Employees Retirement System of Texas

Employees Retirement System of Texas:
An Inventory of Employees Retirement System Records at the Texas State Archives

Organization History Scope and Contents Restrictions Related Materials

ers-logoOverview

Creator: Employees Retirement System of Texas.
Title: Employees Retirement System records
Dates: 1942-2016
Dates: undated
Abstract: The Employees Retirement System of Texas (ERS) oversees retirement and health benefits for State of Texas employees to provide for, protect, and enhance the economic well-being of members, retirees, and their beneficiaries through effectively managing benefit programs, using sound actuarial principles and available resources consistent with applicable laws. The programs offered by ERS include benefit payments for both service-related and disability-related retirements and benefits for survivors of active and retired members. These records document the interests, activities, and functions of ERS and consist of correspondence, memoranda, memorandums of understanding, contracts, statements, meeting files, copies of legislation, action plans, proposed resolutions, notes, drafts, studies, reports, clippings, statistics, plans, financial records, speeches, presentations, calendars, publications, agreements, newsletters, press releases, pamphlets, questionnaires, and a floppy disk, dating 1942-2016 and undated.
Quantity: 70.06 cubic ft. and 444 KB (4 files)
Language: These materials are written in English.
Repository: Texas State Archives

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Other Finding Aids

A description of non-electronic records referenced in this finding aid are available at http://www.lib.utexas.edu/taro/tslac/50070/tsl-50070.html.


Organization of the Records

These records include one large accession, 2002/112, that arrived in exceptionally poor order. In the hope of preserving what little original order and context survived the transfer of those records, the files of that accession have been left in the physical order in which they arrived, but they have been roughly intellectually, perhaps artificially, organized into loose series. The researcher should review each of the series listings to ensure that they have identified all relevant files. The entire records are organized into fourteen series:

  • Board of Trustees minutes and exhibits, 1947-2016, 26.22 cubic ft. (paper)
  • Advisory Committee records, 1960-1966, 1970-1971, 1982-2000, 0.7 cubic ft. (paper)
  • Board of Trustees correspondence, 1966-1996, 1.6 cubic ft. (paper)
  • Agency correspondence, 1942-2009, undated, 28.32 cubic ft. (paper)
  • Executive Director speeches and presentations, 1996-2004, 0.8 cubic ft. (paper)
  • Calendars, 2005-2014, 1.03 cubic ft. (paper)
  • Reports, 1956, 1973-2009, undated, 1.5 cubic ft.and 444 KB (4 files)(paper, digital)
  • Project files, 1970-1984, 1990-1993, undated, 2.25 cubic ft. (paper)
  • Legislative records, 1947-1981, 1984, 1986-1988, undated, 4.4 cubic ft. (paper)
  • Financial records, 1969-1994, undated, 2.25 cubic ft. (paper)
  • Organization charts, 1985-2009, 2015-2016, undated, 0.15 cubic ft. (paper)
  • Rules and regulations, 1974-1985, undated, 0.3 cubic ft. (paper)
  • Press releases and publications, 1960, 1963, 1973-1999, 2004-2005, 0.24 cubic ft. (paper)
  • Surveys, 1975-1980, 1982, 1989, 1994, 2006, 0.3 cubic ft. (paper)

Agency History

The Employees Retirement System of Texas (ERS) oversees retirement and health benefits for State of Texas employees to provide for, protect, and enhance the economic well-being of members, retirees, and their beneficiaries through effectively managing benefit programs, using sound actuarial principles and available resources consistent with applicable laws. The programs offered by ERS include benefit payments for both service-related and disability-related retirements and benefits for survivors of active and retired members.

In the late 1930s, a group of state employees, some of whom eventually became the leaders of the Texas Public Employees Association, began thinking about a retirement system for state employees. Almost simultaneously, during World War II, officials of the Texas Highway Department were concerned by the loss of qualified employees to private industry and considered proposing a State Highway Department Retirement System. The two groups formed a coalition for all state employees that resulted in legislative action by the 49th Texas Legislature in 1945. Representatives George Parkhouse and Sherwood Brown sponsored House Joint Resolution 10, allowing Texans to vote in November 1946 to approve or reject the formation of a Retirement, Disability and Death Compensation Fund for state employees. The ballot measure passed, and, following two House-Senate Conference Committees, the Employees Retirement System of Texas (ERS) was created effective September 1, 1947, by House Bill 168, 50th Legislature, Regular Session, pursuant to a constitutional amendment (Article XVI, Section 67)…Click here to read more of the agency history


Scope and Content of the Records

The Employees Retirement System of Texas (ERS) oversees retirement and health benefits for State of Texas employees to provide for, protect, and enhance the economic well-being of members, retirees, and their beneficiaries through effectively managing benefit programs, using sound actuarial principles and available resources consistent with applicable laws. The programs offered by ERS include benefit payments for both service-related and disability-related retirements and benefits for survivors of active and retired members. These records document the interests, activities, and functions of ERS and consist of correspondence, memoranda, memorandums of understanding, contracts, statements, meeting files, copies of legislation, action plans, proposed resolutions, notes, drafts, studies, reports, clippings, statistics, plans, financial records, speeches, presentations, calendars, publications, agreements, newsletters, press releases, pamphlets, questionnaires, and a floppy disk, dating 1942-2016, and undated. Minutes are filed inconsistently, with some appearing in simple chronological order and others filed within the packet for the subsequent meeting.

