BROWNSVILLE INDEPENDENT SCHOOL DISTRICT – RECORDS RETENTION SCHEDULE
Approved by the Texas State Library Archives Commission – 08/11/2011
RETENTION PERIODSERIES # / RECORDS SERIES TITLE / Campus / Dept / Total / ARCHIVE / RETENTION NOTES/REMARKS
ACCOUNTING
1025-30a / LEDGERS, JOURNALS, AND ENTRY DOCUMENTATION
General ledger showing receipts and expenditures from all accounts and funds of a local government.
(1) For fiscal years for which an annual audit report exists
(2) For fiscal years for which an annual audit report does not exist
(see item #1025-01) / (1) FE + 5
(2) PM / (1) FE + 5
(2) PM / (1) R
(2) MF
ACCREDITATION
3425-01b / ACCREDITATION REPORTS
Accreditation investigative reports from the Texas Education Agency to the board of trustees of a school district. / PM / PM / MF
ADMINISTRATIVE RECORDS
Retention note: SCOPE OF SECTION – The retention periods established in this section also apply to the records of subsidiary boards, bureaus, commissions, or committees established by the governing body of a local government that have rulemaking or quasi-judicial authority over any activity or program of the government or that were established by ordinance, order, or resolution for the purposes of advising the governing body or a subsidiary body on policy. Consequently, the use of the term “governing body” in a records description includes the corresponding records of those subsidiary bodies.
1000-01a / AGENDAS
Open meetings
1) If the minutes describe each matter considered by the governing body and reference to an agenda is not required.
2) If the minutes do not describe each matter considered by the governing body and reference to an agenda is required. / 2
PM / 2
PM
1000-02 / DEDICATIONS / PM / PM / MF
1000-03a / MINUTES
Written minutes / PM / PM / MF
1000-03c / MINUTES
Audio tapes of open meetings, except as described in (d), for which written minutes are not prepared. / PM / PM
1000-05 / ORDINANCES, ORDERS, AND RESOLUTIONS including those that have been repealed, revoked, or amended. / PM / PM / MF
1000-21a / AFFIDAVITS OF PUBLICATION (including any accompanying clipping proofs or tear sheets).
Publication of municipal ordinances. / PM / PM / MF
1000-22 / ANNEXATION, DISANNEXATION, ABOLITION, AND OTHER JURISDICTIONAL RECORDS
Records relating to the annexation or disannexation of territory to or from a local government, to its abolition, or to other actions which affect its territorial jurisdiction or service area, including reports, correspondence, records of public hearings, agreements, and similar records. / PM / PM / Note: A contract or agreement relating to territorial jurisdiction or the delivery of services between two or more governments (e.g., between a city and a county for fire services in an unincorporated area) must be kept for the retention period in item #1000-25
1000-23 / CHARTERS / PM / PM / MF
1000-27 / DEEDS (including title opinions, abstract and certificates of title, title insurance, documentation concerning alteration or transfer of title, and similar records evidencing public ownership of real property) / PM / PM / MF
1000-28 / EASEMENTS
Documentation relating to easements and rights-of-way for public works or other local government purposes, including releases. / PM / PM
1000-30 / LEGAL OPINIONS
Formal legal opinions rendered by counsel or the Attorney General for a local government, including any written requests for opinions, concerning the governance and administration of a local government. / PM / PM / Retention Note: For retention of opinions rendered for a Public Information Act Request see GR1000-34. For retention of informal legal opinions and other correspondence provided by counsel see GR1000-26a
1000-39 / PUBLICATIONS
Pamphlets, reports, studies, proposals, and similar material printed by or for a local government or any of its departments, subdivisions or programs and distributed to or intended for distribution to the public on request and departmental or program newsletters designed for internal distribution. / PM / PM / One copy of each.
1000-41a / REPORTS AND STUDIES (NON-FISCAL)
Annual, sub-annual, or irregularly prepared reports, performance audits, or planning studies submitted to the governing body or chief administrative officer of a local government or by the local government to a state agency, as may be required by law or regulation, on the non-fiscal performance of a department, program, or project or for planning purposes, including those prepared by consultants under contract with a local government, except documents of similar types noted in this or other commission schedules.
