TITLE 13. CULTURAL RESOURCES
PART 1. TEXAS STATE LIBRARY AND ARCHIVES COMMISSION
CHAPTER 7. LOCAL RECORDS
SUBCHAPTER
D.
(Editor's note: In accordance with Texas Government Code, §2002.014, which permits the omission of material which is "cumbersome, expensive, or otherwise inexpedient," the figure in 13 TAC §7.127 is not included in the print version of the Texas Register. The figure is available in the on-line version of the March 6, 2026, issue of the Texas Register.)
The Texas State Library and Archives Commission (commission) proposes amendments to 13 TAC Chapter 7, Local Government Records, §7.127, Local Schedule PW: Records of Public Works and Other Government Services which establishes minimum records retention requirements for certain types of records for local governments.
The proposed amendments are necessary to improve retention of public records and ensure that the local records retention schedules remain aligned with current statutory requirements, recordkeeping practices, and administrative needs of local governments.
Government Code, §441.006 directs the commission to aid and encourage, by adoption of policies and programs, the development of effective records management and preservation programs in state agencies and local governments of the state. Texas Government Code, §441.158 directs the commission to adopt records retention schedules for each type of local government, including a schedule for records common to all types of local government. In adopting these schedules, the commission must prescribe by rule minimum retention periods for local government records unless a minimum retention period is otherwise established by federal or state law, rule of court, or regulation. Pursuant to this authority, the commission has established 12 local records retention schedules, including Local Schedule PW: Records of Public Works and Other Government Services. This schedule establishes the minimum length of time certain records must be retained by local governments before destruction or archival preservation. The retention periods set forth in the schedule are required minimums; however, the commission also recommends these periods as appropriate for maximum retention.
In developing the proposed amendments to §7.127, the commission reviewed previously identified issues, questions, and suggested changes collected over time for future incorporation. The commission also considered changes in law, administrative practices, and recordkeeping technologies. As part of this process, the commission consulted informally with various local government records management officers and other stakeholders, who were given an opportunity to review draft revisions and provide informal comments and feedback. The proposed amendments to the schedules reflect the commission's consideration of the information received and are intended to clarify retention requirements, improve usability of the schedules, and support consistent records management practices across local governments.
The commission plans to make available a version of the schedule showing tracked changes to aid the public in reviewing the proposed revisions.
SUMMARY. In addition to the specific record series amendments listed below, general amendments are proposed to §7.127 (Schedule PW) to update non-substantive formatting and structural elements of the schedule. These amendments include revisions to effective dates, headings, pagination, table formatting, internal references, and similar clerical or organizational matters to improve readability and consistency.
Amendments are also proposed in the introductory section to improve the readability of the introduction, to encapsulate the substantive changes made to the schedule in the summary of important points, and to reformat and reorder the retention codes and abbreviations used to promote consistency with the other schedules.
Proposed amendments to 13 Texas Administrative Code §7.127 (Local Schedule PW) include the following changes:
Proposed amendments include the addition of five new record series: Public Works and Services Planning Studies and Reports- Eminent Domain (PW5200-01c), Zoning Permit Records - Withdrawn Applications (PW5225-03c), Blueprints and Specifications (PW5250-01e), Archives Collection Control Records (PW5500-07), and Reference Request Records (PW5500-08). These new series address gaps in the schedule created by statutory requirements, operational changes, and the need to distinguish records with differing administrative and legal value.
Proposed amendments also include the withdrawal or consolidation of twenty-three record series. Many withdrawn record series were header-only series that were removed and incorporated into subseries to improve organization and usability (e.g., PW5200-01, Public Works and Services Planning Studies and Reports). Other record series were withdrawn due to redundancy with newly revised or consolidated subseries of like function or type (e.g., PW5300-07a, Traffic Signs and Signals Inventory Records, consolidated into revised permitting subseries). Additional record series were withdrawn due to obsolescence resulting from changes in regulatory requirements or recordkeeping practices (e.g., PW5450-04b, Pest Control Records, withdrawn due to the repeal of 25 TAC §267.11).
