Client Profile
The Texas Commission on Environmental Quality (TCEQ) is the environmental agency for the state. The TCEQ strives to protect the state’s human and natural resources consistent with sustainable economic development. The agency’s goal is to maintain and conserve clean air, clean water, and the safe management of waste.
Challenges
TCEQ faced the challenge of improving its RIM program for physical and electronic records by revising the retention schedule, training staff, and enhancing data accessibility.
Technical Situation:
- 1,800,000+ records required validation or addition to the InSight RIM database adopted by the TCEQ to manage the inventory of the agencies records.
- Procedures for managing 1,000,000+ of incoming documents needed to be established.
- The agency’s ability to provide records for state employees and members of the public needed improvement.
- Validate the existing retention criteria for all record series and create a proper disposition schedule of records.
- Standards and practices needed to be developed for accepting electronic media not previously accepted by the state agencies as records.
Business Situation
TCEQ had a need to improve their existing RIM program, to have better control over both physical and electronic records. The sources of this information included the following:
- Physical paper stored in files, distributed within different work groups and regional office
- Physical paper stored within the Central File Room and off-site location
- Electronic information stored on microfilm, CD’s, DVD’s, and databases
Improvements to the agencies understanding and utilization of a RIM program were also needed; these included:
- Revising the existing retention schedule according to the Texas State Library and Archives commission rules and regulations.
- Training agency staff on RIM practices
- Improving accessibility of data
Solution
- An inventory of all records stored within the agency’s file room was conducted; each record, regardless of the media type, was bar-coded, labeled, and entered into the RIM database.
- Processes and procedures were developed that allowed for easier management of incoming documentation. This included implementing an imaging solution for some documents; reducing the amount of hardcopy documents needing to be stored.
- Developed a customer service database to track, manage and run statistical reports on the file requests received by the Central File Room.
- Implemented a delivery team that would deliver records to agency staff.
- Developed a functional call center for requests and assisted with the improvement of the Open Records (PIR) processes for the agency.
- Perform annual reviews of the records inventory against the PacoTech revised retention schedule to assure compliance with Texas State Library and Archives Commissions (TSLAC) rules, regulations, and state requirements.
- PacoTech provides training to agency staff on records management practices, understanding retention schedules, and improving the use of electronic documents within the agency.
Products and Services Used
- InSight – Proprietary software
- Customer Service Database – Microsoft Access
- Retention Schedule – Microsoft Access
Services Provided by Other Groups or Companies
PacoTech provided all services in developing and implementing solutions. Each program area within the Texas Commission on Environmental Quality served as consultants for the management of the records to ensure they meet state requirements.
Achievements
PacoTech organized TCEQ records and created a system to manage incoming and outgoing documents. Provided training to staff on records management and electronic document use.
Positive Reaction
The RIM program improvements have reduced costs and strengthened environmental standards by managing all records, regardless of format, and focusing on disposition requirements.
Result
The improvements made to TCEQ’s RIM program enhanced the agency’s ability to manage all records, across a variety of media that will reduce operating costs, refocus disposition needs, and strengthen the agency’s commitment to maintaining environmental standards.