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 was faced with the challenge of revising their existing retention schedule.
Technical Situation:
- TCEQ’s existing retention schedule depended on a numbering scheme linked to office/division; this system causes frequent modifications to the schedule.
- RMD103 Records Inventory forms were submitted through hard copy, which resulted in an excessive number of resources to store and maintain these papers.
- The agency’s RIM database did not contain retention information, which resulted in information and records being kept longer than necessary.
- The availability of the schedule was limited; it was maintained in an electronic manner that was not interactive and was limited in its search/filtering capabilities. The process established for disposing and destruction of records was inadequate and required staff to manually review the hardcopy retention schedule to determine the retention for each record series.
- Each record series being managed by the agency must be evaluated by the owners to determine the validity of the retention.
Business Situation
TCEQ had a need to restructure and streamline the existing agency retention schedule in accordance with rules and regulations established by the Texas State Library and Archives Commission (TSLAC). This need included the following:
- Submitting changes to the retention schedule more effectively. Utilizing the retention schedule in the existing Records and Information Management (RIM) system.
- Keeping and maintaining a current disposition and destruction timetable for records stored both off-site and at the agency.
- Validation of agency retentions according to program area and TSLAC requirements
Solution
- PacoTech implemented a universal numbering system for the record series and organized the schedule alphabetically rather than by office/division. The new system limits amendments when a record is moved from one office/division to another.
- An interactive RMD103 was developed which enables the user to submit their changes electronically and is maintained as a PDF document that can be distributed to and accessed by multiple users simultaneously. PacoTech incorporated the revised retention schedule into the RIM database, records that have met their retention can be identified by running a report based on the records drive date.
- The retention schedule was migrated to an Access database; this allows users to perform queries, create reports, and gather data more efficiently.
- PacoTech created an Access database that contains all information related to the transmittals of records stored on-site. This database is then linked to the retention schedule database thus allowing us to create disposition reports for record destruction approval.
- A PacoTech Retention Analyst reviewed each retention line item with series owner, providing consultation on; editing, combining, adding, or removing information in accordance with agency needs and TSLAC requirements.
Products and Services Used
- RMD103 Inventory Worksheet – Adobe Acrobat
- Retention Schedule – Microsoft Access
- RIM Database – Microsoft Access/Oracle Database
- InSight – Proprietary software
Services Provided by Other Groups or Companies
PacoTech provided all services in developing and implementing solutions. The Texas State Library and Archives Commission served as a consultant for changes to the retention schedule and validated all set retention met state requirements.
90% Achievement
PacoTech consistently received Grade A on the Vendor Performance Report (VPR) for the entire contract term.
PacoTech has met or exceeded the agency’s expectation for Document Review and Redaction (DRR) every year and completed a large volume of imaging, even under circumstances outside of its control.
90% Positive Reaction
PacoTech has received positive feedback from TCEQ in the following areas:
- Exceptional customer service response
- Provided technical, training, set-up assistance when not required.
- Order or service completed satisfactorily.
Result
The enhancements made to TCEQ’s retention schedule will ensure a proper records management program that will reduce operating costs, refocus disposition requirements, and enhance the agency’s commitment to maintaining environmental standards.