Section 5: Archival Review
Archival Records
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 |
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.
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.
- 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.
- 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.