BISD RECORDS CENTER

1. BISD RECORDS CENTER

2. BISD RECORDS CENTER Call us 956-544-3972 956-698-0230 Visit us 4330 E. Morrison Rd. Hours Monday – Friday 8:00 a.m. - 5:00 p.m.

3. Why are you here? During this session, you will: • Gain clarity on your roles and responsibilities. • Understand Collaboration Principles. • Assess your current practices. • Commit to new Record Keeping standards • BECAUSE POLICY SAYS SO…

4. MANAGING RECORDS • Proper records management is vital to an organization’s knowledge management, legal defense, and regulatory compliance.

5. What is records management? • A system for providing control over records from creation to destruction • A system for ensuring that District records are retained until their mandatory retention periods have been met • A system for ensuring that District records are destroyed in accordance with the State Retention Schedule

6. WHAT IS A RECORD? • Records are recorded information, regardless of the medium or characteristics, made or received by the District that are useful in the District’s operation. • Records include contracts, work orders, invoices, meeting minutes, purchase orders, e-mail, photographs, drawings, etc. • A record may be in the form of paper, microfilm, computer tape / disk, CD, videotape, e-mail, etc. Regardless of the form, the recorded information is the record and the medium only contains the information.

7. WHAT IS A NON-RECORD? • copies of correspondence, directives, forms and other documents on which the District takes no administrative action; • routing slips and transmittal sheets that provide no additional information; • catalogs, trade journals and other publications received from other entities, commercial firms, or private institutions that require no action and are not part of a case on which action is taken;

8. DOCUMENTS vs RECORDS • Before the District can begin the process of managing records, it must have an understanding of what is being managed. This means knowing the difference between documents and records. • Wikipedia-Encyclopedia -- A document provides information in written, printed, or electronic form. The term document is now used more and more to describe any file produced by an application, i.e. (“Word, Excel, Powerpoint). • Documents are formatted information that can be accessed and used by a person. They have a beginning and an end and may be represented through alphanumeric text, a digital map, spreadsheets and databases, moving images, or audio data. Regardless of format, documents serve the purpose of transmitting information.

9. WHAT IS A RECORD? • A record relates to an activity or transaction that has happened in the past; it is a record of history. A record can consist of one or more documents, which all relate to a single event in time. • Records are documents that have been set aside as evidence and protected from alteration or change. • An account or facts, set down especially in writing as a means of preserving knowledge.

10. SUMMARY DOCUMENT vs. RECORDS • A document provides evidence for what has taken place in the past. • A document can be changed as times goes on - a work in progress. • Once data is entered in a document and data entry is finished – it becomes a RECORD

11. FALSIFYING RECORDS…. Destruction of local government records contrary to the provisions of the Local Government Records Act of 1989 and administrative rules adopted under its authority is a Class A misdemeanor and, under certain circumstances, a third degree felony (Texas Penal Code, Section 37.10). Anyone destroying local government records without legal authorization may also be subject to criminal penalties and fines under the Open Records Act (Government Code, Chapter 552). See [Policy CPC(LEGAL)]

12. SUBCHAPTER I. CRIMINAL VIOLATIONS • TxGovt Code § 552.351. Destruction, Removal, or Alteration of Public Information • A person commits an offense if the person willfully destroys, mutilates, removes without permission as provided by this chapter, or alters public information. • An offense under this section is a misdemeanor punishable by: • A fine of not less than $25 or more than $4,000; • Confinement in the county jail for not less than three days or more than three months; or • Both the fine and confinement

13. § 552.352. Distribution of Confidential Information • A person commits an offense if the person distributes information considered confidential under the terms of this chapter. • An offense under this section is a misdemeanor punishable by: • A fine of not more than $1,000; • Confinement in the county jail for not more than six months; or • Both the fine and confinement. • A violation under this section constitutes official misconduct.

14. Policy CPC & FL (LEGAL) Who is the Records Custodian at the: (1) Administrative Offices---Department administrators [Policy CPC(LOCAL)] (2) Campus --- Principals [Policy FL(LOCAL) Policy mandates that campus/dept personnel shall: • “Cooperate with the Records Management Officer in carrying out policies & procedures.” [CPC(LEGAL)]

15. CL(LEGAL) - RECYCLING • In cooperation with the comptroller or the Texas Commission on Environmental Quality (TCEQ), the District shall establish a program for the separation and collection of all recyclablematerials generated by the District’s operations, including at a minimum, aluminum, steel containers, aseptic packaging, polycoated paperboard cartons, high-grade office paper, and corrugated cardboard. “Recyclable materials” includes materials in the District’s possession that have been abandoned or disposed of by the District’s officers or employees or by any other person.

16. Policy CL(LEGAL) Cont’d -- The District shall also: • Provide procedures for collecting and storing recyclable materials, provide containers for recyclable materials, and provide procedures for making contractual or other arrangements with buyers of recyclable materials. • Evaluate the amount of recyclable material recycled and modify the recycling program as necessary to ensure that all recyclable materials are effectively and practicably recycled. • Establish educational and incentive programs to encourage maximum employee participation.