(1) Annual reports
(2) Special reports or studies prepared by order or request of the governing body or considered by the governing body (as reflected in its minutes) or ordered or requested by a state agency or a court.
(3) Special reports or studies prepared by order or request of the chief administrative officer.
(4) Monthly, bi-monthly, quarterly, or semi-annual reports.
(5) Working papers used to create any report for (1) and (2) above.
(6) Working papers used to create any report for (3) and (4) above. / PM
PM
5
3
3
1 / PM
PM
5
3
3
1 / MF
R / Note: Review before disposal, some records may merit PERMANENT retention for historical reasons.
ADULT AND VOCATIONAL EDUCATION RECORDS
Retention Note (1): This part concerns records associated with the use of parks; playgrounds; community centers; swimming pools; theaters; concert halls; golf courses; zoos; civic auditoriums; and other sports, recreational, and cultural facilities owned and operated by a local government.
APPRAISAL RECORDS
2950-01 / APPEAL RECORDS
Notices of appeal of a final order of an appraisal review board to a district court; and, if the appeal is being made by a chief appraiser, a taxing unit, or a county, notices of pending appeal sent to property owners whose property is involved in the appeal. / PM / PM / MF / By regulation – 34 TAC 9.803(g)
2950-03 / MINUTES
(Including those of agricultural appraisal advisory boards and governing bodies of taxing units sitting as boards of equalization under prior law) / PM / PM / MF / Retention Note: For audio tapes and other records associated with the creation of minutes see #1000-03
2975-20b / TAX MAPS AND PLATS
Taxing units in a county prior to the creation of the county’s tax appraisal district.
(1) Final set of maps or plats for each year reflecting all property appraised and assessed in the taxing unit that appears on the final certified assessment roll for the taxing unit.
(2) Any preliminary maps or plats used to create the maps or plats described in (1). / PM
AV / PM
AV
ELECTION RECORDS
3100-03a / ELECTION MINUTES, NOTICES, AND ORDERS
Minutes of governing body concerning elections. / PM / PM / MF
3100-06b / ELECTION RETURN RECORDS
Election return records or register maintained by local canvassing authorities.
By law – Election Code, Section 67.006(e). / PM / PM / MF / If the tabulation of election returns by a canvassing authority is done in a separate document rather than being entered directly into the election record or register, the separate tabulation must be retained for 60 days after election day in accordance with Tex. Election Code, 67.004(e).
3100-07 / FRAUD IN CONSTITUTIONAL AMENDMENT ELECTIONS, REPORTS OF
Reports filed with county clerks of alleged fraud, misconduct, or irregularity in constitutional amendment elections. / PM / PM / MF / (Obsolete record.)
FISCAL ADMINISTRATION
1025-01a / AUDIT RECORDS (by both internal and external auditors.)
Annual or biennial cumulative audit. / PM / PM / MF
1025-01c / AUDIT RECORDS (by both internal and external auditors.)
Annual, biennial, or other periodic audit of a department, program, fund, or account if NOT included in a cumulative audit under (a). / PM / PM / MF
1025-01d / AUDIT RECORDS (by both internal and external auditors.)
