Records Retention

Records Retention Contact Information

  1. To submit an Open Records Request (link to the following e-mail address:
  2. Transcript requests:  Contact the Registrar’s Office of the campus last attended to submit a request for transcript.
  3. To request student records, contact the campus attended.
  4. Submit a question on Records Retention using our online form.

Records Retention

Find out how long to keep campus and departmental records by accessing the TSLAC Records Retention Schedules at the above tabbed element.

Standards and Procedures

Campuses will maintain original records at the campus.  Administrative departments will send inactive records to the Records Storage Center, using the following procedures:

How do I destroy records?

  • Check the records to be destroyed against the retention schedule.
  • A log of each record being destroyed should be maintained. This log is usually called a record disposition log. See example: Record Disposition Log.
  • Complete and print the form. The principal or department supervisor should sign for permission to destroy.
  • Records to be destroyed should be packed in boxes no larger than a copy paper box.
  • Campuses will contact the current vendor directly to contract for the removal of records to be destroyed.
  • The Record Disposition Log is a permanent record and must stored in a safe place. This log documents that the records were destroyed according to the information in the record control schedule.
  • Record destruction should be done annually.

Why Do We Care About Records Retention

The following is a quote from the Texas State Library and Archives Commission Retention Schedules:

“Destruction of local government records contrary to the provisions of the Local Government Records Act of 1989 and administrative rules adopted under it, including this schedule, is a Class A misdemeanor and, under certain circumstances, a third degree felony (Penal Code, Section 37.10). Anyone destroying local government records without legal authorization may also be subject to criminal penalties and fines under the Public Information Act (Government Code, Chapter 552).”

Contract Info

Campuses will contact a vendor for the secure destruction of records, directly. A list of vendors offering secure shredding services is available by contacting the Purchasing Department. Payment of service is the responsibility of the campus. Please include the contract number on all purchase orders and procurement card purchases.

Convenience Copy

An unofficial copy of a record and is maintained for ease of access and reference. A convenience copy has no retention period and can be destroyed at any time.


The person that is charge of an office that creates or receives records.

Essential Record

Is any record necessary for the resumption or continuation of Round Rock ISD operations in an emergency or disaster, to the recreation of the legal and financial status of RRISD, or to the protection and fulfillment of obligations to the people of the school district.

Inactive Records

Records that must be maintained for a mandatory retention period but which are no longer needed in active office space. Typical inactive records are accessed at a rate of less than 1 search per file drawer per year while semi-active records are accessed at a rate of less than 1 search per file drawer per month.

Permanent Record

Is any RRISD record for which the retention period on a records retention schedule is given as permanent. A record that possesses enduring legal, fiscal or administrative value and must be preserved permanently by the district.


Any document, paper, letter, book, map, photograph, sound or video recording, microfilm, magnetic tape, electronic medium, or other information recording medium, regardless of physical form or characteristic and regardless of whether public access to it is open or restricted under the laws of the state, created or received by Round Rock ISD. The term does not include:

  1. Extra identical copies of documents created only for convenience of reference or research
  2. Notes, journals, diaries, and similar documents created by employees for the employee’s personal convenience
  3. Blank forms
  4. Stocks of publications
  5. Library and museum material acquired solely for the purposes of reference or display
  6. Copies of documents in any media furnished to members of the public to which they are entitled

Records Control Schedule

A document prepared by or under the authority of the records management officer listing the records maintained by RRISD, their retention periods, and other records disposition information that the records management program may require.

Records Management

Is the application of management techniques to the creation, use, maintenance, retention, preservation, and disposal of records for the purposes of reducing the costs and improving the efficiency of recordkeeping. The term includes the development of records control schedules, the management of filing and information retrieval systems, the protection of essential and permanent records, the economical and space-effective storage of inactive records, control over the creation and distribution of forms, reports, and correspondence, and the management of micrographics and electronic and other records storage systems.

Records Retention Schedule

A document issued by the Texas State Library and Archives Commission (TSLAC) under authority of Subchapter J, Chapter 441, government Code, establishing mandatory retention periods for RRISD.

Records Storage Center

The facility designed to provide storage and control for inactive records.

Retention Period

Is the minimum time that must pass after the creation, recording, or receipt of a record, or the fulfillment of certain actions associated with a record, before it is eligible for destruction.  The retention periods apply to records in any medium, apply only to the official record, do not apply to a convenience or working copy created for informational purposes.

Records Retention Frequently Asked Questions

What is records management?

Records management is the management of a record during its entire life cycle. The life cycle of a record begins when it is created and ends at its final disposition whether that be destruction of the record or the transfer of the record to archive.

What does records management have to do with me?

All departments and campuses have a responsibility to preserve and protect all records that are under its control. The best way to do this is to understand the kinds of records that your department or campus creates and maintains and actively manage them. Each department or campus also has the responsibility to follow the polices and procedures of good records management as set out in this website.

What are the benefits of a records management program?

Records Management frees up physical storage space such as file cabinets, storerooms or frees up server space and allows departments to dispose of unneeded records with confidence. Proper records management reduces the volume of records that must be searched when responding to audits, requests for public information, subpoenas, and other administrative requirements. It also ensures compliance with federal and state records management laws, policies, and rules.

Are some documents not considered official Round Rock ISD records?

Extra copies or duplicate copies (referred to as convenience copies) maintained only for reference, a stock of publications or blank forms, catalogs or trade journals are not considered official state records.

