
Records Appraisal Report:
Texas Board of Private Investigators and Private Security Agencies

Contents of this report
Agency Contact | Agency History | Project Review | Record Series Reviews

Internal links to series reviews
Examination Log
Biennial Budget Requests
Meeting Agenda
Meeting Minutes
Organization Charts
Publication Files
Reports - Performance & Funds Management
Strategic Plans

Related report
1998 Addendum

Archival finding aid
Texas Private Security Board: An Inventory of Private Security Board Minutes at the Texas State Archives, 1969-2004


March 26, 1996 Tony Black, Appraisal Archivist


Agency Contact:

This agency contact information was current at the time of the report but may have changed in the interim. Please call (512-463-5455) for current contact information of the agency's records manager or records liaison for these records.

Mr. Roger Darrow
Chief, Administrative Division
P.O. Box 13509
Austin, TX 78711


Agency History and Structure:

In 1969 the Texas Legislature created the Texas Board of Private Detectives, Private Investigators, Private Patrolmen, and Private Guard Watchmen (or Private Guards and Managers), to examine, license, and regulate persons working in the field of private security (Senate Bill 164, 61st Legislature, Regular Session, 1969). A revision of the law in 1971 expanded the board's jurisdiction to include the regulation of burglar alarm companies, courier companies, armored car companies, guard dog companies, and the security departments of private businesses with armed guards; the name was changed to Texas Board of Private Investigators and Private Security Agencies (Senate Bill 768, 62nd Legislature, Regular Session, 1971). In 1983, unarmed security guards, alarm installers, security salespeople, and security consultants were added to the list of those regulated; in 1987, guard dog trainers; in 1989, alarm systems monitors; and in 1993, alarm systems engineers.

The regulatory duties of the board include the licensing, commissioning, and registering of persons and companies in the private security professions, as well as the approving of schools and instructors to train security officers. In 1975, authority was granted to establish training requirements and criminal history background checks for armed private security personnel. The board, through field investigators established in 1991 in Arlington, Austin, El Paso, Houston, and San Antonio, also investigates complaints from law enforcement agencies, consumers, and the general public.

The board consists of eight members. The attorney general and the director of the Department of Public Safety (or their designated representatives) are the two ex officio members. The other six are appointed by the governor with the advice and consent of the senate for overlapping six-year terms (increased from two-year terms in 1971). Two of the appointed members must have been engaged as a private investigator or security services contractor for five consecutive years; one must have owned or operated a guard company for five consecutive years; and three must be members of the general public. (Until 1971, the board consisted of only seven members, which included one city or county law enforcement officer, and only one citizen member, who served as chairman.) The governor names the chair, and the board appoints an executive director.

In FY 1994, the board received 3,279 company license applications, 41,713 registrations, 14,216 security officer commission applications, and 5,005 complaints; 197 training schools and 366 instructors had been approved by the board; 3,991 cases of complaints were closed (including 1,266 revocations of licenses, etc., and 1,855 uncontested suspensions); and 25 criminal cases were filed in court.

As of 1995, the agency was organized into five divisions: Administration, Automated Services, Licensing, Investigations, and Hearings. The total staff numbered 46 full-time equivalent employees.

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Project Review:

I was assigned to appraise the records of this agency on September 25, 1995. This agency has passed its third recertification, and is due for a fourth recertification in October 1996.

I have reviewed the Guide to State Agencies (8th edition, 1994); the laws (Vernon's Ann. Civ. St., Article 4413(29bb); and General and Special Laws, 1969, pp. 1807-1819; and 1971, pp. 2835-2842); and publications in the State Publications Clearinghouse (Strategic Plan, 1995-1999; Annual Financial Report, FY 1994; and Legislative Appropriations Request, FY 1996- 1997).

I reviewed the records retention schedule, a recertification approved November 1, 1994.

On September 25, 1989, Chris LaPlante sent a letter to Roger Darrow concerning the need to contact the State Archives concerning "A" series and "R" series. There was no response to this letter in the files of the Archives Division.

