABORATION the act of working together with one or more people in

order to achieve something – reach a common goal. it is a process where two or more people work together

to realize shared goals ADVANTAGES …… an efficient records flow system

makes a department efficient & transparent. COMPLIANCE... …conformity in fulfilling official requirements

SEPARATION FROM DISTRICT

An administrator or a principal or designee shall promptly notify the Internal Audit Dept and Records Center when a staff member who handles records is retiring or separating from the employment with the District. A compliance review shall be conducted. [Policy CPC(LOCAL)]

WHAT IS A COMPLIANCE REVIEW?

Periodically, Records Management staff will meet with campus and department staff to conduct a compliance review. What does the REVIEW consist of?

●Inventory Analysis of all department/campus records…

●Reviewing retention schedules●Discuss & recommend procedures●Assist in streamlining records flow● Submit findings report to

administrator/principal

COMPLIANCE REVIEW – CONT’D

AFTER THE REVIEW……the Records Center may…

Provide an overview about the campus or department’s role in district-wide records management.

Determine the extent to which the campus or department is following established records management procedures

Propose & make recommendations to Administrator or Principal and/or Superintendent.

TYPES OF PERMANENT RECORDS

ALL student transcripts Accreditation Reports * Financial Reports Board Minutes ٭ Dedications * Minutes Audits ٭ Appraisal Records * Deeds * Easements Election Minutes & Return Records * Election

Fraud Reports * Wage & Salary Rate Tables-75Yr Legal Opinions Budgets & documentation District publications

PREPARING RECORDS TO BE BOXED

Remove duplicate copiesDo Not Send foldersDepartments must keep a list of records being sent for Destroy.

Bar Code Box Label (Exception) [Destroy Date 0r Permanent]

PROPERLY LABELED

PROPERLY LABELED

UNACCEPTABLE

PROPER LABELS – EASY ACCESS

CHECKLIST FOR PREPARING RECORDS FOR STORAGE

No hangingfiles

No 3-Ring

binders

No unauthorized storage boxes

Do not overpack boxes.

Do not tape orbind boxes shut.

STORAGE BOXES

BOXES…………..order online from BISD or use paper boxes

“THE DON’Ts”-NO LEGAL SIZE PAPER –-NO hanging file folders-NO binders-NO binder clips-NO manila folders

- BOX “MUST” BE Properly Labeled

HELP US SERVE YOU BETTER . . .

Follow retention schedules…..it’s the law

Pack ONLY records listed by the Retention Schedule.

Pack files carefullyFill out box label & destroy log formImproperly PACKED records will be returned….

A COPY OF THIS IS AVAILABLEThanks for your patience!

Understand and commit to principles of collaboration.

OUR GOAL

VISIT OUR WEBSITEDownload forms -- procedures

Request informationView retention scheduleshttp://www.bisd.us/records