MEMO To: Payroll From: Vickie Rosier, Records/Document Development Date: February 15, 2007 Subject: SENDING RECORDS TO BE SCANNED As our district continues to grow, the Records Center has an increasing number of record requests from campuses, students, military, etc. There is also a larger quantity of records to archive each year. Due to the enormous workload involved in prepping and scanning student records, personnel, payroll, insurance, etc., we will no longer be able to accept records for scanning from your department that have not been purged and prepped. Imaging is very expensive and we must make every effort to cut cost by scanning only those documents that State/Federal law or District policy requires. We would be more than happy to continue to do some of these things for you, but unfortunately we just don't have the time or manpower. I apologize for any inconvenience this may cause your department and please know we are always available to answer questions. Any time you need assistance, please feel free to call X8441. Thank you for your continued cooperation. All records must be in proper storage boxes with lids. Please mark the end of each box and number of boxes 1 of , 2 of , etc. The boxes are double-stacked on shelving; the labeling needs to be on the end of each box in order to be seen. Leave at least 2 inches of free space in each box (please don't over-pack; we have difficulty lifting from high shelves). Remove all multiple copies and have the documents ready to be run through an automatic document scanner. We will continue to burst the large computer runs for you, but all computer runs will need to be removed from binders. Remove all staples and paper clips these damage our equipment. You may verify the Texas State Law retention period through your Local Records Retention Schedule SD or GR in the Records Law Manual available online.