On October 24, 1995, I mailed the introductory letter from Chris LaPlante to the Executive Director, Clema D. Sanders. On November 3, I spoke with Records Administrator Roger Darrow, who answered many of my initial questions by phone; at his request I sent copies of the series review forms so that he could fill in the blanks. Records Consultant Kay Steed and I met with Roger Darrow for two hours on Monday, December 18, in the agency's offices at 313 E. Anderson Lane, Suite 200, where I gathered most of the information needed to complete this report. The remaining details were completed by phone calls on March 5 and March 26, 1996.

Seven series on the agency records retention schedule are marked "A", as archival: examination log; biennial budget requests; meeting agenda; meeting minutes; organization charts; agency publications - record copy; and reports - performance and funds management. Of these series, one is clearly marked archival by mistake: agency publications - record copy. Although certain publications are considered archival, and will be discussed in this appraisal report, most are not, and the entire series should not be considered archival. There will be no record series review for this series.

Two series are marked "R", for archival review: correspondence - agency administration; and publication files. Upon further investigation, however, I discovered that the first of these (administrative correspondence) is an "empty" series, created in case the agency ever needed it. Substantive correspondence of the agency is always placed in some appropriate records series, such as investigative complaints, company applications, or individual applications licensed. There will be no record series review for this empty series. I recommend that it be removed from the records retention schedule, and reinstated only if it is truly needed in the future.

Annual and biennial reports and strategic plans are two additional series which the Archives and Information Services Division has normally determined to be archival.

Annual and biennial reports do appear on the records retention schedule of this agency, but on further investigation I discovered that this is an "empty" series. The agency produces annual financial reports (a separate series on their records retention schedule), but not the kind of narrative report meant by the designation "annual and biennial reports." What the Publications Clearinghouse has cataloged as annual reports (for FY 1979, 1980, and 1981) are actually annual financial reports, and should be included with that publication (of which the Clearinghouse has FY 1991, 1992, 1993, and 1994).

Strategic plans are produced by the agency, but are not included on the records retention schedule. It should be added as a record series; therefore a record series review for strategic plans (but not for annual reports) is included below.

State Archives staff notes found in the retention schedule file (unsigned but dated August 2, 1989), concerning two additional series, seem worthy of note. There will be no record series review for either of these series.

Record Series Item Number 1.1: Individual Applications [Licensed]. "We are assuming these are files of licensed individuals and agencies. Surely they don't microfilm files of rejected applicants. Or do they? At any rate, as with the other licensing boards, the Archives is more interested in a log of licensed companies and individuals. If such does not exist here, we will suggest the transfer of a use copy of the microfilm at more frequent intervals." Please note that State Archives policy has been modified to exclude such files from the archival designation.

Record Series Item Number 1.1: Graded Examinations (now Agency Item Number 10, 1-year retention, confidential): "The existence of this series would seem to point to the existence of a series or file copy of the examination as administered, which would be designated as having archival value. However, no such series/record is listed."

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Archives Holdings:

Board Minutes, October 1969-September 1995, 1.24 cubic feet: many of these were transferred to the State Archives from the Legislative Reference Library, and were originally part of the Agency Minutes Collection (AC 1987/24); now the board sends copies directly to State Archives, meeting by meeting. The entire series has been weeded for duplicates.

Previous Destructions:

Destruction requests on file in the Archives and Information Services Division of the Texas State Library were checked for the Texas Board of Private Investigators and Private Security Agencies, and the following were found:

Voided pocket cards, continuation certificates, etc., 1985-1988, 54 cubic feet (approved March 29, 1988).
License applications for schools and instructors, 1975- 1983, 140 cubic feet (approved March 29, 1988).
Non-money mailout requests, 1983-1986, 20 cubic feet (approved March 29, 1988).
Copies of returned items money not-acceptable, 1983- 1986, 50 cubic feet (approved March 29, 1988).
Dockets, 1975-1980, 20 cubic feet (approved March 29, 1988).
Correspondence, to 1981, 44 cubic feet (approved April 14, 1989).
Reference library information, to 1981, 30 cubic feet (approved April 14, 1989).
Accounting records, 1969-1984, 150 cubic feet (approved April 14, 1989).
Returns, FY 87 and FY 88, 1986-1988, 10 cubic feet (approved April 14, 1989).
Paid fines, FY 85, 1984-1985, 8 cubic feet (approved April 14, 1989).
Examinations, FY 87, 1986-1987, 8 cubic feet (approved April 14, 1989).
Proposals for decision, 1980-1984, 80 cubic feet (approved April 14, 1989).
Terminated individuals, 40 cubic feet (approved April 14, 1989).
Individual applications, general correspondence, cash deposit vouchers, purchase vouchers, receipts and expenditure journal/register, etc., 1987-1988, 60 cubic feet (approved November 18, 1991).

