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Records Management

Del Mar College has a Records Management Policy (B3.19) that promotes the effective management and control of all Del Mar records throughout their "life-cycle". Records are simply recorded information, regardless of media or characteristics (i.e., paper or electronic), which is created or received and used in the operation of our organization. Almost all employees create and/or use records are responsible for their custody. The management of DMC's records is to be consistent and compliant with regulations governing public records throughout their life-cycle phases: creation, active use, inactive period, and final disposition.

NOTE: On August 3, 2014, the Texas State Library and Archives Commission (TSLAC) approved a new Records Retention Schedule (RRS) for DMC. The new RRS supersedes all older schedules.

Before You Begin

It is important for each department to inventory the records created and maintained in the department and to review the NEW Del Mar Records Retention Schedule to create and/or update the departmental list of records series. No one knows a department better than the people who work there. If there is a record in the RRS that your department no longer needs, or you are now maintaining a record that is not listed in the RRS, the DMC RRS will need to be amended to reflect a change. Changes are submitted to the Records Management Office, and after review, are submitted by the Records Management Officer to TSLAC for approval. All amendments must be approved in writing by TSLAC before superseding the current college retention schedule available to you here.

THE RECORDS LIFE-CYCLE

Here is the records life-cycle in a nutshell:

  1. Create or Receive a record (see definition, paragraph 1).
  2. Active Records
    • Are stored in the department.
    • Are maintained and frequently accessed.
    • Have a high current value
  3. Inactive Records

Have an inactive storage period.

Are rarely accessed.

Are retained for reference, legal, or financial value.

     4. Final Disposition

Non-permanent records are physically destroyed by shredding.

Permanent records are retained as College archival materials.

DISPOSITION of Records

All records are the property of Del Mar College and regulated by the RRS. When records reach the end of their life cycle, they are in the "disposition phase". That does not mean that they are destroyed; remember, some are archived permanently if they have historical value or may need to be referenced in the future (such as some employee pension and benefit records).

Additionally, expired records MAY NOT BE DESTROYED IF:

          • There is an open records request pending on the record.
          • The subject matter of the record is pertinent to a pending lawsuit.
          • The department head has requested in writing to the Records Management Officer requesting that the record be retained for an additional time.

If you shred expired records yourself, you still MUST request and receive authorization for destruction of them. The shredder you use in your department must meet certain security level standards (Level 3 cross-cut to Level 4 micro cross-cut, depending on the sensitivity of the record content).

If you prefer to out-source destruction to Records Management, follow the procedures (see Procedures page) to have them relocated (with the proper documentation) to the Central Receiving Warehouse to wait for the next shredding.

Another item to consider in preparing your records for destruction is if your office is the originator of the record. If so, you have the record copy of the document. Any documents that are copies of documents from other areas are convenience copies. It is not mandatory for convenience copies to be maintained for the life-cycle of the record, but they must be destroyed on or before the date of the record copy. Failure to destroy records ready for destruction can result in having to produce them in an open records request or in a litigation proceeding in the future.