The Texas Record

JUNE 12, 2023

Some of the consulting questions we receive revolve around the subject of how to manage email and email records. From those questions the matter becomes how should a government entity address the management of its email. So, what management components and considerations would be included in an email management policy?

Records Management 40

Records Management Government Privacy Communications 40

The Texas Record

APRIL 25, 2018

Emoji Records Retention Schedule. At some point in the introduction to records management training courses for both local governments and state agencies we discuss what the different retention codes on the retention schedules mean. Normally it looks and goes something like this: Local Government Retention Codes.

Records Management 74

Records Management Government Communications IT 74

The Texas Record

SEPTEMBER 30, 2019

During the course of consulting, we analysts are sometimes asked if TSLAC has a certification program for records management. However, there are several organizations that do offer such programs for those in records management to undertake to further their education and assert the skills learned in a professionally-recognized way.

Records Management 66

Records Management Education Archiving Government 66

The Texas Record

MAY 31, 2019

We’ve spoken here before about the benefits of doing an audit on your records management program to ascertain whether your program is working as it should, and this month, I was able to ask some folks who have helped with an audit in their agencies about the details of the practice.

Records Management 75

Records Management Compliance Risk Education 75

The Texas Record

JUNE 22, 2020

Additionally, due to COVID-19, your agency may be reevaluating your emergency plan(s) concerning your records management functions. The first step is to identify and protect your essential records , but we will assume that you have already done this. Do you have reliable backups of your electronic records stored offsite?

Government 86

Government Records Management Archiving Access 86

The Texas Record

MARCH 15, 2021

If you decide to hire a vendor, make sure they comply with state agency and local government destruction rules: Bulletin A : Local Government Microfilming Standards and Procedures 204.007. Destruction of Original Records 204.008. Destruction of Permanent Records 7.33. Destruction of Microfilmed Records 7.34.

Government 52

Government Records Management Archiving Record destruction 52

The Texas Record

SEPTEMBER 7, 2021

Instead, it is intended to provide general information as a resource for records management teams. Take a moment to think about the systems your local government or agency uses to manage its electronic records. What would your ideal Electronic Document and Records Management System (EDRMS) look like?

Records Management 97

Records Management Computer and Electronics Government Archiving 97

The Texas Record

JULY 17, 2018

As more organizations move from paper to electronic records, records management professionals face more complex challenges in managing these records. Records management professionals must ensure that the introduction of automation into records management does not affect the integrity of the record.

Records Management 63

Records Management Metadata Risk Analytics 63

OneHub

FEBRUARY 16, 2021

Some records have specific retention periods, either determined by law or based on best practices. For example, the federal government requires companies to keep payroll records for at least three years. Why do you need a document management plan for your business records? Conduct regular records maintenance.

Records Management 52

Records Management Passwords Cloud Access 52

eDiscovery Daily

MARCH 2, 2020

As usual, Tom did a great job and, in this post, he offered his top ten tips for working with eDiscovery. As a reminder, here are the top ten tips from Tom’s post: Read the Rules. Talk to The Records Management People. Make a Records Management Policy. Read the Decisions. Read the Decisions. Know the Terms.

Records Management 45

Records Management Information governance Government Data Privacy 45

The Texas Record

JUNE 1, 2023

As part of our effort to maintain up-to-date records management publications, we are now accepting final feedback on the draft of Bulletin C: Guidance for Records Inventories and Scheduling of Records. The guidance contains helpful tips on how to conduct an inventory and how to appraise records.

Records Management 40

Records Management Government 40

The Texas Record

FEBRUARY 5, 2019

All these questions loom large in the pursuit of creating, growing, and maintaining a records management program. Everything you learned about working with people and providing customer service can be gleaned and applied to your records management responsibilities. “Why won’t they let go (of their records)?