Project Outcome:

This agency appraisal is now completed. My recommendations, series by series, are summarized as follows:

Examination Log
Remove the "A" designation from the records retention schedule, since this series is not archival.

Biennial Budget Requests
Continue to use "A" as the archival code. The archival requirement is fulfilled by sending copies to the Publications Clearinghouse of the Texas State Library, as the Remarks column in the agency's records retention schedule indicates.

Correspondence - Agency Administration
Remove this series from the records retention schedule altogether, since it is empty of any records. Reinstate it only if the agency decides to create such a series, and at that time contact the State Archives for an archival review.

Meeting Agenda
Combine meeting agenda and meeting minutes into one series, renamed "Meeting Minutes and Agenda." Discontinue this series.

Meeting Minutes
Continue to use "A" as the archival code for these records. Rename the series "Meeting Minutes and Agenda." Continue to transfer to the State Archives one copy of the minutes of future board meetings, accompanied by one copy of the agenda.

Organization Charts
Continue to use "A" as the archival code. The Remarks column in agency's records retention schedule should state: "Included in Biennial Budget Request. The archival requirement will be met by sending a copy to the Publications Clearinghouse, Texas State Library." Alternately, the agency may choose to simply transfer each loose organization chart to the State Archives as they are superseded.

Publication Files
Remove the "R" designation from the records retention schedule, since this series is not archival.

Agency Publications - Record Copy
Remove the "A" designation from the records retention schedule, since this series is not archival. Continue, however, to send the required copies to the Publications Clearinghouse, Texas State Library. In particular, forward to the Publications Clearinghouse of the Texas State Library any copies of the compendia of laws and rules which the agency has published since 1977, and continue in the future to transfer to the Clearinghouse the fifty-five copies of these compendia, which are required by 13 Texas Administrative Code, Chapter 3, Section 3.3(a)(4)-(5).

Reports - Annual and Biennial
Remove this series altogether from the records retention schedule, since it is empty of any records. Retain the series designated Annual Financial Reports, and if possible, send copies to the Publications Clearinghouse, Texas State Library, of those issues which they are missing: for FY 1970-1978, and 1982- 1990.

Reports - Performance & Funds Management
Remove the "A" designation from the records retention schedule, since this series is not archival. Continue, however, to send the required copies to the Publications Clearinghouse, Texas State Library.

Strategic Plans
Add this new series to the records retention schedule, with an Archival Code of "A." The Remarks column should read "The archival requirement will be met by sending required copies to the Publications Clearinghouse, Texas State Library."

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Record Series Reviews

Record Series Review
Series Title: Examination Log

Dates: 1987-[ongoing]

Agency: Texas Board of Private Investigators and Private Security Agencies, Licensing Division

Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: 0.1 cubic foot

Agency holdings: The examination log is in the records administrator's office (.7 cubic foot). These records are retained by the agency permanently. The agency's actual holdings are 1987-[ongoing].

Archival holdings: None at the Archives and Information Services Division of the Texas State Library.

Description: This series consists of an log maintained by the Texas Board of Private Investigators and Private Security Agencies listing individuals who have taken the examination administered by the agency, dating 1987- [ongoing]. Each entry in the log contains the following information: the date the exam was received, the name of the examinee, the company name, the license number, and the date the exam was destroyed.

Purpose: This record was created to serve as proof that an individual took the examination administered by the agency.

Agency Program: Duties of the board include, among other things, administering examinations to applicants, and licensing, commissioning, and registering persons and companies in the private security professions. (Vernon's Ann. Civ. St., Article 4413(29bb)

Arrangement: Chronological

Access constraints: None

Use constraints: None

Indexes or finding aids required for, or an aid to access? None

Gaps? None

Problems: None

Known related records in other agencies: None

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Texas State Library were checked for the Texas Board of Private Investigators and Private Security Agencies, and none were found for this series or for equivalent or related series.

