• Records Management


    Archiving 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."

    EMS ISD currently houses records at two separate locations. Special Education records are stored onsite at the Administration Building complex. All other records are stored offsite with SafeGuard Data Storage Company. The Operations Department is responsible for the oversight of records management district wide.

    How to Archive Records

    1. Place an order for 10” X 12” X 15” banker’s boxes. All records must be placed in a banker’s box to allow for universal storage space and ease of transport.  Each campus/department is responsible for ordering and funding their box supply.
    2. Complete the Records Management Form and include all requested detailed information. When entering the description, please be as specific as possible! For example: 2019-2020 HR Records A-L.  A detailed contents description will greatly assist in the most accurate tracking of district documents.
    3. Email the Records Management Form to Alisa Harner in the Operations Department at aharner@ems-isd.net.
    4. Operations will log all boxes into the main Records Management Database and assign each individual box an inventory control number for identification.
    5. Operations will create inventory control labels for each box and return those to the requesting campus/department.
    6. Place the inventory control label on one end of the corresponding banker’s box. Please ensure the information on the box and the label match!
    7. Submit an email to aharner@ems-isd.net for pickup. Please allow 2-3 days for pick-up.

    How to Retrieve Records

    1. For Special Education records located at the Administration Building complex:
      1. Please send an email request to Alisa Harner at aharner@ems-isd.net.
      2. An Operations representative will coordinate to meet you at the storage container.
      3. You will be able to sign the file out and take it with you.
      4. A check-out log will be completed by the Operations representative and you will be required to provide your signature for removal of the file.
      5. To return individual files to storage, please drop off the files at the Maintenance Facility to the attention of Alisa Harner. PLEASE NOTE: Student records and personnel files should NOT be sent via inter-office mail.
      6. The check-out log will be updated indicating that all items have been returned to the records storage unit.
    2. For all other records stored offsite at SafeGuard Data Storage Company:
      1. Please send an email request to Alisa Harner at aharner@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, year, etc.).
      2. An Operations representative will retrieve the item from SafeGuard.
      3. There are three options for retrieval, each with different associated costs:
        1. A copy of the document can be obtained and delivered to you by SafeGuard. Approximate cost for one (1) document = $23.39
        2. The document can be scanned and emailed to you by SafeGuard. Approximate cost for 1-10 documents = $14.46
        3. The file or entire box can be obtained and delivered to you by SafeGuard. Approximate cost for one box = $17.86
      4. Once retrieved, Operations will notify you via email that your document, or a copy of your document, is ready for pick-up at the Jim Knight Maintenance Facility.
      5. A check-out log will be completed by the Operations representative and you will be required to provide your signature to pick up the document.
      6. To return the document to storage, please send an email to Alisa Harner to coordinate the file to be picked up.
      7. The check-out log will be updated indicating that all items have been returned to the records storage unit.

    Call Alisa with questions at 817-306-0864 ext. 6206.

    Forms