HISD Records Management Department
Policy and Procedures
Instructions for Completion of Destruction Request Form:
The Destruction Request form should be completed and two copies made. Submit the original copy to the Records Management Department and retain the second copy for your school/department file. Each request is numerically identified and will be processed after the Records Management Department reviews and approves it.
- SR# - Tracking number assigned by Records Management Department.
- Contact Information - Complete the name of the person preparing form, as well as the date, school/department, name and telephone number.
- Retention Schedule # - You must provide the Records Management Department with a retention schedule number for all documents to be destroyed. It is the school/department’s responsibility to assure that all records have met the retention period required by state law. Please refer to the web site instructions given below to obtain a copy of the retention number/information needed.
Go to the Houston ISD web page (). Log In. Then, go to “Department Information” (far right) and click “R”, and then click “Records Management.” Forms are on the left. Retention information is on the right here as well as in the forms link. Make selection. Forms & manuals can be saved in your hard drive.
- Record Description - A specific detailed description must be given for all records that are requested for destruction. A general description will not be accepted. For example: “Financial Records”, would be considered a general description. A correct description example would be: “Financial Records – Payroll Checks. “
- Date Range – A specific date range which includes month and year must be given for all records. Date ranges determine whether or not records have met their retention period.
- Number of Boxes – Specify the number of boxes you have for that category of records to the far right of each box description. At the bottom of the form indicate the grand total of boxes to be destroyed.
- Authorization – It is required that your school/department head review and sign the authorization signature located at the top right portion of the completed form. The Records Management Department will not schedule or destroy any records without the authorization signature.
- When your form is complete mail to: Records Management HISD Route # 10 or fax to us at #713-556-6054. Upon receipt Records Management will review the request for compliance. If clarification or corrections are not needed, your request will be scheduled for pick up and the contact person will be informed of the pick up date. You will be contacted if clarification or corrections are needed and asked to revise the request. If you faxed your request, please be sure to have the original form available when the boxes are picked up.
- Records Management Use Only – The bottom portion of the form is for Records Management use only. After the documents have been destroyed, our staff will sign off to document that the records were destroyed.
For further questions regarding the destruction process feel free to contact Brianna Blakely or Sybil Moreno, Office Staff, or Ann Ebrahimi, Manager @ 713-556-6055. Thank you.
HISD RECORDS MANAGEMENT - SAMPLE -
RECORDS DESTRUCTION AUTHORIZATION
Page __1_ of __1___
Name: Ms. Jane Doe, Sp. Ed. Chairperson I certify that these records have met all
retention requirements and there are no
pending litigation or open records requests.
Date: August 24, 2010
Authorized for destruction by:
School/Dept. : Any HISD School
______
Signature
Telephone # : 713 – 123 - 4567 ______
Printed Name
______Principal______
Title
RETENTION
SCHEDULE # /DESCRIPTION OF RECORDS
/DATE
/RANGE
/NUMBER
OF
BOXES
FROM
/TO
450.203.A.2 / Special Education Student Folders / Aug. 1992 / May 2002 / 12( Inventory Attached )
TOTAL # OF BOXES:
BOXES: / 12****** RECORDS MANAGEMENT DEPT. USE ONLY ******
Destruction Certification Statement:
I disposed of the records listed on this form by: Shredding RecyclingSignature:______Date:______
HISD Records Management
Rev 09/07