Publications based on records: None

Series data from agency schedule:
Title:Examination Log
Series item number: 1.1
Agency item number: 20
Archival code: A
Retention: PM

Recommendation: This examination log is important to the agency as a means of keeping track of individuals who have taken the agency's exams, and provides another proof of that fact. However, the State Archives has decided not to routinely maintain this kind of information on individuals who are regulated by state agencies. Even if the policy were otherwise, the researcher would probably have difficulty finding an individual without knowing the exact date of their exam. At any rate, the agency can provide proof of registration by means of the alpha listing which they maintain, even though they do not publish an annual roster as do most of the other licensing agencies.

The Texas Board of Private Investigators and Private Security Agencies should remove the "A" code from the Archival column of their records retention schedule for this series.

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Record Series Review
Series Title: Biennial Budget Requests

Dates: 1970-[ongoing]

Agency: Texas Board of Private Investigators and Private Security Agencies, Administration Division

Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional

Agency holdings: Biennial budget requests are in the agency's offices (fractional). These records are retained by the agency for six years after the passage of the Appropriations Act. The agency's actual holdings are 1990-[ongoing] (i.e., for FY 1992-[ongoing]).

Archival holdings: None at the Archives and Information Services Division of the Texas State Library.

The archival requirement for this series is fulfilled by sending two copies to the Publications Clearinghouse, Texas State Library (13 Texas Administrative Code, Chapter 3, Section 3.3(c)). The Clearinghouse holds copies dating 1970 (for FY 1972- 1973) and 1980-[ongoing] (for FY 1982-[ongoing]).

Description: This series consists of requests for legislative appropriations which the Texas Board of Private Investigators and Private Security Agencies has submitted each biennium to the Legislative Budget Board and other offices. The requests date from 1970- [ongoing]. The requests generally contain an administrator's statement of agency functions. The program objectives are listed, along with a description of each objective, a discussion of performance measures, statistics, efficiency measures, and expenses- -expended, current, and projected. Requests often contain an organizational chart.

Purpose: To request specific appropriations from the legislature and to provide justification for the amounts requested. This document is a mandatory requirement of the state budgetary process.

Agency Program: Biennial budget requests are a mandatory requirement of the state budgetary process. Duties of the board include administering examinations to applicants, and licensing, commissioning, and registering persons and companies in the private security professions; approving schools and instructors to train security officers; establishing training requirements and criminal history background checks for armed private security personnel; and investigating complaints from law enforcement agencies, consumers, and the general public. (Vernon's Ann. Civ. St., Article 4413(29bb)

Arrangement: Chronological

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for, or an aid to access? None

Gaps? 1971-1979, for FY 1974-FY 1981 (in the Publications Clearinghouse as well as in the agency)

Problems: None

Known related records in other agencies: None

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Texas State Library were checked for the Texas Board of Private Investigators and Private Security Agencies, and none were found for this series or for equivalent or related series.

Publications based on records: Legislative Budget Board, Legislative Budget Estimates have been published since fiscal years 1954 and 1955. This publication, a compilation of data for all state agencies, summarizes the fiscal information found in agency-submitted budgets or appropriation requests, but omits most of the narrative.

Series data from agency schedule:
Title:Biennial Budget Requests
Series item number: 1.1.004
Agency item number: 60
Archival code: A
Retention: AC + 6

Recommendation: Biennial budget requests provide evidence of the agency's fiscal performance and needs. The Texas Board of Private Investigators and Private Security Agencies' records retention schedule should continue to use "A" as the archival code for these records. The archival requirement is fulfilled by sending copies to the Publications Clearinghouse of the Texas State Library, as the Remarks column in agency's records retention schedule indicates.

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Record Series Review
Series Title: Meeting Agenda

Dates: 1969-[ongoing]

Agency: Texas Board of Private Investigators and Private Security Agencies, Administration Division

Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional

Agency holdings: Meeting agenda are in the agency's offices (fractional). These records are retained by the agency permanently. The agency's actual holdings are 1969- [ongoing].

