Begin with the End in Mind: A Records Management & Archives ...

Chapter 5
Archival Transfer:
Preparing Your Records
Similar to coping with inadequate storage space in
the legislative office, the Texas State Archives also
struggles with inadequate storage space.
Loading records, circa 1960s, TSLAC
Consider all of the creating bodies in Texas that are
required to transfer some subset of all of the records
they create (those with enduring value) to the Texas State Archives: both bodies of the Texas
legislature, the executive branch of state government and numerous state agencies. Therefore,
in order to handle effectively the receipt of a large volume of new records acquisitions, the
Texas State Archives requires legislators to follow a streamlined process. While this
process may seem complex, it contributes to the efficient use of state resources—time and
money.
5.1 Transfer: What and When
Now that you have an office records management system in place, have organized your
records by legislative function and session and maintained them according to your records
management system and schedule, transferring the records series that you are required to
send to the Texas State Archives should be a rather smooth process. The following are the
basic steps for completing the transfer process:
Packing records
Inventorying records
Deciding upon an archives repository—optional
Completing required forms for transfer and to assign level of access to
communications
Physical transfer
House of Representatives
The records of state representatives should be formally transferred to the State Archives in
accordance with the records retention schedule of the Texas House of Representatives,
currently designated as the end of the term of office. Official committee records may be
transferred after the end of term of each chairperson, and when they are of no further
administrative use to the Committee. The amount of time for retention may change, so
always refer to the Texas House of Representatives Records Retention Schedule.
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