The McAllen ISD Instructional Materials & Student Records Warehouse serves as the records retention center for MISD Departments.
District records are stored in accordance with the applicable minimum retention schedules adopted by the State Library and Archives Commission. Items not listed on the schedule should be removed and stored locally or permanently destroyed.
Local Schedule GR--Records Common to all Governments
Local Schedule EL--Records of Elections and Voter Registration
Local Schedule TX—Records of Property Taxation
Local Schedule SD--Records for Public School Districts
Storage of Campus/Department Records
Only items which are listed on the retention schedule should be sent for storage. Care should be taken to eliminate retention of duplicate copies of items.
Complete Records Storage Request
Prep documents. Remove binders, heavy-duty folders, fasteners, etc.
Secure in approved storage boxes (Standard size: 10x12x15)
Submit the work order for Central Warehouse KACE Log-in and attach request.
Imaging of Records
Departments interested in having their records digitized for permanent storage should obtain at least 3 quotes from multiple sources vendors, such as:
Creative Imaging - Edinburg, TX: (956) 316-0500
Lone Star Shredding- Mercedes, TX: (956) 564-1045
Record Consultants, Inc. - San Antonio, TX: (877) 363-4127
Destruction of Records
Expired records may be destroyed at the McAllen City Recycling Center.
The facility has the appropriate shredding/recycling equipment to destroy high volumes of expired records.
If you need help moving the boxes to the recycling center, please submit a work order to Central Warehouse KACE Log-in. Note that Central Warehouse staff cannot remain at the location, therefore it is necessary that a member of your staff be present to ensure that all records destroyed.
McAllen City Recycling Center
4101 N Bentsen Rd, McAllen, TX 78504
Storage of Student Perm Folders
The Student Records Departments stores and processes official Academic Achievement Records for former McAllen ISD students.
Student Records are stored at the home campus for 5 years after student withdrawals or graduates
Elementary and Middle School Records are sent for destruction and disposal after the 5 years
High School Transcripts are sent to Central Warehouse for permanent storage after the 5 years
Under the Texas Library and Archives Commission (TSLC) Local Schedule SD guidelines, the retention period for cumulative records of achievement in grades PreK – 8th is (5) years after the date of withdrawal. To ensure that McAllen ISD aligns with TSLC guidelines, records that have reached their retention period are permanently destroyed.
3200-01 Academic Records:
The academic achievement record (TEA form AAR-001) or its former equivalent used to record academic achievement in grades 9-12. RETENTION: PERMANENT
Cumulative record of achievement in grades PreK through 8 RETENTION: DATE OF WITHDRAWAL + 5 YEARS