Archival holdings: None at the Archives and Information Services Division of the Texas State Library.

Description: These records are the agenda of meetings of the Texas Board of Private Investigators and Private Security Agencies, filed with the minutes of those meetings. They date 1969-[ongoing].

Purpose: Agenda are created to announce the business to be addressed in the meetings of the Texas Board of Private Investigators and Private Security Agencies.

Agency Program: Duties of the board include administering examinations to applicants, and licensing, commissioning, and registering persons and companies in the private security professions; approving schools and instructors to train security officers; establishing training requirements and criminal history background checks for armed private security personnel; and investigating complaints from law enforcement agencies, consumers, and the general public.
The board consists of eight members. The attorney general and the director of the Department of Public Safety (or their designated representatives) are the two ex officio members. The other six are appointed by the governor with the advice and consent of the senate for overlapping six-year terms. Two of the appointed members must have been engaged as a private investigator or security services contractor for five consecutive years; one must have owned or operated a guard company for five consecutive years; and three must be members of the general public. (Vernon's Ann. Civ. St., Article 4413(29bb)

Arrangement: Chronological

Access constraints: None

Use constraints: None

Indexes or finding aids required for, or an aid to access? None

Gaps? None

Problems: None

Known related records in other agencies: None

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Texas State Library were checked for the Texas Board of Private Investigators and Private Security Agencies, and none were found for this series or for equivalent or related series.

Publications based on records: None

Series data from agency schedule:
Title:Meeting Agenda
Series item number: 1.1.016
Agency item number: 160
Archival code: A
Retention: PM

Recommendation: Meeting agenda are very helpful as an aid to research in board meeting minutes, serving somewhat as a table of contents; they are not very useful, however, when separated from the minutes to which they apply. Therefore I recommend that the Texas Board of Private Investigators and Private Security Agencies combine meeting agenda and meeting minutes into one series on their records retention schedule, renamed "Meeting Minutes and Agenda," and that it continue to use "A" as the archival code for these records.

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Record Series Review
Series Title: Meeting Minutes

Dates: 1969-[ongoing]

Agency: Texas Board of Private Investigators and Private Security Agencies, Administration Division

Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: less than 0.1 cubic foot

Agency holdings: Meeting minutes are in the agency's offices (1.24 cubic feet). These records are retained by the agency permanently. The agency's actual holdings are 1969- [ongoing].

Archival holdings: Board Minutes, October 1969-September 1995, 1.24 cubic feet (AC 1996/67 and 68). Some of these (1969-1987) were transferred to the State Archives from the Legislative Reference Library, and were originally part of the Agency Minutes Collection (AC 1987/24). Now the board sends copies directly to State Archives, meeting by meeting. The series has been weeded for duplicates. No agenda are included with these copies.

Description: These records consist of meeting minutes for the Texas Board of Private Investigators and Private Security Agencies, dating 1969-[ongoing]. The bulk of the minutes include reviews of staff recommendations and board actions on new licenses, suspension orders, reinstatement orders, revocations, denials, reprimands, requests for waivers, other proposals for decision, requests for rehearings, reconsiderations and related issues. Also included in these minutes are summaries of board discussion and public comments on proposed rule changes; discussion and board action on new budgets; legislative updates; attorney general opinion reviews; etc. Some of the early minutes also include transcripts of hearings, the texts of proposed rules and rule changes, copies of correspondence and memoranda relating to board business, and other addenda or attachments.

Agenda of these meetings are filed by the agency with the minutes, but are not included in the copies transferred to the State Archives by the Legislative Reference Library, or directly by the board.

Purpose: Minutes are created to document in a thorough but usually summary fashion the official actions of the board in its meetings.

Agency Program: Duties of the board include administering examinations to applicants, and licensing, commissioning, and registering persons and companies in the private security professions; approving schools and instructors to train security officers; establishing training requirements and criminal history background checks for armed private security personnel; and investigating complaints from law enforcement agencies, consumers, and the general public.

