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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

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TexLinx

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

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Visit the TSLAC's Records Storage Services and the Texlinx Instruction Guide  for 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 the TexLinx Instruction Guide provides instructions for storing microforms or files.

I. Become a

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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 TexlinxTexLinx, the State Records Center (SRC) online interface.

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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 TexlinxTexLinx
   1. You will receive a welcome mail from Texlinx TexLinx when your user account has been added

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• 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 TexlinxTexLinx:
     
     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 TexlinxTexLinx, 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 TexlinxTexLinx.

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

V. Enter the Information in

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TexLinx and Request Pickup

1. Log in to

   Texlinx

   TexLinx at https://texlinx.tsl.texas.gov

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

2. Enter the information in

   Texlinx

   TexLinx

   1. Follow the instructions in the Texlinx Instruction the TexLinx Instruction Guide to add the boxes to TexlinxTexLinx
      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 TexlinxTexLinx
      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 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 TexlinxTexLinx.