Records Management 40

Records Management Communications Security Retail 40

Information Governance Perspectives

JUNE 24, 2019

Information Governance (IG) is quite the buzzword these days, yet too many organizations still find themselves struggling with implementing a practical roadmap for success. Here’s a proven strategy and a few tips I picked up while developing board level IG programs for the Fortune 500.

Information governance 49

Information governance Government IT Records Management 49

The Texas Record

MAY 18, 2021

Recently, I decided to talk to a person who has extensive knowledge in the records management field. Barry Primes has spent 30 years in records management in the federal, local, military, and private sector. Currently, he is transitioning to the Records Management Officer of the Harris County Appraisal District (or HCAD).

Records Management 98

Records Management Government Military IT 98

Information Governance Perspectives

JUNE 24, 2019

Information Governance (IG) is quite the buzzword these days, yet too many organizations still find themselves struggling with implementing a practical roadmap for success. Here’s a proven strategy and a few tips I picked up while developing board level IG programs for the Fortune 500.

Information governance 45

Information governance Government IT Records Management 45

IG Guru

OCTOBER 9, 2020

The post Infographic: CRM and CRA Test Taking Tips by Vital Records Control appeared first on IG GURU.

Records Management 56

Records Management Education Information governance Government 56

The Texas Record

JULY 29, 2020

Tune in monthly for a curated collection of articles we found interesting on a broad range of topics, some which are directly related to records management and others which might share common themes. “ Louisiana Government Recovering From Ransomware Attack ” – Bank Info Security.

Cybersecurity 87

Cybersecurity Records Management Ransomware Government 87

The Texas Record

MARCH 31, 2021

Agencies or local governments that are tight on storage space might look forward to speedily carrying out disposition on records that have met their full retention periods, but there are cases when reaching a destruction eligibility date may not put the records manager in the clear to destroy or transfer those records.

Records Management 98

Records Management Government Risk Archiving 98

AIIM

JUNE 10, 2021

Expert User Tips for Leveraging Your Microsoft 365 Investment. We asked these records management and governance executives for one piece of advice they would give to organizations as they leverage their Microsoft 365 investments and seek to move from rapid adoption to sensible maturity.

Content services 124

Content services ECM Records Management Marketing 124

The Texas Record

SEPTEMBER 3, 2021

For local governments, this means that all previous versions of 13 TAC §7 will be obsolete, and we recommend your organization accesses the updated rules in order to follow the most updated version of Bulletin B. New sections were added based on the interpretation of Local Government Code 441.169.

Records Management 96

Records Management Government Metadata Authentication 96

The Texas Record

OCTOBER 22, 2021

The records management assistance unit at the Texas State Library and Archives Commission (TSLAC) receives many questions from state agencies when it comes to recertifying retention schedules. Digital records are increasingly created and used by government, and thus more and more electronic media is being sent to the State Archives.

Archiving 98

Archiving Records Management Paper Access 98

The Texas Record

SEPTEMBER 1, 2020

Both local governments and state agencies want to know if they ‘go paperless’ — if they digitize their essential records — can they get rid of the original paper or film copies? 4), the definition of an electronic record, you will find that same language giving agencies the ability to store electronically. .”

Paper 98

Paper Records Management Digital preservation Archiving 98

The Texas Record

APRIL 19, 2023

In the Records Management (RM) world that means it’s time to tidy up our records management systems, make sure the team is involved, make sure retention periods are up to date, or start a big project like an inventory or a big disposition day! How to Start or Revitalize a RIM Program What is the value of the record?

Cleanup 40

Cleanup Records Management Privacy Government 40

Gimmal

AUGUST 13, 2019

Under KORA, any individual can request public records from government bodies. If all requested records are not provided within in a specific timeframe, these organizations are subject to significant repercussions. This is merely one example of a ‘ sunshine law ’.

Compliance 45

Compliance Government Access FOIA 45

AIIM

MARCH 23, 2021

For example, in a lawsuit the organization could inadvertently disclose trade secrets, or a government agency could release information that compromises state secrets. In my next post, we'll take a look at how to best determine if something is a record or not. What to Capture - General Guidelines.