Additional proposed changes include restructuring and simplifying record series within multiple sections of Schedule PW to better delineate between the different kinds of records. These changes include consolidating duplicative subseries, clarifying the scope of retained records, and relocating explanatory language from standalone header rows into applicable subseries. Overall, the proposed changes aim to simplify, condense, and improve the usability of Schedule PW while maintaining compliance with applicable statutory and regulatory requirements.
Proposed amendments to §7.127, Schedule PW would change specific retention periods as follows:
PW5200-01c, Public Works and Services Planning Studies and Reports: The proposed amendment would establish a retention period of ten years for records related to eminent domain cases. This change is proposed to align with Texas Property Code §21.0111(a), which requires entities with eminent domain power to disclose all relevant appraisal reports for the ten years preceding an offer.
PW5250-11a, Reports of Building Permits Issued: The proposed amendment does not substantively change the retention period, which remains Permanent. Instead, the retention requirement is revised to reference the retention period prescribed for GR1000-41(a)(1), Reports and Studies (non-fiscal)- Annual Reports, on the general records schedule, so that any future changes to that retention period will apply automatically. This change is proposed to minimize duplication and improve efficiency.
PW5250-11b, Reports of Building Permits Issued: The proposed amendment does not substantively change the retention period, which remains Permanent. Instead, the retention requirement is revised to reference the retention period prescribed for GR1000-41(a)(1), Reports and Studies (non-fiscal), on the general records schedule, so that any future changes to that retention period will apply automatically. This change is proposed for efficiency and to maintain consistency with PW5250-11a.
PW5300-07, Traffic Signs and Signals Inventory Records: The proposed amendment would establish a retention period of US (until superseded). This retention period is proposed to reflect the ongoing administrative and operational value of traffic inventory records and to consolidate previously separate subseries into a single series with a clear retention requirement.
PW5325-02, Parking Device Inventory Records: The proposed amendment would establish a retention period of US. This change is proposed to combine subseries for clarity and consistency yet still provide consistency with other inventory records and reflect their administrative value.
PW5375-11b, Operations Reports: The proposed amendment does not substantively change the retention period, which remains Permanent. Instead, the retention requirement is revised to reference the retention period prescribed for GR1000-41(a)(1), Reports and Studies (non-fiscal), on the general records schedule, so that any future changes to that retention period will apply automatically. This change is proposed for consistency and efficiency.
PW5375-12a, Reports to Regulatory Agencies: The proposed amendment does not substantively change the retention period, which remains Permanent. Instead, the retention requirement is revised to reference the retention period prescribed for GR1000-41(a)(1), Reports and Studies (non-fiscal), on the general records schedule, so that any future changes to that retention period will apply automatically. This change is proposed for consistency and efficiency.
PW5375-12b, Reports to Regulatory Agencies: The proposed amendment does not substantively change the retention period, which remains Permanent. Instead, the retention requirement is revised to reference the retention period prescribed for GR1000-41(a)(1), Reports and Studies (non-fiscal), on the general records schedule, so that any future changes to that retention period will apply automatically. This change is proposed to improve consistency, reduce duplication, and enhance efficiency.
PW5525-01, Attendance Reports: The proposed amendment does not substantively change the retention period. Instead, the retention requirement is revised to reference the retention period prescribed for GR1000-41(a)(1), Reports and Studies (non-fiscal), on the general records schedule, so that any future changes to that retention period will apply automatically. This change is proposed to improve consistency, reduce duplication, and enhance efficiency.
PW5600-05, Volunteer Service Files: The proposed amendment does not substantively change the retention period. Instead, the retention requirement is revised to reference the retention period prescribed for GR1050-39, Volunteer Service Files, on the general records schedule, which is US (until superseded) or date of separation plus three years. This change is proposed to improve consistency, reduce duplication, and enhance efficiency.
PW5650-01b, Bingo Applications and Licenses: The proposed amendment would revise the retention period from US (until superseded) to US or date of issuance plus two years, whichever sooner, to ensure consistency with related series and incorporate retention guidance previously contained in remarks.
