Admin

Records Management

Records Management

Records Management is an important function of the school district. “Records management” means the application of management techniques to the creation, use, maintenance, retention, preservation, and disposal of records for the purposes of reducing the costs and improving the efficiency of recordkeeping.  

The Texas State Library and Archives Commission (TSLAC) establishes mandatory retention periods for local government records.   Records retention schedules list the records maintained by the district, their retention periods, and other records disposition information. 

“Local government record” means any document, paper, letter, book, map, photograph, sound or video recording, microfilm, magnetic tape, electronic medium, or other information-recording medium, regardless of physical form or characteristic and regardless of whether public access to it is open or restricted under the laws of the state, created or received by a district or any of its officers or employees, pursuant to law or in the transaction of public business.  

All local government records shall be considered District property and any unauthorized destruction or removal shall be prohibited. 

Although records management is a responsibility for all District employees, each location should have one person designated to oversee its processes.

                 Click here to access the Records Retention Schedules.

                Click here for a written summary on Records Management Information.

                Click here to view a brief video presentation on Records Management.


Records Management Program with Harris County Dept.of Ed.
Due to the volume of records created, Aldine ISD has contracted with the HCDE Records Management Cooperative to assist with the district's records management program. HCDE stores, destroys and creates electronic copies of records.

To have records transferred to storage, complete:
                      1) Client Order & 2) Records Center Transfer Forms (found below)

To have records destroyed; complete:
                     1) Client Order Form & 2) Records Destruction Certificate (found below)

To have a stored file scanned and emailed to you, complete the Client Order Form. Email to:
csd@hcde-texas.org

To have a box returned from storage, complete the Client Order Form. Email to:
csd@hcde-texas.org


HCDE Forms
- Complete and email to lmesparza@aldineisd.org  
Complete titles and the school/fiscal year of the records are to be written on the HCDE forms.