Denton County offices will be closed on Monday, May 29th in observance of Memorial Day
 
 

Records Management

Records Management

Theresa Rogers
Records Preservation Manager

Denton County Courts Building
1450 E. McKinney Street
Suite A-119
Denton, Texas 76209-4524
Monday - Friday 8:00 AM - 5:00 PM
Last Wednesday of the Month 8:00 AM - 4:30 PM

Email Records Management


Our Mission


Provide Denton County with the highest quality records center by maintaining a cost effective program, establishing uniform objectives, safeguarding document integrity, and orderly safekeeping of all essential departmental records and to ensure the preservation and accessibility of those records. Our goal is to provide professional, dependable, efficient and cost effective services and committing to deliver exceptional customer service to all employees and citizens of the county.

Our History


In 1989, the Texas Legislature passed the Local Government Records Act, recognizing that the citizens of the state have a right to expect, and the state has an obligation to foster, efficient and cost-effective government and recognizing the central importance of local government records in the lives of all citizens. Records Management means the application of management techniques to the creation, use, maintenance, retention, preservation, safekeeping and disposal of records for the purpose of reducing paper storage costs while improving the efficiency and providing effective record keeping.

In accordance with the law, Denton County Commissioners Court established the Records Management Department and adopted the Records Management Program Resolution to facilitate effective records management practices and to assist county departments so that a systematic and efficient flow of record preservation is maintained throughout its lifecycle from creation to ultimate disposition.

Department Profile

Records Management is located in the Denton County Courts Building 1450 E. McKinney Street in Denton. The Records Center is designed and equipped specifically for the storage of inactive county records in a climate-controlled warehouse, which contains 30,000 cubic feet of records from 35 various county departments. Records Management provides records storage for inactive short-term retention paper records for the required retention period, and preservation management by microfilming and document imaging of long term and permanent records, which facilitates efficient retrieval of vital records electronically. At the end of the records’ life cycle, the records center provides for the safe and secure destruction of records. The Records Management Team provides next day pick-up, storage, and delivery of inactive records for any department that chooses to utilize its service.

For the past decade the Records Management Department has collaborated with the Denton County Sheriff’s Office to utilize the inmate trusty labor program. On average, inmates provide over 120 hours per week of free labor in the Records Management Department.

Key Benefits of a Records Management Program

Records Management Process
  • Comply with State and Local Laws and Regulations
  • Increased Productivity
  • Establish Records Keeping Program
  • Maintain Economy and Efficiency
  • Preservation of Permanent Documents
  • Quality Customer Service
  • Quick & Accurate Records Retrieval
  • Reduction of Paper and Office Space
  • Safe & Secure Records Storage and Destruction
  • Sound Records Policies and Procedures
  • Records Management Training
  • Uniformity in Records Maintenance

Who Are the Record Custodians?

County Clerk
Assumed Names/DBA
Birth/Death Records
Civil/Probate Courts
Criminal Misdemeanor Courts
Land/Deed Records
Marriage Licenses
Passports
Real Property Records

District Attorney
Administrative Open Records Requests

District Clerk
Civil/Family District Courts
Criminal/Felony District Courts

Human Resources
Employee Records

Justices of the Peace
Evictions
Small Claims Courts
Traffic Offences
Truancy

Sheriff's Office
Jail/Inmate Information
Sheriff Reports

Tax Assessor/Collector
Motor Vehicle Registration
Property Tax Records


FAQs

Q:
What is Records Management?
A:
The application of management techniques to the creation, use, maintenance, retention, preservation, and disposal of records for the purposes of reducing the costs and improving the efficiency of recordkeeping. The term includes the development of records control schedules, the management of filing and information retrieval systems, the protection of essential and permanent records, the economical and space-effective storage of inactive records, control over the creation and distribution of forms, reports, and correspondence, and the management of micrographics and electronic and other records storage systems.
Q:
What is a Public Record?
A:
All documents, papers, letters, books, maps, photographs, sound or video recordings, microfilm, magnetic tape, electronic media, or other information recording media, regardless of physical form or characteristic and regardless of whether public access to it is open or restricted under the laws of the state, crated or received by the county or any of its officers or employees pursuant to law or in the transaction of public business are records.

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