Earl:

In Texas state government our retention schedules only cover things that meet the definition of a state record. Publications and reference materials are specifically excluded in that definition. So we do not cover them. There can be exceptions but they are addressed on a case by case basis and, of course, it also depends on what you cover under the term "reference materials".

Jimmie E. Savage, CRM
Manager, Member Data Services
Teacher Retirement System of Texas 

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On
Behalf Of Earl Johnson, Jr.
Sent: Tuesday, April 03, 2007 11:36 AM
To: [log in to unmask]
Subject: [RM] Should "Reference Materials" be on a retention schedule?


  Good afternoon,
   
  I'm curious as to whether many of you include a records series called "Reference Materials" on your retention schedules? As a long-time RM professional I've seen this kind of records series on a number of schedules, but I've also heard and been a part of many discussions as to whether it's appropriate to include them since they're not usually company records. Now when I think of reference materials I'm not talking about phone books, encyclopedias, or magazines, but rather unique, hard to find, and most often "dated" reference materials that might be used as support a record that your company creates or produces.
   
  Or, should a retention schedule only include those unique records that your organization actually creates or produces?
   
  As usual, any and all comments are greatly appredciated.
   
  Thanks.
  Earl 


Earl Johnson, Jr. 
E-mail: [log in to unmask]

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