4-13 Records Management
In compliance with the Texas Local Government Record Act of September 1, 1989, the College has a records management program.
The definition by the Texas Local Government Records Act for a "local government record" is any document, paper, letter, book, map, photograph, sound or video recording, microfilm, magnetic tape, electronic medium, regardless of physical form or characteristic, created or received by a local government or any of its officers or employees in the transaction of public business.
The act requires that a record control schedule listing all records created or received by the college/department to be prepared with the retention period for each record to be submitted to the state librarian for approval. Each department/office of the institution will be required to have a record control schedule on file in addition to an inventory of the type of records contained in the office.
The record management officer will be the Vice Chancellor of Human Resources whose responsibility will be to prepare a record control schedule listing, to be approved by the state, of all records created or received by the College. The record management officer will also approve the retention period of all records and the intent to destroy such records.
Each department/office will be responsible for the management of the retention and destroying of their records according to the control schedule. Records whose retention period has expired may be destroyed in compliance with the schedule. Unauthorized destruction of any records is prohibited.
(Re: Policy VI-U; Board of Trustees Policy Manual)