Records Management

The Texas State Library and Archives Commission creates and maintains Records Retention Schedules (RRS) for the State of Texas. Lone Star College must follow Local Schedule JC (Retention Schedule for Records of Public Junior College), Local Schedule GR (Retention Schedule for Records Common to All Local Governments), and Local Schedule EL (Retention Schedule for Records of Elections & Voter Registration).

Record: A college record is any document, paper, letter, book, map, photograph, sound or video recording, microfilm, magnetic tape, electronic medium of physical form or characteristic, created or received by Lone Star College, any of its officers, or employees in the transaction of business.

Retention: The retention period is the period of time during which records must be kept before final disposition. The retention period for a record applies to the record regardless of the medium in which it is maintained.

Storage: Active records may be stored in a secure location in the responsible department. Many records are now scanned and stored digitally in OnBase. Inactive records may be stored at a contracted offsite facility.

Destruction: Records containing confidential/sensitive information must be shredded. This can be completed onsite by personnel or offsite by contracted vendor, Iron Mountain. Records not containing confidential/sensitive information may be recycled. Digitally stored records in OnBase must be deleted.



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