The board consists of eight members. The attorney general and the director of the Department of Public Safety (or their designated representatives) are the two ex officio members. The other six are appointed by the governor with the advice and consent of the senate for overlapping six-year terms (increased from two-year terms in 1971). Two of the appointed members must have been engaged as a private investigator or security services contractor for five consecutive years; one must have owned or operated a guard company for five consecutive years; and three must be members of the general public. (Vernon's Ann. Civ. St., Article 4413(29bb)

Arrangement: Chronological

Access constraints: None

Use constraints: None

Indexes or finding aids required for, or an aid to access? None

Gaps? None

Problems: None

Known related records in other agencies: None

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Texas State Library were checked for the Texas Board of Private Investigators and Private Security Agencies, and none were found for this series or for equivalent or related series.

Publications based on records: None

Series data from agency schedule:
Title:Meeting Minutes
Series item number: 1.1.017
Agency item number: 170
Archival code: A
Retention: PM

Recommendation: Board meeting minutes provide what is probably the most important documentation of the agency's activities; they are thorough yet succinct. The Texas Board of Private Investigators and Private Security Agencies' records retention schedule should continue to use "A" as the archival code for these records. I also recommend that this series be renamed "Meeting Minutes and Agenda," and that the separate series for Meeting Agenda be discontinued. The Remarks column is correct and sufficient.

One copy of the minutes of future board meetings should continue to be regularly transferred to the State Archives, accompanied by one copy of the agenda. The Records Administrator has expressed a preference for transferring the copies soon after each meeting, rather than waiting for a year's minutes to accumulate.

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Record Series Review
Series Title: Organization Charts

Dates: 1980-[ongoing]

Agency: Texas Board of Private Investigators and Private Security Agencies, Administration Division

Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional

Agency holdings: Organization charts are in the agency's offices (fractional). These records are retained by the agency until superseded. The agency's actual holdings are 1995. They are also usually printed in the agency's biennial budget request, of which the agency's actual holdings are 1990-[ongoing].

Archival holdings: None at the Archives and Information Services Division of the Texas State Library.

Organization charts are usually published in the biennial budget request. The archival requirement for this series is fulfilled by sending two copies to the Publications Clearinghouse, Texas State Library (13 Texas Administrative Code, Chapter 3, Section 3.3(c)). The Clearinghouse holds copies with organization charts dating 1980-[ongoing] (for FY 1982-[ongoing]).

Description: These records consist of charts showing the organizational structure of the Texas Board of Private Investigators and Private Security Agencies, dating 1980-[ongoing], usually included in the published requests for legislative appropriations.

Purpose: The purpose of organizational charts is to indicate agency staff organization in a graphic format.

Agency Program: Duties of the board include administering examinations to applicants, and licensing, commissioning, and registering persons and companies in the private security professions; approving schools and instructors to train security officers; establishing training requirements and criminal history background checks for armed private security personnel; and investigating complaints from law enforcement agencies, consumers, and the general public. (Vernon's Ann. Civ. St., Article 4413(29bb)

As of 1995, the agency was organized into five divisions: Administration, Automated Services, Licensing, Investigations, and Hearings. The total staff numbered 46 full-time equivalent employees.

Arrangement: Chronological

Access constraints: None

Use constraints: None

Indexes or finding aids required for, or an aid to access? None

Gaps? No organization chart has been located prior to the biennial budget request prepared in 1980. Gaps in the agency's holdings: 1969-1990.

Problems: None

Known related records in other agencies: None

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Texas State Library were checked for the Texas Board of Private Investigators and Private Security Agencies, and none were found for this series or for equivalent or related series.

Publications based on records: None

Series data from agency schedule:
Title:Organization Charts
Series item number: 1.1.023
Agency item number: 210
Archival code: A
Retention: US

Recommendation: Organization charts assist in understanding the basic structure of an agency. The Texas Board of Private Investigators and Private Security Agencies' records retention schedule should continue to use "A" as the archival code. The archival requirement is fulfilled by sending copies of the biennial budget requests to the Publications Clearinghouse of the Texas State Library, so long as those charts are published in them. The Remarks column in agency's records retention schedule should state: "Included in Biennial Budget Request. The archival requirement will be met by sending a copy to the Publications Clearinghouse, Texas State Library." Alternately, the agency may choose to simply transfer each loose organization chart to the State Archives as they are superseded.