Information capture 209

Information capture Records Management IT Compliance 209

The Texas Record

APRIL 11, 2018

Are you new to state records management or need a refresher? We are pleased to announce a new online video course for state agency records management officers and records liaisons. we are currently revamping local government online courses as well!). Click here to access the video on the course page.

Records Management 40

Records Management Government Access 40

The Texas Record

JANUARY 17, 2019

– use the trendy KonMari method of cleaning and organizing when it comes to managing government records. We can’t exactly apply the principle of whether or not a record ‘sparks joy’, because if that were the case, the public would be very upset about how much we get rid of.

Cleanup 58

Cleanup Government Records Management IT 58

The Texas Record

SEPTEMBER 16, 2020

However, for some local governments, being prepared may be challenging—especially in the records world and specifically, in ISD police department records. So the question to all of Texas independent school district police departments: is your records management department prepared for the unexpected?

Records Management 78

Records Management Archiving Government Compliance 78

The Texas Record

JANUARY 31, 2020

I knew nothing about records management, didn’t even know it was a discipline, and had no idea where my birth certificate was. Cut to 17 years later, I have a much better haircut, I lost the eyebrow ring when my brother told me to take it out for his wedding, and I LOVE records management. Records management is a service.

Records Management 52

Records Management Government IT 52

The Texas Record

MAY 12, 2021

It is a great way to protect and secure government data. Disposition within your offices saves money, protects records, and makes access to records easier for employees of government offices and the public. TSLAC has rules and guidelines for local governments and state agencies to use. .”

Privacy 84

Privacy Data breaches Records Management Government 84

The Texas Record

MAY 18, 2023

No management buy-in may be an internal flaw (weakness) for some programs because they are unable to influence management’s mindset by showing value in their program. For other programs it may be an external risk (threat) because management has decided to downsize the records management department.

Records Management 40

Records Management Risk Access File names 40

The Texas Record

MAY 23, 2023

Was that a new records management policy submitted with governing body approval? It is tough to imagine Records Management in a world like Game of Thrones, but if any of the characters were to correctly submit compliance documents, it would be Samwell Tarly.

Records Management 40

Records Management Paper Archiving Government 40

The Texas Record

JANUARY 23, 2018

Tune in monthly for a curated collection of articles we found interesting on a broad range of topics; some which are directly related to records management and others which might share common themes. Once you determine that a post is a record in need of capture, set yourself to the task and review this article.

Records Management 61

Records Management Government Paper Compliance 61

The Texas Record

SEPTEMBER 22, 2020

Note: This article only applies to local governments and state agencies that are not healthcare providers. Any public health agencies, public hospitals, or health departments should follow the retention periods in Schedule HR (for local governments) or in their specific agency retention schedule.

Government 98

Government Records Management Access Risk 98

The Texas Record

OCTOBER 6, 2021

Throughout this month, the records management assistance unit will be taking a closer look into multidisciplinary issues that require input from both records managers and archivists— collaboration between these two professions is the key to solving many RIM-related obstacles. First on the docket: web archiving.

Archiving 98

Archiving Records Management Libraries Metadata 98

The Texas Record

APRIL 13, 2020

The analysts here at TSLAC have been getting tons of questions about how governments should be handling their COVID-19 records. In fact, these may be historic times; COVID-19 records may potentially be used as documentary evidence by future researchers, historians, and citizens. US, expired, or discontinued + 5 years.

Government 116

Government Records Management Archiving IT 116

AIIM

MARCH 12, 2018

Over 100 eBooks, Guest articles, and Tip Sheets from the past year or so -- 107 of them to be exact. A winning recipe: SaaS + Cloud Content Management + IaaS. Digital Preservation – Is Your Current Approach to Managing Long-Term Digital Information Failing the Business? of Document Management. Tip Sheets.

ECM 90

ECM Digital transformation Digital preservation Content services 90