The first three series consist of meeting files and correspondence of the ERS Board of Trustees and its advisory committees: Board of Trustees minutes and exhibits, Advisory Committee records, and Board of Trustees correspondence. These records document work accomplished at each meeting, including administrative items, fiduciary responsibilities, payment of benefits, and legal issues; and written discussion of matters between Board members, the Executive Director of ERS, advisory committeae members, and legislators. Committees represented are the Group Insurance/Benefits Advisory Committee of the Texas Employees Uniform Group Insurance Program, the Joint Coordinating Committee of State of Texas Investment Funds, and the Investment Advisory Committee….Click here to read more of the Scope and Content of the records


Restrictions and Requirements

Restrictions on Access
Because of the possibility that portions of these records fall under Public Information Act exceptions including, but not limited to, records of members, annuitants, retirees, beneficiaries, and alternate payees under retirement plans administered by the Employees Retirement System of Texas (Texas Government Code, Section 815.503); information relating to competition or bidding (Texas Government Code, Section 552.104); and certain addresses, telephone numbers, and personal family information (Texas Government Code, Section 552.117), an archivist must review these records before they can be accessed for research. The records may be requested for research under the provisions of the Public Information Act (Texas Government Code, Chapter 552).

Restrictions on Use
Most records created by Texas state agencies are not copyrighted. State records also include materials received by, not created by, state agencies. Copyright remains with the creator. The researcher is responsible for complying with U.S. Copyright Law (Title 17 U.S.C.).


The following materials are offered as possible sources of further information on the agencies and subjects covered by the records. The listing is not exhaustive.

Texas State Archives
Teacher Retirement System of Texas records, 1978-2002, 20 cubic ft. [There is no finding aid for these unprocessed records. Call numbers are 2003/158-1 thru 10, 2005 Accessions Box 1 (2005/151), and 2008/105-1 thru 10.]
Teacher Retirement System of Texas Board of Trustees minutes, agenda, and exhibits, 1937-1966, 1969-2011, 12.8 cubic ft.
Texas Legislature, House Committee on Retirement and Aging, Records, 1976-1988, bulk, 1983-1988, 7 cubic ft. [Restricted]
Texas Office of the Fire Fighters’ Pension Commission minutes, 1987-1995, fractional [There is no finding aid for these unprocessed records. Call numbers are 2002/186 and 2004/215.]
Texas State Pension Review Board minutes, 1990-2014, 1 cubic ft.
Texas Municipal Retirement System minutes, 1947-2011, 0.75 cubic ft., including 2 reels 16mm microfilm.

Administrative Information

Other Formats for the Records
ERS Board of Trustees meeting minutes, 1947-1999, have been microfilmed and are available on four reels. For meetings prior to 1968 (with the exception of the July 16 and 21, 1947, meetings), these are the only copies available at the Texas State Archives.

Electronic versions of agenda and minutes of the Employees Retirement System of Texas Board of Trustees are available from August 2013 through current meetings at the agency’s website, http://www.ers.state.tx.us/About_ERS/Board/Materials/ (accessed May 2017).

Accession Information
Accession numbers: 1998/005, 1999/023, 2000/084, 2001/030, 2001/112, 2001/128, 2002/089, 2003/109, 2004/003, 2004/188, 2004/212, 2009/003, 2009/077, 2009/128, 2009/158, 2010/062, 2010/077, 2010/092, 2011/327, 2012/085, 2012/145, 2013/102, 2013/103, 2013/153, 2013/158, 2014/063, 2014/085, 2014/140, 2015/068, 2015/131, 2015/134, 2016/059, 2016/074, 2016/190, 2017/012

These records were transferred to the Archives and Information Services Division of the Texas State Library and Archives Commission by the Employees Retirement System of Texas on September 10, 1997; September 30, 1998; December 22, 1999; October 13, 2000; March 28, May 24, and December 31, 2001; January 24 and September 3, 2003; August 10, 2004; September 3 and December 30, 2008; July 27, 2009; January 27, March 2, and March 17, 2010; March 8 and December 20, 2011; April 2, 2012; March 13, June 11, and June 13, 2013; January 22, March 19, July 29, and December 22, 2014; March 4, March 23, and December 22, 2015; and August 24 and September 15, 2016; and by the Texas Legislative Reference Library on July 20, 2004; May 12, 2009, and December 22, 2012.

Processing Information
Board of Trustees and committee minutes processed by Tony Black, June 1998, September 2000
Addition of Board of Trustees and committee minutes accession, and finding aid encoded in EAD Version 1.0 as part of the TARO project by Tony Black, October 2000
Addition of Board of Trustees and committee minutes accessions, and updating of agency history by Tony Black, May 2001
Addition of Board of Trustees and committee minutes accession by Tony Black, December 2001
Addition of an accession of Board of Trustees and committee minutes; and addition of Advisory committee records, Board of Trustees correspondence, Agency correspondence, Reports, Project files, Legislative records, Financial records, Organization charts, Rules and regulations, Press releases and publications, and Surveys series by Nancy Enneking, June 2002
Finding aid converted from EAD 1.0 to 2002 by TARO using the conversion stylesheet v1to02.xsl, July 22, 2003
Addition of Board of Trustees and committee minutes, Board of Trustees correspondence, Agency correspondence, and Organization charts accessions; addition of Executive Director speeches and presentations and Calendars series; accession information updated for Press releases and publications; DACS compliance; and encoding to EAD 2002 standards by Rebecca Romanchuk, May 2009
Addition of Board of Trustees meeting and exhibits, Agency correspondence, Executive Director speeches and presentations, Calendars, Reports, Organization charts, Press releases and presentations, and Surveys accessions; agency history updated by Susan Floyd, May 2017