Texas State University-San Marcos is beginning a comprehensive program to manage university records and preserve those records with long-term historical value.  The Records Retention Schedule provides instruction for disposing of records once they have exceeded their legal retention requirement; records with no further value may be discarded, while records with historical value should be transferred to the University Archives.

Links

Visit the Records Management page for the current approved Records Retention Schedule, forms, and other documents designed to help with managing University records.

Visit the University Archives page to learn more about the evolving effort to preserve University history.

News

Records management training is held twice a year. The Fall training session will be held Thursday 9/24 from 2:30-4:30 in Alkek 102/Avery 364, or Friday 9/25 from 8:30-10:30 in JCK 460.  Professional Development will open registration a few weeks prior to the class.

The goal of this training is to provide individuals with the knowledge and tools to make good decisions about managing university records.  Topics include basic definitions,  the difference between records and non-records,  Texas records laws, and an overview of the new retention schedule (still awaiting State certification).  A short introduction to filing systems is also included. 

New employees and those who have responsiblity for maintaining departmental records should attend.  The class is revised each semester as suggestions are received via the class evaluation forms and as retention schedule information changes.   Individuals may wish to repeat the class periodically to stay up-to-date with records management information.  (Note: the state has not yet approved the new retention schedule, so we're still waiting.)

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A new workshop on filing systems was held in February 2009.  A total of 60 individuals attended Creating Effective Filing Systems for Paper and Electronic Records, so there is a good chance this workshop will be held again (possibly in the spring of 2010).