The Problem: Why This Matters Now
You've just been named Records Management Officer for your county or municipality. Your governing body expects compliance with the Local Government Records Act. Your TSLAC analyst needs your paperwork. And you're staring at a stack of forms wondering which one applies to you.
LGRA compliance isn't optional, and gaps create audit exposure. Keeping your filings current means TSLAC can reach you during emergencies, your retention schedules have legal backing, and you can demonstrate program maturity to auditors. The compliance framework splits into two tracks, elected county officials and everyone else, and mixing them up costs time.
This playbook walks you through the complete filing process, form by form, so you can close your compliance gap in one focused session.
What You Need Before Starting
Gather these items:
- Your governing body's meeting calendar and contact for the clerk or secretary
- Current organizational chart showing your position title
- List of all record series your office maintains (financial, personnel, correspondence, etc.)
- Access to TSLAC's online forms at tsl.texas.gov (verify you're downloading the latest edition of each form)
- Contact information for your assigned TSLAC county analyst
Confirm your compliance track:
- Elected county officials (county judge, commissioners, clerks, district attorneys, tax assessor-collectors, treasurers, justices of the peace, constables, sheriffs): You'll file Form SLR 512 only
- All other local governments (municipalities, school districts, appraisal districts, special districts, counties filing as entities): You'll complete a three-step process with Forms SLR 504 or SLR 508
Time required: 2-4 hours for initial setup, plus one governing body meeting
Step-by-Step Implementation
Track 1: Elected County Officials
Step 1.1: Complete Form SLR 512
Download the current SLR 512 from TSLAC's website. This single form handles three requirements:
- Written records management plan adoption
- RMO designation (you may serve as your own RMO or delegate to the countywide officer)
- Declaration of compliance with applicable retention schedules
Fill out all sections. In the RMO designation field, check whether you're serving as RMO or delegating. If delegating, provide the countywide RMO's name and contact information.
Step 1.2: Review retention schedules
Before declaring compliance, review TSLAC's retention schedules that apply to your office. For example, county clerks should review the County Clerks schedule; sheriffs should review the Law Enforcement schedule. You're declaring you'll follow these minimum retention periods.
Step 1.3: File within 30 days of taking office
Submit the completed SLR 512 to TSLAC within 30 days of your swearing-in. Email, mail, or fax are acceptable. Keep a copy with your office records.
Critical note: You don't refile when re-elected to the same position. The form remains active until you leave office.
Track 2: Non-Elected Local Governments
Step 2.1: Draft your Records Management Policy
Download TSLAC's RMP template. Customize it with your government's name, RMO designation method (by position or by name), and any local procedures.
Key decision: Will your governing body designate the RMO by position ("the City Secretary shall serve as RMO") or by name ("Jane Smith is designated as RMO")? Designation by position simplifies future transitions, you'll only need to file contact updates, not seek new governing body action.
Step 2.2: Secure governing body adoption
Schedule the RMP as an agenda item for your next council, board, or commission meeting. You need formal adoption via order, ordinance, or resolution. The adoption document must include:
- The full RMP text or a reference to it as an attachment
- RMO designation (if including it in the RMP rather than as a separate action)
- Signatures or meeting minutes showing approval
Obtain a certified copy of the meeting minutes or the signed ordinance.
Step 2.3: Map your retention schedules
TSLAC publishes 12 local government retention schedules covering different record types. Review each schedule title and determine which apply to your operations. Most governments use multiple schedules, a city might use the Municipal Officials schedule, the Financial Records schedule, and the Public Works schedule simultaneously.
Create a simple spreadsheet listing each schedule you're adopting. This becomes your reference for Form SLR 508.
Step 2.4: Complete Form SLR 508
Form SLR 508 accomplishes two tasks: it updates your RMO contact information and declares compliance with your selected retention schedules.
In Section 1, provide current RMO contact details. In Section 2, check every retention schedule you're adopting. Don't skip schedules just because you only have a few records covered by them, comprehensive coverage protects you during audits.
Step 2.5: File your compliance package
Submit to TSLAC:
- The adopted RMP with governing body signatures or meeting minutes
- Completed Form SLR 508
- Any separate RMO designation documents (if not included in the RMP)
Your TSLAC analyst can review drafts before you present to your governing body. Use this resource, it's faster to catch issues before the meeting.
Validation: How to Verify It Works
Immediate checks:
- You received confirmation from TSLAC (email reply or filed copy with date stamp)
- Your analyst's contact list shows your current information (call to verify)
- Your governing body's records include the adopted RMP in official minutes
30-day check:
Contact your TSLAC analyst and ask: "What compliance documents do you have on file for [your government name]?" They should list your RMP adoption date, current RMO name, and declared schedules.
Functional test:
Can you answer these questions from your filed documents?
- Which retention schedules govern your payroll records?
- What's the minimum retention period for meeting minutes?
- Who has authority to approve records disposition in your government?
If you can't answer these from your RMP and declared schedules, you've filed paperwork without implementing the program.
Maintenance: Ongoing Tasks
When RMO personnel changes:
- Designated by position: File Form SLR 504 (contact update only) or SLR 508 (contact update plus schedule reaffirmation) within 30 days
- Designated by name: Obtain new governing body designation, then file Form SLR 504 or SLR 508 within 30 days
Annual review cycle:
Each year, verify:
- Your RMO contact information at TSLAC is current
- Your declared retention schedules still cover all record series you maintain
- Your governing body's RMP adoption remains in official records (it should stay in your permanent minutes)
When TSLAC updates schedules:
TSLAC periodically revises retention schedules. When your analyst notifies you of updates, review the changes and file an updated SLR 508 if you're adding newly published schedules or if your schedule selections change.
Before your next audit:
Pull your TSLAC compliance file (your copies of all filed forms and governing body actions). Auditors will ask for proof of RMO designation and retention schedule adoption. Having a single folder with these documents saves hours during audit prep.
Pro tip: Set a recurring calendar reminder for January 15 each year: "Verify TSLAC compliance current." A five-minute check beats a compliance gap discovered during an audit.
The LGRA assigns additional duties beyond filing paperwork with TSLAC, implementing your retention schedules, training staff, managing disposition, but this playbook gets your regulatory foundation in place. Once filed, you can focus on program execution instead of wondering whether you've met baseline requirements.