What is the difference between an official record and a convenience copy?

Every record is either an official record or a convenience copy. The official record is retained as the original, and subject to Round Rock ISD’s record control schedule requirements and disposition policies. Official records may be retained in any medium or format. Scanned images may be retained as the official, and the original can then be destroyed or managed as a convenience copy.

Convenience copies are all other copies of the record created for convenience, reference, or research. Convenience copies are not subject to Round Rock ISD record control schedule requirements or disposition policy and may be destroyed when no longer needed. Convenience copies that contain confidential information must be destroyed in a manner that preserves confidentiality.

An example of a convenience record would be a copy of a purchase order kept by a department or campus. The official purchase order record is kept by the purchasing department and is the owner of the purchase order record.

CAUTION: A convenience copy retained AFTER the official copy is destroyed becomes the official record, subject to legal discovery and RRISD disposition policy. The recommended practice is to destroy convenience copies prior to or at the time of the official record.

How do I go about storing records in the Round Rock ISD record storage center?

There are procedures you must follow if you are storing records in the Round Rock ISD record storage center. These procedures can be found at Record Retention Storage Procedure.

Follow these steps:

  1. Administrative records are stored in the records storage center.
  2. Complete the Request to Transfer Records form and submit the form to the Records Retention Department.
  3. Pack the records in the approved banker’s boxes and number the boxes
  4. Attach a Record Retention Label to one end of the box
  5. Upon approval, submit a work order to have the boxes sent to Instructional Materials (Record Storage Center).

Is e-mail a code on the Records Control Schedule?

E-mail should be regarded as a format of a record and categorized by its content. Just as written correspondence is classified as general, administrative, or transitory, depending on the content of the correspondence, e-mail generally falls into one of these same three categories. E-mail may by retained as an electronic file or printed and managed in a hard copy or both.

What is transitory information?

The Texas State Library and Archives Commission’s Retention Schedule defines transitory information as: Records of temporary usefulness that are not an integral part of a records series of Round Rock ISD, that are not regularly filed within Round Rock ISD’s record keeping system, and that are required only for a limited period of time for the completion of an action by an official or employee of Round Rock ISD or in the preparation of an ongoing records series. Transitory records are not essential to the fulfillment of statutory obligations or to the documentation of Round Rock ISD functions. Examples of transitory information which can be in any medium (voice mail, fax, email, hard copy, etc.) are routine messages; internal meeting notices; routing slips; incoming letters or memoranda of transmittal that add nothing of substance to enclosures; and similar routine information used for communication, but not for the documentation, of a specific Round Rock ISD transaction.

CAUTION: Before designating any record as transitory ensure that it is not listed as part of another records series in the Round Rock ISD Record Control Schedule. Records designated as transitory do not require authorization for disposal but departments and campuses should establish procedures governing disposal of these records as part of their departmental or campus records management plan.

In the Records Control Schedule, what do the retention codes AC, AV, CE, FE, FE+3, and US mean?

AC means “After Close” or terminated, completed, expired, or settled.  The record is related to a function or activity with a finite closure date. AV means “As long as administratively valuable”, a retention term that is applied to records with retention periods to be determined by the district.  CE means “Calendar Year End” (end date of 12/31/xx)FE means “Fiscal Year End” (end date of 6/30/xx) FE+3 means “Fiscal Year End plus 3 years” US means “until superseded”  when the record is replaced by an updated version.

What if I do not see the document I am looking for on the official Round Rock ISD Records Retention Schedule?

Records Retention questions may be submitted using the Submit a Question (link) online form.

Does the Round Rock ISD pay for shredding documents that have met or exceeded the retention date?

Campuses are responsible for creating a purchase order to have their records shredded by a vendor that provides secure document destruction and will provide a certificate of destruction upon completion. Records that are being stored at the records storage center will be destroyed when the records have reached their retention period.  A list of vendors that provide secure document shredding services is available from the Purchasing Department.

What are the exceptions to the destruction of records?

A district record, the subject matter of which is known by the custodian to be the subject of litigation may not be destroyed until the litigation is settled. A district record that is subject to a request under the Texas Public Information Act, Chapter 552, Government Code, may not be destroyed until the request is resolved. Local Gov’t Code 202.002

A district shall not destroy a student’s education record, as defined by the Family Educational Rights and Privacy Act, if there is an outstanding request to inspect and review the record. 34 C.F.R. 99.10(e) [See FL]

TSLAC Records Retention Schedules

The Records Management Officer has filed with the Texas State Library and Archives Commission (TSLAC) a written declaration that the District has adopted records control schedules that comply with records retention schedules issued by the TSLAC as provided by law.
Record retention periods are listed in the following schedules for the destruction of records:

  • Schedule SD  – Retention Schedule for Records of Public School Districts
  • Schedule GR – Retention Schedule for Records Common to All Local Government

Local Government Laws and Rules

  • Bulletin B –  Electronic Records Standards and Procedures
  • Bulletin D –  Local Government Records Act
The Superintendent shall oversee the performance of records management functions prescribed by state and federal law:

  • Records Administrator, as prescribed by Local Government Code 176.001 and 176.007 [See BBFA and CHE]
  • Officer for Public Information, as prescribed by Government Code 552.201–.205 [See GBAA]
  • Public Information Coordinator, as prescribed by Government Code 552.012 [See BBD]

Staff Directory

Marie Nowak
Coordinator: Instructional Resources & Records Retention
Marilyn Snyder
Administrative Assistant