What you need to know the information provided here highlights some of the more important recordkeeping requirements that apply to most employers in texas, regardless of industry. The university of texas at san antonio records retention schedule is adopted as an administrative rule of the university of texas at san antonio and is certified by the texas state library and archives commission the utsa records retention schedule provides a list of official state records for each department on the campus, and prescribes the periods of. Agency records retention schedule amendment approved for use. Medical record release and charges a physician must furnish copies or a summary or narrative of medical andor billing records requested in. When it comes to file formatting, and the case of pdf vs. The ecf system permits the retention of electronic case files over the internet. Transferring electronic records to the texas state archives. Organizations that see patients or clients may also have special document retention and privacy policies related to patient and client information. Purpose the purpose of this policy is to provide guidance on proper management of official records of the university of texas rio grande valley utrgv. The value of pdf for legal document workflow datamax texas. Please use the second page of this policy to include any additional pta records and their retention plan. Code ut code aall016 donor records development files ac ac propspect ceases to be valuable departments or development office. A records retention schedule is a document that identifies and describes a state agencys records and the lengths of time that each type of record must be retained.
Sample forms and guidelines are included to assist you in setting up your banks record center. The retention periods are posted here as a convenience to the professional staff who maintain medical records for the texas department of state health services and are not intended to take the place of the instructions that private practice physicians, clinics, and dental offices should receive from those authorizing agencies. Conditions under which records must not be destroyed. Mar 29, 20 occupational health and safety act osha. File documentation, retention and destruction james e. Employers with either 10 or less employees at all times during the calendar year, or more than 10 employees in businesses of the type listed at the end of this edition must only keep records of. Dfps certified records retention schedule 105, view schedule. Austin, tx accounting firm record retention guide page. Search washington county clerk records and official public records. Texas center for infectious disease pdf format 111kb. The harris county, texas the county records management plan policy is adopted in compliance with tex. Records retention policy for local and council ptas. Medical records collection, retention, and access in texas. The university of texas at austin records retention schedule.
Osha records must be kept for five years depending on the number of employees and industry in which the business operates. Most state and local entities and software developers of records management applications have also selected tiff as an. A program established on an active and ongoing basis to implement records management controls for university records and recordkeeping systems. Review the utrrs to see what retention is required so you can ensure the imaged. This release may be printed on the preliminary membership application and signed by the applicant as part of the application process. Records retention schedule state of texas 1042017 recertified. The university of texas records retention schedule utrrs is used by departments to determine the retention code to apply to a record.
Record retention policy permanent taxexempt documents ein notification, form 990, sales tax returns and irs correspondence permanent please use the second page of this policy to include any additional pta records and their retention plan. For instance, pdf a is available for archiving, pdf e for engineering, pdf x for print production, and pdf vt for variable data and transactional printing. It replaces all previous general records retention schedules. The current consensus is to test for degradation, refresh media, and migrate data every 5 years. The only guidance texas lawyers have is texas ethics opinion 627 20, along with common. The texas state library and archives commissions retention schedule defines transitory information as. Page 2 of 2 description of records manner of recordkeeping disposition. Contract service providers must retain all programmatic, financial, and supporting documents including statistical records and other records or reports pertinent to the services provided to dbs consumers for a minimum of three years or until all litigation and claims are resolved, final payment. Ensure the parameters for tiff and pdf documents are correctprior to uploading. Many litigation software products use tiff as well as many service bureaus.
You can scan multipage documents as a single page with tiff. A print version of this schedule is also available, organized into 6 broad categories. The choice of storage format for electronic documents can have significant and farreaching consequences. Texasfile land and real estate records include deeds, oil and gas leases, mineral. Tiff, or tagged image file format, was developed by microsoft and aldus in 1987. With workflow automation in document management software and document capture, your data is extracted, classified and. The retention schedule used by the university is a listing of records and records series commonly found in the workplace and the minimum length of time these items must be retained in order to comply with state or federal laws, statutes, judicial rulings, tamu system rules, or recognized industry practice. Unfortunately, there is no one specific rule in texas regarding the requirements for retention and destruction of client files. As a taxexempt, nonprofit organization, record keeping and record retention are very important. Attorney thomas silk article by tom silk, model document retention policy for nonprofits additional resources located at the national council of nonprofits.
So text messages can be records how do we capture and. Your currently approved records retention schedule is available on our website at. On may 10, 2020, the newest and fifthest edition of the texas state records retention schedule rrs will go live. While many people think that documents only come in pdf format, there are. 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 isds record keeping system, and that are required only for a limited period of time for. Brian mccall, your agencys records retention schedule is approved for use as of april 17, 2017. How long must a dental record be maintained on a patient. Records must be converted to either tiff, pdf, or pdfa. Washington state archives strongly recommends the disposition of public records at the end of their minimum retention period for the efficient and effective. Lamar university, texas state university system 200 e. Persons affected all utrgv faculty and staff and other individuals that create or maintain records on behalf of utrgv. Contractors and third parties when they have government records and information, include them, too your agencys records and information management rim team is responsible for creating policies and procedures, retention schedules, staff training, and more. Texas bank cashiers, compliance officers and auditors all lent a hand in creating this summary of record retention regulations for the state of texas. State of texas records retention schedule texas administrative code, title, part 1, chapter 6 chapter 441, texas government code records management publications.
