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 June 26, 2026, issue of the Texas Register.)
The Texas State Library and Archives Commission (commission) adopts amendments to 13 Texas Administrative Code 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 amendments are adopted with changes to the proposed text as published in the March 6, 2026, issue of the Texas Register (51 TexReg 1362) and will be republished.
BACKGROUND. The adopted 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.
In developing the adopted 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 adopted 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 has made available a version of the schedule showing tracked changes to aid the public in reviewing the proposed revisions.
EXPLANATION OF ADOPTED AMENDMENTS.
In addition to the specific record series amendments listed below, general amendments are adopted 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 adopted 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.
Adopted amendments to 13 Texas Administrative Code §7.127 (Local Schedule PW) include the following changes:
Adopted 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.
Adopted 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 adopted 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 adopted changes aim to simplify, condense, and improve the usability of Schedule PW while maintaining compliance with applicable statutory and regulatory requirements.
Adopted amendments to §7.127, Schedule PW would change specific retention periods as follows:
PW5200-01c, Public Works and Services Planning Studies and Reports: The adopted amendment would establish a retention period of ten years for records related to eminent domain cases. This change is adopted 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 adopted 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 adopted to minimize duplication and improve efficiency.
PW5250-11b, Reports of Building Permits Issued: The adopted 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 adopted for efficiency and to maintain consistency with PW5250-11a.
PW5300-07, Traffic Signs and Signals Inventory Records: The adopted amendment would establish a retention period of US (until superseded). This retention period is adopted 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 adopted amendment would establish a retention period of US. This change is adopted 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 adopted 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 adopted for consistency and efficiency.
PW5375-12a, Reports to Regulatory Agencies: The adopted 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 adopted for consistency and efficiency.
PW5375-12b, Reports to Regulatory Agencies: The adopted 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 adopted to improve consistency, reduce duplication, and enhance efficiency.
PW5525-01, Attendance Reports: The adopted 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 adopted to improve consistency, reduce duplication, and enhance efficiency.
PW5600-05, Volunteer Service Files: The adopted 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 adopted to improve consistency, reduce duplication, and enhance efficiency.
PW5650-01b, Bingo Applications and Licenses: The adopted 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 adopted 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 adopted to improve consistency, reduce duplication, and enhance efficiency.
SUMMARY OF COMMENTS. During the public comment period, which ended April 10, 2026, the commission received comments from the City of Wiley and the City of Fort Worth. A summary of the comments and the commission's responses follows.
Comment: One commenter stated a concern regarding whether the record series item numbers of withdrawn record series would be reused.
Response: To preserve the context and history of each schedule and the record series it contains, TSLAC will not reuse the record series item numbers. TSLAC revised the rule in response to this comment by listing the withdrawn status of the series within the row of the series itself.
Comment: One commentor stated a concern that the description of newly proposed series PW5500-08 is too broad and includes items which may conflict with retention periods of other series.
Response: TSLAC revised the description language of PW5500-08 to be more narrow and descriptive.
Comment: One commentor noted that removing header rows increased the size of the schedule.
Response: TSLAC declines to revise the rule in response to the comment. Local governments create their internal retention schedules using the TSLAC local government schedule as a basis. Local governments are able to maintain the use of a header row in their own schedule if it is their preference.
Comment: One commentor noted a typo where there was an incomplete clause in record series item number PW5250-10b.
Response: TSLAC revised the rule to include the missing language.
Comment: One commentor expressed confusion over what is included in the phrase "miscellaneous permits" used in record series item number PW5250-01c.
Response: TSLAC declines to revise the rule in response to this comment. More context and examples of miscellaneous permits can be found in record series item number PW250-10.
Comment: One commentor noted a typo in the statutory authority for record series item number PW5450-05i(1).
Response: TSLAC revised the citation to reference the appropriate subsections.
STATUTORY AUTHORITY. The amendments are adopted 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 adopted 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.
The agency certifies that legal counsel has reviewed the adoption and found it to be a valid exercise of the agency's legal authority.
Filed with the Office of the Secretary of State on June 10, 2026.
TRD-202602366
Sarah Swanson
General Counsel
Texas State Library and Archives Commission
Effective date: June 30, 2026
Proposal publication date: March 6, 2026
For further information, please call: (512) 463-5460