Special audits ordered by a governing body, a court or grand jury, or mandated by administrative rules of a state or federal agency. / PM / PM / MF
1025-03a / BOND RECORDS
Bond administrative records consisting of preliminary studies, proposals and prospectuses, authorizations, and certifications for issuance or cancellation, and related policy correspondence. / PM / PM / MF
1025-03c / BOND RECORDS
Bond registers / PM / PM / MF
1025-04a / BUDGETS AND BUDGET DOCUMENTATION
Annual budgets (including amendments) / PM / PM / MF
1025-04b / BUDGETS AND BUDGET DOCUMENTATION
Special budgets (includes budgets for capital improvement projects, grant-funded projects, or other project prepared on a special or emergency basis and not included in an annual budget) / PM / PM / MF
1025-07b / FINANCIAL REPORTS
Annual reports / PM / PM / MF
1025-07c / FINANCIAL REPORTS
Long range fiscal planning reports. / PM / PM / MF
1025-07d / FINANCIAL REPORTS
Capital improvement reports. / PM / PM / MF
PAYROLL
1050-59b / WAGE AND SALARY RATE TABLES
If wage or salary rate for each position listed on an Employee Service Record (see item number 1050-12) is indicated by grade or step number only. / PM / PM / MF
INDIVIDUAL EMPLOYEE RECORDS
3575-05a / PERFORMANCE APPRAISAL RECORDS
Appraisal record (including documentation submitted by the teacher.) / PM / PM / MF / The records listed in this group are those currently used in the Professional Development and Appraisal System (PDAS) and its local equivalent implemented on a statewide basis in the 1997-1998 school year, in the Texas Teacher Appraisal System (TTAS) implemented on a statewide basis in the 1986-1987 school year and used through the 1996-1997 school year for the career ladder appraisal process; and in TTAS functional equivalents used in districts for teacher performance appraisals for the 1983-1984, 1984-1985, and 1985-1986 school years. For teacher appraisal records prior to the 1983-1984 school year see item 1050-21.
3575-06 / SERVICE RECORD AFFIDAVITS
Affidavits attached to teacher service record claiming months served prior to the 1949-1950 school year. / PM / PM / MF
3575-09 / TEACHER CERTIFICATE REGISTERS / PM / PM / MF / This was a standard record of county superintendents of schools, but it was also maintained in some independent school district in years prior to the emergence of a formal Teacher Service Records (see item #1050-12)
PROPERTY TAX COLLECTION RECORDS
Retention Note: ACCOUNTING RECORDS OF PROPERTY TAX COLLECTION – For accounting and banking records relating to property tax collection, other than the tax receipts, reports, and statements noted in this part, use part 2 of Local Schedule GR.
3000-08 / SPECIAL ASSESSMENT ROLLS
Rolls, schedules, ledgers, or similar records listing property owners and amount of assessment for streets, sidewalks, or other special assessment projects. / PM / PM / MF
3000-11a / TAX COLLECTION, DELINQUENCY, AND PROPERTY VALUE REPORTS
Reports to governing body of taxing unit.
1) Monthly.
2) Quarterly.
3) Annual. / FE + 3
AV
PM / FE + 3
AV
PM / R
D
3000-11b / TAX COLLECTION, DELINQUENCY, AND PROPERTY VALUE REPORTS
1) Annual reports to the State Property Tax Board or its successor.
2) Quarterly reports to the State Property Tax Board and annual, quarterly, and monthly reports to the State Comptroller of Public Accounts on state and county taxes collected. / PM
AV / PM
AV / MF
D
3000-19b / TAX SEIZURE AND FORECLOSURE RECORDS
Records relating to the seizure of personal property or the institution of delinquent tax suits.
A record in some form listing property sold at tax sale and its purchaser or purchasers; or, if purchased by a taxing unit, at resale / PM / PM / MF / Retention Note: Records of sale under this subgroup include obsolete State Comptroller of Public Accounts Form 93 (Report of Land Sold Under Judgment and Redeemed) or its equivalent and Form 20 (Report of Land Sold Under Judgment) or its equivalent, formerly required of county tax assessor-collectors.
PURCHASING
RECORDS MANAGEMENT
1000-40b / RECORDS MANAGEMENT RECORDS
Records destruction documentation.
Records documenting the destruction of records under records control schedules, including requests submitted to the TSLAC authorization to destroy unscheduled records or the originals of permanent records that have been microfilmed. / PM / PM / R
AUTOMATED APPLICATIONS
SAFETY AND INSURANCE RECORDS
SECURITY
Retention note: Copies of documents in offense investigation records the originals of which are maintained by, filed with, or returned to a court or another state or local law enforcement agency need to be retained only as long as administratively valuable and are exempt from destruction requests requirements.
