HCDE Records Management Services assists the State of Texas educational and governmental agencies with maintenance and compliance with the State of Texas Local Governmental Records Act of 1989.
We serve school districts, counties, municipalities, and other government entities.
The 2022–2023 Records Management Board Presentation is now available to view or download.
Records Management
Harris County Department of Education
6005 Westview Dr.
Houston, TX 77055
Phone: 713-694-9022
Email: csd@hcde-texas.org
28,424 Boxes destroyed
1,040 Manual work orders completed 13,701 New boxes received 2,459,416 Images scanned
883 Bins rotated
HCDE Records Management will prepare, scan, index, and host your business records, providing you with unprecedented convenience and immediate availability. Document imaging—anything from emails, invoices, transcripts and records—provides a significant, but often hidden, opportunity to cut costs, improve decision making and safeguard and streamline your entire organization. Pair document imaging with hosting your images on our web servers and you have immediate access, anywhere in the world, on any computer with internet access. No matter what industry you are in, the handling of paper within your organization is a major expense. Valuable time and resources are spent locating and retrieving paper files. There is also the cost of regenerating documents that have been misplaced or lost. These expenses can impact an entire organization.
How you organize your records is almost as important as their safety, from boxing, re-boxing, indexing, labeling, or relocating your file room, to even creating or updating a database to improve file tracking. Our professional indexers can update your existing database, on any platform, or help get you started with our custom Records Management Software. With your records properly organized, our software will allow you to track and monitor all your company's files, no matter where they reside.
Let us handle your document management so you can focus on the other important things in your business.
With just a few quick steps, you will be on your way to ensuring that you have an accurate accounting of your storage inventory, making future retrievals and reporting that much easier. The right document storage solution makes all the difference.
Your documents should not be stored just anywhere. Relying on a warehouse or self-storage facility can create a number of problems, from wet and moldy documents to stolen files. Our records center was purpose-built for protecting and preserving paper documents. We offer a safe, clean, secure facility for storing confidential business records. Our records center is a steel-constructed building sheathed in steel panels and designed to eliminate theft, fire and water damage. All documents are stored on high-density records storage racking systems. Unlike a self-storage facility or warehouse, we only store hardcopy documents. We use state-of-the-art technology and rigorously designed and monitored processes that constantly maintain the security of our clients' confidential information, including:
We can help you control costs and increase your comfort level with the following:
With HCDE Records Management Shredding Services, the chain of custody remains unbroken from the deposit of documents in your office's secure HCDE consoles until your Certificate of Destruction is received.
Destruction Bin Delivery: We deliver locked destruction bins or consoles to your business for you to fill with your documents. These tamper-resistant containers are bar-coded, scanned, and tracked through every stage of destruction.
Scheduled Service: Our drivers arrive at your location according to the schedule you set up with us. Your empty bins replace your full bins, placed on our truck with locked lids. They remain locked until they reach our secure facility.
Certificate of Destruction: If you would like proof of destruction of your hard drives, media, or documents, we will provide you with a Certificate of Destruction after each scheduled shredding service.
At HCDE Records Management, we take every precaution to ensure your sensitive media and documents will not fall into the wrong hands.
To protect your information, we:
By taking these and other precautions, HCDE Records Management offers your business the convenience of professional paper shredding while safeguarding your confidential information. HCDE Records Management can help you determine a service level and program that is right for you. Simply contact us to set up an appointment with our Record Management team.
If you need immediate information read to you over the telephone, we are here to meet your special circumstances. We provide a guaranteed rush delivery service during normal business hours. Drivers are clearly identified in company apparel with photo ID badges. Our main objective is to provide all our customers with the highest level of service. We strive to offer affordable solutions that satisfy our customers’ needs and requirements.
RMS ACCESS is HCDE Records Management’s exclusive web-based customer database. RMS ACCESS will help you save time and increase accuracy. You will have control of your data by requesting services through RMS ACCESS. You can view live requests, reports, billing information, and invoices.
If you do not already have access, contact customer support by calling us at 713-694-9022 or emailing us at csd@hcde-texas.org.
Data Protection Services
HCDE provides a class 125 four-hour certified fire protection system in our vault. Our media vault is environmentally safe and temperature- and humidity-controlled. Various media is stored, including microfiche, CD-ROMs, reels, and back-up tapes. We offer daily, weekly, and monthly data rotations.
Media Tape Rotation Services
HCDE provides seven-days-a-week and, in some cases, weekend, tape rotations. We offer a dependable service to meet your needs, ensuring you are getting what you need to function daily. You can make your request through our customer service desk via e-mail, fax, or phone.