17. DEPARTMENT & CAMPUS RECYCLING • The department administrator and campus principal is responsible and has final authority for ensuring recyclable materials are collected, separated, and disposed of in accordance with District policy. No confidential records shall be included or combined with recycled material. Confidential records are to be properly packed, labeled, and sent to the records center. • [Policy CL(LOCAL)]

18. What do I send to records center? • Records that contain sensitive information….. • Date of Birth • Social security numbers • Discipline information

19. Where do I send NON-RECORDS?? • Documentation that does not contain sensitive information. • Personal papers - Binder correspondence • Library or museum materials made or acquired for reference or exhibition • Blank uncompleted forms • Publications collected from others that require no action or are not part of a project • Routing slips and transmittal sheets

20. Non-Records --- Cont’d • Personal correspondence • Non-District publications • Junk mail/spam • Catalogs • Journals, books, other library materials • Duplicate copies • Carbon copies • Memo – other than one relating to confidential personnel matters • Notices of meetings • Advertisements • Library books, pamphlets

21. POLICY CL(LOCAL) - RECYCLING • The department administrator or principal shall assign an individual to actively collect, identify, secure, and ensure all recyclable materials are disposed of in accordance with District procedures. [See CL(LOCAL)]

22. WHERE ELSE IS BISD RECYCLING? [Campus & Dept.]

23. BISD RECORDS WAREHOUSE

24. FOOD SERVICES -- RECYCLES

25. CUSTODIANS OF RECORDS • The Administrator/Principal who is in charge for his/her ACTIVE records shall: • (1) cooperate with the records management officer in carrying out the policies & procedures. • (2)maintain the records in their care & carry out the preservation, microfilming & destruction. • The District’s Records Management Officer is • RESPONSIBLE FOR – INACTIVE RECORDS CPC(LEGAL)]

26. SECRETARY DUTIES…… • Example -- Secretaries are responsible for coordinating an office's administrative activities in a manner which ensures that the office runs smoothly. There are a wide variety of clerical and administrative duties that secretaries need to accomplish in order to make this happen. They schedule appointments, draft correspondence, provide information to outsiders, and create and maintain files in either hard-copy or electronic form.

27. TYPES OF RECORDS ► TWO TYPES BISD WORKS WITH • Records identified to be DESTROYEDwhen they reach the retention period. • Records that are identified to be kept PERMANENT. (i.e., Transcripts, some payroll records, board agendas……

28. WORKING TOGETHER • Think about it, most of the time throughout our life it is what we do individually that determines our success. There are people who would much rather pass the buck than take responsibility for playing their part in the team. Passing the buck and not taking responsibility iscostly & toxic and impacts heavily on team working. • BOTTOM LINE -- Getting results from team members takes effort and energy. The question is, are you willing to work together?

29. COLLABORATION • the act of working together with one or more people in order to achieve something – reach a common goal. • it is a process where two or more people work together to realize shared goals • ADVANTAGES …… an efficient records flow system makes a department efficient & transparent. • COMPLIANCE... • …conformity in fulfilling official requirements

30. SEPARATION FROM DISTRICT • An administrator or a principal or designee shall promptly notify the Internal Audit Dept and Records Center when a staff member who handles records is retiring or separating from the employment with the District. A compliance review shall be conducted. [Policy CPC(LOCAL)]

31. What is a Compliance Review? Periodically, Records Management staff will meet with campus and department staff to conduct a compliance review. What does the REVIEW consist of? ●Inventory Analysis of all department/campus records… ●Reviewing retention schedules ●Discuss & recommend procedures ●Assist in streamlining records flow ● Submit findings report to administrator/principal

32. Compliance Review – Cont’d AFTER THE REVIEW……the Records Center may… • Provide an overview about the campus or department’s role in district-wide records management. • Determine the extent to which the campus or department is following established records management procedures • Propose & make recommendations to Administrator or Principal and/or Superintendent.

33. TYPES OF PERMANENT RECORDS • ALL student transcripts • Accreditation Reports * Financial Reports • Board Minutes ٭ Dedications * Minutes • Audits ٭ Appraisal Records * Deeds * Easements • Election Minutes & Return Records * Election Fraud Reports * Wage & Salary Rate Tables-75Yr • Legal Opinions • Budgets & documentation • District publications

34. Preparing Records to be BOXED • Remove duplicate copies • Do Not Send folders • Departments must keep a list of records being sent for Destroy. • Bar Code Box Label (Exception) [Destroy Date 0r Permanent]

35. PROPERLY LABELED

36. PROPERLY LABELED

37. UNACCEPTABLE

38. Proper Labels – Easy Access

39. Checklist for Preparing Records for Storage No 3-Ring binders No hanging files Do not over pack boxes. Do not tape or bind boxes shut. No unauthorized storage boxes

40. Storage Boxes • BOXES………….. • order online from • BISD or use paper boxes • “THE DON’Ts” • NO LEGAL SIZE PAPER – • NO hanging file folders • NO binders • NO binder clips • NO manila folders • - BOX “MUST” BE Properly Labeled

41. Help us serve you better . . . • Follow retention schedules…..it’s the law • Pack ONLY records listed by the Retention Schedule. • Pack files carefully • Fill out box label & destroy log form • Improperly PACKED records will be returned…. • A COPY OF THIS IS AVAILABLE • Thanks for your patience!

42. OUR GOAL • Understand and commit to principles of collaboration.

43. Visit Our Website • Download forms -- procedures • Request information • View retention schedules http://www.bisd.us/records