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Record Series Review
Series Title: Publication Files

Dates: 1987-[ongoing]

Agency: Texax Board of Private Investigators and Private Security Agencies, Administration Division

Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional

Agency holdings: Publications files are in the agency's offices (2 cubic feet). These records are retained by the agency until their purpose has been served. The agency's actual holdings are 1987-[ongoing].

Archival holdings: None at the Archives and Information Services Division of the Texas State Library.

Description: These records consist of master copies of forms used by the agency, plus transparencies of the agency's laws and rules. Current holdings date from 1987-[ongoing].

Purpose: These records are created to serve as the masters for printing forms, and also the "lawbook" (containing the most up-to-date statute and rules of the agency).

Agency Program: Duties of the board include administering examinations to applicants, and licensing, commissioning, and registering persons and companies in the private security professions; approving schools and instructors to train security officers; establishing training requirements and criminal history background checks for armed private security personnel; and investigating complaints from law enforcement agencies, consumers, and the general public. (Vernon's Ann. Civ. St., Article 4413(29bb)

Arrangement: Chronological within each separate publication title.

Access constraints: None

Use constraints: None

Indexes or finding aids required for, or an aid to access? None

Gaps? Only the most current forms and "lawbook" masters are maintained.

Problems: None

Known related records in other agencies: None

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Texas State Library were checked for the Texas Board of Private Investigators and Private Security Agencies, and none were found for this series or for equivalent or related series.

Publications based on records: Forms, and compendia of statutes and rules.

Series data from agency schedule:
Title:Publication Files
Series item number: 1.1.028
Agency item number: 250
Archival code: R
Retention: PS

Recommendation: These files serve only as the basis for the printing of forms and other publications of the agency, including the most current statutes and rules. They contain no additional material, nor any original artwork, and therefore should not be considered archival. The Texas Board of Private Investigators and Private Security Agencies should remove the "R" code from the Archival column of their records retention schedule for this series.

The Publications Clearinghouse of the Texas State Library contains copies of the published Law and Rules and Regulations (compendia) of this agency, but only for 1974-1977. If at all possible, the Texas Board of Private Investigators and Private Security Agencies should forward to the Clearinghouse any copies of the law and rules which they have published since 1977, and should continue in the future to transfer to the Clearinghouse the fifty-five copies of these compendia which are required by 13 Texas Administrative Code, Chapter 3, Section 3.3(a)(4)-(5).

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Record Series Review
Series Title: Reports - Performance & Funds Management

Dates: 1979-[ongoing]

Agency: Texas Board of Private Investigators and Private Security Agencies, Administration Division

Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional

Agency holdings: Performance and funds management reports are in the agency's offices (.24 cubic foot). These records are retained by the agency permanently. The agency's actual holdings are 1979-[ongoing].

Archival holdings: None at the Archives and Information Services Division of the Texas State Library.

The archival requirement for this series is fulfilled by sending two copies to the Publications Clearinghouse, Texas State Library (13 Texas Administrative Code, Chapter 3, Section 3.3(c)). The Clearinghouse holds copies dating 1979-[ongoing].

Description: These records are performance and funds management reports, which are submitted by the Texas Board of Private Investigators and Private Security Agencies to the Executive and Legislative Budget Offices for each fiscal year, dating 1979-[ongoing]. These reports contain narrative and well as statistical data, including the following: an administrator's statement, a program performance report, an explanation of variations, and justification for deletions or modifications.

Purpose: These reports are compiled to account to the executive and legislative budget offices on the activities of the commission, as measured by a statistical program performance report.

Agency Program: Duties of the board include administering examinations to applicants, and licensing, commissioning, and registering persons and companies in the private security professions; approving schools and instructors to train security officers; establishing training requirements and criminal history background checks for armed private security personnel; and investigating complaints from law enforcement agencies, consumers, and the general public. (Vernon's Ann. Civ. St., Article 4413(29bb)

Arrangement: Chronological by fiscal year

Access constraints: None

Use constraints: None

Indexes or finding aids required for, or an aid to access? None

Gaps? Performance and funds management reports were not produced prior to 1979. No gaps in agency holdings. Gaps in Publications Clearinghouse: FY 1992-FY 1995.

