• Forms and Information

    ÀÏ˾»ú¸£ÀûÉç complies with the minimum requirements established on retention schedules issued by the Texas State Library and Archives Commission listed below:

    Campus and Department Long-term Storage Process

    1. Sort and organize records into 10” X 12” X 15” storage boxes to allow for universal storage space and ease of transport. Ensure that contents are limited to a single file type or record series as to not mix different retention periods. Each campus/department is responsible for ordering and funding their box supply.
    2. Complete the Records Retention Form and include all requested detailed information, including the record number, record description and record detention. Ensure the information matches the corresponding . When entering the description, please be as specific as possible. Contact Records Management with any questions regarding the retention schedules and record types.
    3. Email the completed form to Stephanie Marcho in the Business Office smarcho@ems-isd.net  to obtain a district retention label. 
    4. Once labels are received from Records Management via inter-office mail, affix the labels to the appropriate box(es). Please ensure the information on the box and the label match.
    5. Records Management will complete a work order for the box(es) to be picked up from campus.
    6. Be sure box(es) stay in a secure area until they are picked up by Maintenance. 

    Campus and Department Records Disposition Process

    1.  Sort and organize records into 10” X 12” X 15” storage box(es) according to record type. Each campus/department is responsible for ordering and funding their box supply.
    2.  Label each box on a short end with school year, record description, and destruction date. Be sure not to mix record types that have different retention periods.
    3.  Complete the form.
    4.  Ensure that all applicable fields are completed and that the record number, record description, and record retention match the corresponding . Contact Records Management with any questions regarding the retention schedules and record types. 
    5. Email the completed form to Stephanie Marcho in Records Management for work order scheduling smarcho@ems-isd.net.
    6. With a jumbo Sharpie, place large red “X” on the short side of the box(es).
    7. Records Management will complete a work order for the box(es) to be picked up from the campus.
    8. Be sure box(es) remain in a secured area until they are picked up by Maintenance. 

    Campus and Department Retrieval Process

    1. Send an email request to Stephanie Marcho smarcho@ems-isd.net with the description of the box or file needed. Be as specific as possible (i.e. type of record, name of student/employee, school year, etc.).
    2. Once retrieved, the Records and Information Management Office will notify you via email that your document, or a copy of your document, is available.
    3. You will sign the Records Management Control Log to pick up the document.
    4. Coordinate with Records Management to return the document to storage. Please note: Student records and personnel files will NOT be sent via mail or inter office mail delivery.
    5. The check-out log will be updated when all items have been returned.

    Call Stephanie Marcho in the Business Office at 817-232-0880 for any questions or concerns.

    Forms