Records retention financial information resources manual. See a chart of recommended schedules for various types of local government offices. All documents will be scanned into a tiff or pdf file format at a resolution of 300 dots per inch, which is the minimum standard for ocr and. Texas record april 27, 2018 if you read joshua clarks recent post on text messages, you know that, depending on content, they can be government records that are subject to retention rules. Texas emergency nurses association records retention policy a. When considering a membership application or termination of membership, the. The texas state records retention schedule rrs is adopted as an administrative rule of the texas state library and archives commission and supersedes the schedule of september 1, 2007.
The tools you need for todays practice thursday, may 15, 2008 irving, texas. Agency records retention schedule approved for use. However, texas disciplinary rules of professional conduct give us some guidance. Records and information management for state agencies. Texas state libra,y and archives commission background lgrc must adopt records retention schedules that are used as guidelines by local governments and forward these retention schedules on to the commission. Transferring electronic records texas digital archive. Pdf files also record each documents electronic history and metadata. Standards and procedure for management of electronic records. The right choice for your needs is the right choice, period. Retention and destruction of client files the law practice. Amendment 1 to your agencys 4th recertification ofyour records retention schedule is approved for use as of august 8, 2016 your currently records retention schedule and all amendments are available on our website at.
The initial setup for these tiff and pdf documents are pretty much permanent until a. How laserfiche works for trustworthy, transparent electronic. Pdf, tiff, word, excel, autocad drawings, emails and more. Uh system records retention schedule 03h01 financial record retention 02.
Dfps records disposition log form 47, logs or similar records listing records destroyed or transferred to the archives and information services division, texas state library and archives commission, showing records series title, dates of records, and date destroyed or transferred. Records retention schedule texas alcoholic beverage commission. Texas department of state health services, medical records. There are several methods that can be utilized, from the simple to the more complex. If you read joshua clarks recent post on text messages, you know that, depending on content, they can be government records that are subject to retention rules. The commission may either approve or reject the lgrc recommendations, but may not modify them. Texas administrative code, title, chapter 6, section 6. Records retention schedule texas alcoholic beverage. Though there are quite a few file format options tiff, jpeg, or gif.
Tiff files can be in any of several classes, including gray scale, color palette, or rgb full color, and can include files with jpeg, lzw, or ccitt group 4 standard runlength image compression. In a tiff production, all documents are converted from their native format to black and. For state agency and state university rmos, this means that. How to use the university of texas records retention schedule utrrs 20. Tax return, results of an audit by a tax authority, general. Unless these retention schedules have been adopted by your local government by filing a declaration of compliance form slr 508, the retention periods listed in the schedules may not be used for the destruction of your records. Records retention schedule texas department of family.
Dokmee document management software dms and ecm can automate your organization. Medical records in the dshs hospitals with different retention periods based on health and safety code title 4, 241. Texas emergency nurses association records retention policy. Texas records federal, national and state compliance resources regulations, laws, and statespecific analysis for employers and hr professionals texas records. Contract service providers must retain all programmatic, financial, and supporting documents including statistical records and other records or reports pertinent to the services provided to dbs consumers for a minimum of three years or until. The tda is a repository built around international standards for the longterm preservation of electronic records. Complete records management imaging faqs 2815741440. So text messages can be records how do we capture and retain them.
Employers with either 10 or less employees at all times during the calendar year, or more than 10 employees in businesses of the type listed at the end of this edition must only keep records of fatalities or hospitalizations. Records retention schedule university of texas system. Texas state records retention schedule revised 4th. The university of texas at austin records retention schedule years months state item days ac definition retention record series title description remarks legal citations archival ret. This general records retention schedule general schedule was originally posted in january 2018, and subsequently revised on june 5, 2018 and november 28, 2018. State of texas records retention schedule slr 105 form slr 105c must accompany this form. Public records covered by records series within this records retention schedule must be retained for the minimum retention period as specified in this schedule.
Pdf and tiff both have their own respective compression technologies for scanning color, grayscale, and black and white documents. Records are organized by department and record type for easy reference with links to the. Texas state agencies and public universities are required to submit their retention schedules to tslac on a timetable established by administrative rule. Records retention schedule texas department of family and. The advantages of pdf over tiff liquid litigation management. Records management is that field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records, including. Although in many situations the requirements for a profit corporation and nonprofit corporation. Records retention and destruction open records utsa.
Each time a document is opened or changed, digital data, or metadata, is stored. This short white paper provides an overview of the tiff and pdf document formats and discusses their relative merits as a format for electronic document storage. Scanning guidelines records and information management services. The information found for each record series is used in the request to dispose of records. Vs210 central adoption registry request for open records vs 145 adult adoptee application for noncertified copy of original birth certificate vs 160 certificate of adoption for attorneys and district clerks.
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