HOME  |  Search
Records Management

Del Mar College has a Records Management Policy (B3.19) that promotes the effective management and control of the disposition of its records through an active records management program consistent with the requirements of the Texas Local Government Records Act. Under the College’s plan, a record for which the retention period has expired as designated on the Records Control Schedule shall be destroyed unless:

- an open records request is pending on the record,
- the subject matter of the record is pertinent to a pending lawsuit, or
- the department head has requested in writing to the Dean of Administrative Services requesting
  that the record be retained for an additional period of time.

Your role within the Records Management Program is to understand the laws governing your records, and the records life-cycle phases--creation, active use, inactive, final disposition, and your role in each phase.

Before You Begin:

There may some confusion about not needing to request disposition of records if you will be shredding the records yourself. Please note that you must request and receive authorization for destruction of all records before you begin to either shred the records within your department or out-source the shredding through the Purchasing Department. Additionally, the shredder in your department must meet certain security level standards (Level 3 cross-cut to Level 5 micro cross-cut, depending on the sensitivity of record content) in order to be acceptable for in-house shredding. When in doubt, it is always best to consult with records management and to out-source shredding when requested.

Another item to consider in preparing your records for destruction is that if your office is the originator of the document, then you maintain the record copy of this document. If you maintain copies of documents that are originated in other offices, then you have a convenience copy. It is very important that convenience copies be destroyed on or before the date that the record copy is destroyed. 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.

Review of Records Control Schedule:

It is important to inventory the records you maintain in your department each year by reviewing both your department’s and the Typical Office’s Record Control Schedules. You will need to determine if you are no longer maintaining a record listed or are now maintaining a record that is not listed. If you find that changes need to be made, then it will be necessary to amend the Records Control Schedule and submit your changes to the Records Management Office. Any amendments to record schedules must be submitted by the college records management department to the Texas State Library and Archives Commission, and all amendments must be approved by TSLAC before they supersede the current college retention schedule, available here on the the intranet.