Contents

About the State Records Center

The Texas State Library and Archives Commission (TSLAC) manages the State Records Center (SRC), which provides state agencies and local governments with cost-effective storage of non-current, infrequently used state records in hard copy, electronic and microfilm formats. Agencies are provided with controlled access to their hard copy records that are stored in a facility specifically designed for high-density, low-cost maintenance of records. The electronic and microfilm records are stored in vaults specifically designed to protect these documents and mediums.

About TexLinx

TexLinx is the online interface into the State Records Center (SRC); it is the way to access the inventory, billing, training, and request for storage, retrieval, and destruction system.

You may use TexLinx as an affiliate of the university; Records and Information Management Services (RMS) manages the agency record in TexLinx (University of Texas at Austin - 721) and adds departments as divisions and users as Records Center Users (RCUs).

Steps to Storing Boxes at the State Records Center (SRC)

Visit the TSLAC's Records Storage Services and the TexLinx Instruction Guide for the most up-to-date information, but a subset is collected below for your convenience. Note that this page focuses on Boxes only, but the TexLinx Instruction Guide provides instructions for storing microforms or files.

I. Become a TexLinx Records Center User

If you already are a Records Center User (RCU), you can skip to the next step.

Before you can store records, RMS must request that you be added as a Records Center User (RCU) before you are able to use TexLinx, the State Records Center (SRC) online interface.

To be added:

1. Email the following information to RMS via rms@austin.utexas.edu
   
   1. Name
   2. Job Title
   3. Work Email
   4. Pick-up and Delivery Address
   5. Phone Number
   6. Department Name
2. RMS will complete the request for and submit it to TexLinx
   1. You will receive a welcome mail from TexLinx when your user account has been added

II. Inventory your records or documents

• Determine what records or files your department has that need to be retained long-term

III. Confirm that your records types may be stored at the SRC

If you are storing the same type of records that you have already stored at the SRC, you can skip to the next step.

• If this is the first time you'll be storing records at the SRC, send a list of the types of records to be stored to rms@austin.utexas.edu
  1. The records cannot be stored until UT has permission to store the type of record
  2. RMS will check with SRC that we can store these types of records
  3. If UT is not already storing the type of record, RMS may request additional information in order to put in a request to SRC to do so
• If you have oversized records, contact the SRC to discuss your records
  • The SRC can also store maps and oversized documents, but you need to call for a quote: 512-475-5155

IV. Prepare Your Files

• Order boxes if needed

  1. Determine if you need to order boxes if the records are stored in non-compliant boxes
     1. Refer to TSLAC's Records storage box requirements
  2. Estimate the number of boxes you will need (box size is 12-1/4"W x 15-3/4"L x 10-1/4"H) and order accordingly
  3. Delivery estimated at 20 business days

• Prepare Your Boxes According to the SRC Requirements

  1. Pack  - Refer to TSLAC's Preparing Records for Storage: Packing records to be stored

  2. Number - Refer to TSLAC's Preparing Records for Storage: Numbering boxes

  3. Stack - Refer to SLAC's Preparing Records for Storage: Stacking boxes for pick up

• Create an Itemized List

  1. Create an itemized list of all boxes and the contents of each box on a spreadsheet (see example below) with the information needed to enter into Texlinx
     1. You need this list to track your records, their retention and storage, and their destruction
  2. The column headings reflect the information you need to enter the information in TexLinx:
     
     1. Agency Box # - your department's box number, recommended
     2. UT Code - from the University of Texas Records Retention Schedule (UTRRS)
     3. Record Series Title - from the UTRRS
     4. Retention Period - from the UTRRS
     5. Beginning Date | End Date (dates of the records in each box, separated by a pipe "|" - the key above Enter)
     6. Title of First File | Title of Last File (in each box, separated by a pipe "|")
     7. Drive Date (when retention begins)
     8. Eligible for Disposition Date (when the files are eligible for disposition)
        
        1. This is automatically calculated in TexLinx, but is useful for your own tracking. You can override the disposition date to set a longer retention period if needed.
        2. Note that RMS approves records for disposition in the month following when the records becomes eligible, so an eligible disposition date of 8/31 would mean that requests to dispose of records can be sent on 9/1 or after
     9. Destroyed Date
        1. This is not needed for entering the information in TexLinx but is used for tracking your records and their eventual destruction
     10. Notes
         1. Not required, but you may add notes to the box information in TexLinx.

Example of an itemized list of boxes (Download an Itemized Box List - Excel Template)

V. Enter the Information in TexLinx and Request Pickup

1. Log in to TexLinx at https://texlinx.tsl.texas.gov

   1. If you are not an TexLinx RCU (Records Center User), refer to the instructions above to request to be added.

2. Enter the information in TexLinx

   1. Follow the instructions in the TexLinx Instruction Guide to add the boxes to TexLinx
      1. Boxes: Use "Create" to Build Boxes (one at a time)
      2. Boxes: Use "Data Sheet" to Build Multiple Boxes
   2. Information needed in addition to itemized list
      1. Records Series
         1. You will search for the "Record Series Title" from your itemized list. The UT Code, Record Series Title, and Retention Period are tied to that in TexLinx
      2. Organization
         1. Agency Name: University of Texas at Austin
         2. Division Name: Find your division name the parent page TSLAC Records Center and TexLinx
            1. If not listed, contact rms@austin.utexas.edu
      3. Box Size
         1. Standard boxes are "RC" 

3. Request Pickup

   1. You can save your entries and only request a pick up when you are done with all box entries
   2. Follow the instructions in the TexLinx Instruction Guide for Request Pickup: from Your Agency

4. SRC will coordinate with you for when and where to pick up the boxes.

   1. Pickup may take two weeks.
   2. SRC will retrieve the boxes, assign barcodes, and you will be able to manage your records via TexLinx.