4025-01c /
ACTIVITY AND STATISTICAL REPORTS
Annual reports. / PM / PM / MF4025-03c / GENERAL AND EMERGENCY ORDERS AND RELATED DOCUMENTATION
Codes of conduct. / PM / PM / MF
4025-05a / PLANNING STUDIES AND REPORTS
Plans, studies, and analyses relating to public safety strategies, personnel needs assessments, station boundary and manpower distribution studies, contingency plans, and similar planning reports pertinent to fulfilling the duties and responsibilities of a public safety agency.
Special reports or studies prepared by order or request of the governing body or considered by the governing body (as reflected in its minutes) or ordered or requested by a state agency or a court. / PM / PM / MF
4075-01a /
INTERNAL AFFAIRS INVESTIGATION RECORDS
Records of investigations of law enforcement shooting incidents which result in death or injury to any person, including a police officer. / PM / PM / mf4175-14b / UNIFORM CRIME REPORTS
Annual reports. / PM / PM / MF
SPECIAL EDUCATION
STUDENT ACADEMIC RECORD
3200-01a / ACADEMIC RECORDS
The academic achievement record or its equivalent used to record academic achievement in grades 9-12. / 5 / PM / MF / Transfer to Records Center at end of 3rd year.
3200-01b / ACADEMIC RECORDS
Cumulative record of achievement in grades Pre-K through 8. / 5 / PM / MF / Transfer to Records Center at end of 3rd year.
3225-02b / ACCESS TO INFORMATION, RECORDS OF
Documentation of requests from and disclosures to any party not included in (a). / PM / PM / MF / By regulation -34 CFR 99.32(a)(2).
3225-02c / ACCESS TO INFORMATION, RECORDS OF
Written consents from the parent or eligible student for information disclosure.
(1) From the parent
(2) From the eligible student / 1) Until student is 18
2) PM / 1) Until student is 18
2) PM / E
MF / It is an exception to the retention periods given for parental and eligible student consents that if the only records covered by consent are those associated with enrollment by a student in grades pre-k through 8, the consents may be disposed of at the same time the records are destroyed.
STUDENT ATTENDANCE
3275-03 / SCHOLASTIC CENSUS RECORDS
Census cards or rolls of school age children residing in the county or district. / PM / PM / MF / The Local Government Records Act (Section 201.008, Local Government Code) transferred custody of all scholastic census records still in the possession of elected county officials to the custody of the Texas State Library and Archives Commission for preservation as historical records. Some census documents, which were compiled by the office of the county superintendent of schools from 1905-1969, may have passed into the custody of independent school districts. These census cards and rolls must be retained permanently, as well as those from the state mandated 1970 enumeration, which was conducted by school districts. Although the Local Government Records Act did not automatically transfer any scholastic census records in the custody of school districts to the TSLAC, district may offer to transfer census records to the commission for preservation. Census cards or rolls compiled by school districts in 1971 and after for local administrative reasons need be retained only AV.
STUDENT HEALTH RECORDS
3300-08a / IMMUNIZATION RECORDS
Immunization record (either separate or in combination with a cumulative health card as in item #3300-04).
Retention note: It is an exception to the retention period given for the immunization record that if immunizations are performed by school nurses or other medical technicians employed by the school district, the immunization record and parental consent forms for the administration of vaccine must be retained by the school until the person receiving the vaccine is 20yrs old or 10yrs after the consent form was signed, whichever later. / PM / PM / MF
TEXTBOOKS
TRANSPORTATION
RETENTION CODES
AC / After Closed, Completed, Exempt, Exited, Expired, Settled, Terminated, Withdrawal / LA / Life of Asset
AV / As long as Administratively Valuable / PM / Permanent
CE / Calendar Year End: December 31 / US / Until Superseded
CU / Keep Current School Year / MO / Months
FE / Fiscal Year End: June 30th
/ ARCHIVAL CODES
A / Transfer to District Records Center for Archival Management
D / Destroy at option
E / Destroy at Retention period end
MF / Transfer to Records Center to Microfilm
R / Review Required Before Disposal
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