Skip To Main Content

Records Management

School District Records

Texas Administrative Code §441.180(7) defines Records Management as "the application of management techniques to the creation, use, maintenance, retention, preservation, and disposition of records for the purposes of improving the efficiency of record keeping, ensuring access to public information under the Public Information Act, and reducing costs."

The Records and Information Management Department within the Business/Finance Office is responsible for the oversight of records management district wide.

All Open Records requests should be referred to the Communications Department immediately upon receipt.
 

Public Information Requests

The Communications Department handles all public information requests for the district. All requests for public information are handled in accordance with the Texas Public Information Act, Texas Government Code §552.001. Requests for public information should be submitted in writing by fax, e-mail, U.S. mail, or in person. This procedure allows the Communications Department to accurately document the date each request is received and respond in writing within the required 10 business day time period. Requests must ask for records or information already in existence. The TPIA does not require the district to create new information. 

Student Record Requests

Student record requests fall under the guidelines set forth by the Family Educational Rights and Privacy Act (FERPA). FERPA gives parents certain rights with respect to their children's education records. Parents or eligible students have the right to inspect and review the student's education records maintained by the school. Requests for a transcript or other student records should be directed to the current or last EMS ISD campus your student attended.

To submit an open records request, please send by email, mail or in-person to the following:
 
 
Mail or In-Person:
EMS ISD Communications Department
1600 Mustang Rock Road
Fort Worth, Texas 76179

Forms and Information

Eagle Mountain-Saginaw ISD 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 and submit the Laserfiche RM-Long-Term Record Storage Request form. Include all requested detailed information, including the record number, record description and record detention. Ensure the information matches the corresponding TSLAC Retention Schedule. When entering the description, please be as specific as possible. Contact Records Management with any questions regarding the retention schedules and record types.

3. Records Management will review the request and process retention labels upon approval.

4. Once labels are received from Records Management via interoffice 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 and submit the Laserfiche RM-Record Disposition Request form. Ensure that all applicable fields are completed and that the record number, record description, and record retention match the corresponding TSLAC Retention Schedule. Contact Records Management with any questions regarding the retention schedules and record types.

4. Records Management will review the request and you will receive email notification when the request is approved.

5. With a jumbo Sharpie, place large red “X” on the short side of the box(es).

6. Records Management will complete a work order for the box(es) to be picked up from the campus.

7. Be sure box(es) remain in a secured area until they are picked up by Maintenance.

 

Campus and Department Record Retrieval Process

1. Complete and submit the Laserfiche RM-Record Retrieval Request form.

2. You will be notified via email when the requested record is available for pick up.

3. You will sign the Records Management Control Log when picking up the record.

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 interoffice mail delivery.

Frequently Asked Questions