Records Management

Records Management IconThe Records Management Division provides solutions and support to all departments throughout the lifecycle of their records. We work with the city departments through their appointed records liaisons & coordinators to enhance efficiency in managing records in all formats. This is done in accordance with the city records ordinance as well as state requirements for local government records as set by the Texas State Library & Archives Commission. Regular training is provided to develop awareness on roles and responsibilities and enhance understanding on contemporary and fundamental issues in records and information management.

We are located on the 4th Floor of Mulligan Building (City 2) at 218 North Campbell, just across the street from City Hall (City 1).


City Records Ordinance  

Prescribes the policies and procedures that govern the records management program for the city as approved by the city council.


Request for records

These are handled by the City Attorney’s Office via this link: Open Records Requests

City Employees:

The following forms are available on the Intranet under “Miscellaneous Forms”

  • Records Destruction Form
  • Records Liaison Appointment Form
  • Records Scanning Request Form

The following Procedures are available on the Intranet under “Management Toolkit - Other”

  • Records Management Offsite Storage Procedure (ActiveWeb Process)

Records Retention Schedules

These retention schedules are prepared by the Texas State Library & Archives Commission (TSLAC) and adopted for use by the City of El Paso in accordance with the Texas local government records act.

EL: Records of Elections and Voter Registration

  • Part 1: Election Records
  • Part 2: Records of Candidacy and Campaign Finance
  • Part 3: Voter Registration Records

GR:Records Common to All Local Governments

  • Part 1: Administrative Records
  • Part 2: Financial Records
  • Part 3: Personnel and Payroll Records
  • Part 4: Support Services Records
  • Part 5: Electronic Data Processing Records

HR: Records of Public Health Agencies

  • Part 1: Records Common to Public Health Agencies
  • Part 2: Records of Local Public Health Authorities
  • Part 3: Records of Local Public Hospitals
  • Part 4: County Indigent Health Care Records
  • Part 5: Animal Control and Health Records
  • Part 6: Records of the County Inspector of Hides and Animals

LC: Records of Justice and Municipal Courts

  • Part 1: Civil and Criminal Records
  • Part 2: Inquest Records
  • Part 3: Vital Statistics Records
  • Part 4: Miscellaneous Records
  • Part 5: Juvenile Records

PS: Records of Public Safety Agencies (Police, Fire, EMS, ME, etc.)

  • Part 1: Records Common to Public Safety Agencies
  • Part 2: Law Enforcement Records
  • Part 3: Records of County Medical Examiners
  • Part 4: Records of Fire Fighting and Emergency Medical Service Agencies
  • Part 5: Records of Community Supervision and Corrections (Adult Probation) Departments
  • Part 6: Records of County, District and Criminal District Attorneys

PW: Records of Public Works and other Government Services

  • Part 1: General Records
  • Part 2: Planning and Zoning Records
  • Part 3: Building Permit and Inspection Records
  • Part 4: Public Transportation and Engineering Records
  • Part 5: Soil and Water Conservation Records
  • Part 6: Agriculture Extension Agent Records
  • Part 7: Environmental Hazards Records
  • Part 8: Weights and Measures Records
  • Part 9: Library and Museum Records
  • Part 10: Parks and Recreation Records
  • Part 11: Zoo Records
  • Part 12: Public Broadcasting Records
  • Part 13: Social Services Records
  • Part 14: Veterans Service Officer Records
  • Part 15: Gaming Records
  • Part 16: Cemetery Records
  • Part 17: County Historical Commission Records
  • Part 18: Miscellaneous Records

TX: Records of Property Taxation

  • Part 1: Appraisal Records
  • Part 2: Property Tax Collection Records
  • Part 3: Motor Vehicle and Boat Licensing and Registration Records
  • Part 4: Liquor Licensing Records
  • Part 5: Occupation Tax Records
  • Part 6: Miscellaneous Records of County Tax Assessor-Collectors
  • Appendix

UT: Records of Utility Services

  • Part 1: General Records
  • Part 2: Water and Wastewater
  • Part 3: Solid Waste and Hazardous Waste Management Records
  • Part 4: Electric Utility Records
  • Part 5: Gas Utility Records