Problems: None

Known related records in other agencies: None

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Texas State Library were checked for the Texas Board of Private Investigators and Private Security Agencies, and none were found for this series or for equivalent or related series.

Publications based on records: None

Series data from agency schedule:
Title: Reports - Performance & Funds Management
Series item number: 1.1.050
Agency item number: 340
Archival code: A
Retention: PM

Recommendation: Performance and funds management reports are primarily statistical publications, and are not coded as archival on the State records retention schedule. The functions of the agency are adequately documented in summary form by the other archival series: board meeting minutes, the biennial budget requests, and the strategic plans (for which a series should be created). Furthermore, performance and funds management reports are regularly sent to the Publications Clearinghouse, Texas State Library, as the Remarks column in the agency's records retention schedule indicates.

The Texas Board of Private Investigators and Private Security Agencies should therefore remove the "A" designation from Archival Code column on the records retention schedule for this series. The Remarks column is correct and sufficient, however, and the agency should continue to send the required copies to the Publications Clearinghouse of the Texas State Library.

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Record Series Review
Series Title: Strategic Plans

Dates: 1992-[ongoing]

Agency: Texas Board of Private Investigators and Private Security Agencies, Administration Division

Obsolete record series? No
Ongoing record series? Yes
Annual accumulation: fractional

Agency holdings: Strategic plans are in the agency's offices (fractional). These records are retained by the agency permanently. The agency's actual holdings are 1992-[ongoing] (for the periods 1992-1998 and 1995-1999).

Archival holdings: None at the Archives and Information Services Division of the Texas State Library.

The archival requirement for this series is fulfilled by sending fifty-five copies to the Publications Clearinghouse, Texas State Library (13 Texas Administrative Code, Chapter 3, Section 3.3(a)(3)). The Clearinghouse holds both plans, for 1992-1998, and for 1995-1999.

Description: Strategic plans are long-range planning tools prepared by the agency in which the goals and objectives of the agency are presented along with performance measures for each. The Texas Board of Private Investigators and Private Security Agencies has prepared two plans, the first in 1992 for 1992-1998, the second in 1994 for 1995-1999. Plans contain a mission statement, a statement of philosophy, an external/internal assessment of the agency, and the goals of the agency. Each goal contains objectives, outcome and efficiency measures, strategies, output measures, and explanatory measures for measuring and achieving the goals. Also present in most agency strategic plans is an organizational chart of the agency.

Purpose: Strategic plans are created as long-range planning tools prepared by the agency, setting forth goals and objectives of the agency over a multi-year period.

Agency Program: Duties of the board include administering examinations to applicants, and licensing, commissioning, and registering persons and companies in the private security professions; approving schools and instructors to train security officers; establishing training requirements and criminal history background checks for armed private security personnel; and investigating complaints from law enforcement agencies, consumers, and the general public. (Vernon's Ann. Civ. St., Article 4413(29bb)

Strategic plans are prepared in accordance with V.T.C.A., Government Code, Sections 2054.095 and 2056.002.

Arrangement: Chronological

Access Constraints: None

Use Constraints: None

Indexes or finding aids required for, or an aid to access? None

Gaps? None

Problems: None

Known related records in other agencies: None

Previous destructions: Destruction requests on file in the Archives and Information Services Division of the Texas State Library were checked for the Texas Board of Private Investigators and Private Security Agencies, and none were found for this series or for equivalent or related series.

Publications based on records: None

Suggested series from state Records Retention Schedule:
Title: Strategic Plans
Series item number: 1.1.055
Agency item number: to be assigned
Archival code: A
Retention: PM

Recommendation: Strategic plans document the long-range planning activities of the agency and are considered archival. Strategic plans are not currently on the retention schedule of the Texas Board of Private Investigators and Private Security Agencies. Therefore the board should add strategic plans as a new series to their schedule, with an Archival Code of "A." The Remarks column should read "The archival requirement will be met by sending required copies to the Publications Clearinghouse, Texas State Library."

Page last modified: August 31, 2011
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