Frequently Asked Questions

What is Records Management?
What are the benefits of participating in this program?
What is a Retention Schedule and how do I get a copy?
Who makes up the Retention Schedule?
What is a Record Series?
What if I can't find what I am looking for on the retention schedule?
What is the difference between open and confidential records?
What is the difference between public and private (personal) records?
How do I pack boxes?
When can records be destroyed?
What kind of boxes does the Records Center accept?
Where is the District's Records Center?
How can I send records to the Records Center for storage?
Can the department get the boxes back once they are sent to the Records Center?
How can I be sure that my records will not be lost?
Does anyone else have access to our records?

What is Records Management?

Records management is the systematic control of records during their entire life cycle from creation, through processing, distribution, receipt, organization, storage, retrieval to disposition, for the purpose of improving the efficiency of record keeping, ensuring adequate protection of the records, and ensuring access to public information. Records management seeks to meet operational business needs and accountability requirements along a records continuum from design to disposition.

What are the benefits of participating in this program?

Organized files
Ability to find materials quickly and reliably
More office space
More efficient use of space
Lower costs
Security
Compliance to Texas State law
Better decision-making based on complete, reliable and authoritative information
Accountability and responsibility for maintenance of records at the appropriate levels

What is a Retention Schedule and how do I get a copy?

A retention schedule is a listing of records and records series commonly found in the workplace that lists the minimum length of time these items must be retained in order to comply with state or federal laws, statutes, or judicial rulings, or recognized industry best practices. For a copy of your department/school Retention Schedule click here.

Who makes up the Retention Schedule?

The Retention Schedule for Carrollton-Farmers Branch Independent School District is maintained and
updated by the Records Management Officer and is certified by the Texas State Library and Archives Commission. Changes or additions to the basic schedule can be recommended by the departments and individuals who use the records on a daily basis.

What is a Records Series?

A records series is a group of records commonly used or filed together which are evaluated as a group for retention scheduling.

What if I can't find what I am looking for on the retention schedule?

Contact Kristie Keesee at (972) 968-6331 for assistance. A retention schedule is never a totally comprehensive listing of all records that exist within an organization. The Records Management office can help you find the proper series title for your records, or we can evaluate the record and if need be, we can add to or change the retention schedule.

What is the difference between open and confidential records?

An open record is one which may be viewed by anyone under the Freedom of Information Act and Open
Records Act. A confidential record can only be viewed by those persons with proper authorization.

What is the difference between public and private (personal) records?

A public record is one created or received in the course of work that documents some aspect of District business. A personal record pertains solely to an individual's own affairs. As an employee of the District, any documents created during work time or using District equipment or supplies are technically public records, including email. Just remember that everything is subject to disclosure, and there is always the danger of employee's words being interpreted as an official District Statement.

How do I pack boxes?

You must limit the contents of any box to a single record series only, but not limited to multiple years within one box. Mixing record series can result in not being able to locate a file when needed.

We do not pull individual records from the boxes for destruction - the box contents are all destroyed at the same time. We will use the latest date to determine the destruction date. Boxes do not have to be completely full to send them to the Records Center. The Records Storage boxes are designed to hold either letter or legal sized materials. When packing the box, you should remove metal clips, binders, bindings, and file folders. This will save you office supplies, will save space in the box, and will speed processing when the box is due for destruction. Also, please do not tape the lid down.

When can records be destroyed?

Original records can be destroyed once the recommended retention period has been met, as long as there are no legal, administrative, audit, or historical holds on the material. Duplicate records should not be kept any longer than originals.

What kind of boxes does the Records Center accept?

The Records will only accept the approved banker boxes that you may order from  the warehouse. Safety and storage reasons make it mandatory that all boxes in the Records Center be of a uniform size. If records are delivered to the Records Center in any box other than then required banker box, Records Management will return the boxes, and you will be asked to repack your records in the correct box.  Please visit the following link for more information: Storing Records.

Are there any limitations on what can be sent to the records storage facility?

Yes. Records stored temporarily are those that have been determined to be of short term value only and have been assigned a destruction date. Records management storage is not a proper storage location for faculty papers, personal effects, office equipment, supplies, or publications. Please only send official records only.

Where is the District's Records Center?

 The Records Center is located in the Annex next to the Administration building.

How can I send records to the Records Center for storage?

Once your Liaison has entered the data into the record tracking database, the liaison should submit a work order to have the boxes moved to the Records Center.

Can the department get the boxes back once they are sent to the Records Center?

Any box or record that has been sent to the Record Center can be retrieved by contacting your designated Records Liaison person. The liaison will make a request through the database to have the file sent through inter school mail or by work order to your campus/department. Once a request has been made, you should have your file or box no later than 48 hours after the request has been made.

How can I be sure that my records will not be lost?

The Record Management department has invested a lot of time and effort in developing a new Records Management program. We have purchased a new database tracking software called RCAMS that will track every box that has been placed in storage either within your department/campus storage facility or within the Records Center, or even the off-site facilities that the District contracts with. Only the Record Management Officer and the Records Liaison will have access to the database for your department or campus. The Liaison will be able to view the list of boxes that have been placed in storage and be able to tell exactly where each box is located.

Does anyone else have access to our records?

No one outside your department or campus will have access to your records except the Records Management Office and the designated Liaison without authorization from either party. Only the Records Management office will be able to remove documents or boxes from any of the storage facilities.