PW5650-02a, Reports of Proceeds: The proposed amendment revises the retention requirement to reference the retention period prescribed for GR1025-27a, Accounts Receivable Records, on the general records schedule, which is FE (fiscal year end) of date of receipt plus five years for school districts and FE of date of receipt plus three years for other governments. This change is proposed to improve consistency, reduce duplication, and enhance efficiency.
FISCAL IMPACT. Craig Kelso, Director, State and Local Records Management, has determined that for each of the first five years the proposed amendments are in effect, there are no foreseeable fiscal implications for state or local governments as a result of enforcing or administering the rule as proposed.
PUBLIC BENEFIT AND COSTS. Mr. Kelso has determined that for each of the first five years the proposed amendments are in effect, the anticipated public benefit will be clarity and consistency in local government entities' records management retention, leading to better access to public records. There are no anticipated economic costs to persons required to comply with the proposed amendments.
LOCAL EMPLOYMENT IMPACT STATEMENT. The proposal has no impact on local economies; therefore, no local employment impact statement under Government Code §2001.022 is required.
SMALL BUSINESS, MICRO-BUSINESS, AND RURAL COMMUNITY IMPACT STATEMENT. The proposed amendments will have no adverse economic effect on small businesses, micro-businesses, or rural communities; therefore, a regulatory flexibility analysis under Government Code §2006.002 is not required.
COST INCREASE TO REGULATED PERSONS. The proposed amendments do not impose or increase a cost on regulated persons, including another state agency, a special district, or a local government. Therefore, the commission is not required to take any further action under Government Code §2001.0045.
GOVERNMENT GROWTH IMPACT STATEMENT. In compliance with Government Code §2001.0221, the commission provides the following government growth impact statement. For each year of the first five years the proposed amendments will be in effect, the commission has determined that:
1. The amendments will not create or eliminate a government program.
2. Implementation will not require the creation or elimination of any employee positions.
3. Implementation will not require an increase or decrease in future legislative appropriations.
4. The amendments will not require an increase or decrease in fees paid to the commission.
5. The amendments will not create new regulations.
6. The amendments will modify an existing regulation.
7. The amendments will not increase the number of individuals subject to the rule's applicability.
8. The amendments will not positively or adversely affect this state's economy.
TAKINGS IMPACT ASSESSMENT. No private real property interests are affected by this proposal. Therefore, the proposed amendments do not constitute a taking under Government Code §2007.043.
REQUEST FOR IMPACT INFORMATION. The commission requests, from any person required to comply with the proposed rules or any other interested person, information related to the cost, benefit, or effect of the proposed amendments, including any applicable data, research, or analysis. Requested information may be submitted to Megan Carey, Manager, Records Management Assistance, Texas State Library and Archives Commission, P.O. Box 12927, Austin, Texas 78711, or via email at rules@tsl.texas.gov. Requested information must be received no later than 30 days from the date of publication in the Texas Register.
REQUEST FOR PUBLIC COMMENT. Written comments on the proposed amendments may be directed to Megan Carey, Manager, Records Management Assistance, Texas State Library and Archives Commission, P.O. Box 12927, Austin, Texas 78711, or via email at rules@tsl.texas.gov. Comments will be accepted for 30 days after publication in the Texas Register.
STATUTORY AUTHORITY. The amendments are proposed under Government Code, §441.158, which authorizes the commission to prescribe by rule a minimum retention period for any local record unless a minimum retention period for the record is prescribed by another federal or state law, rule of court, or regulation. In addition, the amendments are proposed under Government Code, §441.160, which authorizes the commission to revise retention schedules.
CROSS REFERENCE TO STATUTE. Government Code, Chapter 441; Local Government Code, Subtitle C.
§7.127.
Local Schedule PW: Records of Public Works and Other Government Services.
[Figure: 13 TAC §7.127]
The agency certifies that legal counsel has reviewed the proposal and found it to be within the state agency's legal authority to adopt.
Filed with the Office of the Secretary of State on February 20, 2026.
TRD-202600813
Sarah Swanson
General Counsel
Texas State Library and Archives Commission
Earliest possible date of adoption: April 5, 2026
For further information, please call: (512) 463-5460