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University Archives & Records Management

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Records Management

The Texas State University Records Retention Schedule was developed to ensure that we remain in compliance with State recordkeeping laws.  All individuals are encouraged to attend records management training; classes are offered each long semester and are designed to equip employees with tools and information to make good decisions about managing University records.


Records Retention Schedule (RRS)

The University's Records Retention Schedule (RRS)  is certified by the State of Texas for use through June 2016.  Please dispose of all previous schedules - the online certified schedule supersedes all other versions.

The full RRS contains over 500 record series, arranged alphabetically by function.  In an effort to help individuals quickly find common records (such as departmental personnel files, time sheets, P-Card records, etc.), the shortcut page is a short list of the most common administrative records found in nearly every campus office. 

The RRS applies to all university records, no matter the format.  University records, whether paper or digital or in any other format, should be retained and disposed according to the RRS.  Record s Disposition Logs must be completed for records that have exceeded their retention period per the RRS.


Instructions for Disposing of University Records

A Records Disposition Log must be completed (required by the State) and submitted for approval before disposing of any records.  Individuals who are responsible for managing records are encouraged to attend training to make good decisions about managing University records.

1. Locate each record series on the Records Retention Schedule (RRS). The State requires that any records disposed be matched to a records series on the approved RRS. 

2. If you're just starting out with organizing your departmental records, you may want to review the RRS shortcut page to see a short list of the most common administrative records.

3. Complete a Records Disposition Log using the information provided in the RRS and following the instructions printed on the form (steps 1-2).  Remember to include all university records, no matter what format.  Paper and electronic records must be retained and disposed according to the RRS.

4. Ensure that only records that have exceeded the retention period are listed on the Log.  The Quick Reference: Retention Calculations document provides an easy way determine which records have fulfilled the retention period. 

For records with event-based retention, be use the Fiscal Year End date (8/31/yyyy) or the AC date (the date of the event, as defined in the RRS) when entering information into columns 4 and 5. 

  • If the retention is based on AC=end of semester, report your dates by semester (i.e. Spring yyyy). 
  • If the retention is based on AC=last enrollment, report your dates by the last semestser the student was enrolled (i.e. Fall yyyy).
  • If the retention is based on fiscal year, report your dates by fiscal year (FY yyyy).
  • If retention is based on number of years only, then use a month and year to ensure that the records listed have met the required retention.

5. Provide a measurement of how many records you plan to dispose. Measure your paper records in inches -- as if stacked on a table or as filed in hanging files.  This should be a simple measurement, not a calculation.  Report your eletronic records however the system allows - in bits, number of records, etc.

6. Submit the Log for approval per the instructions printed on the form (step 3).  Please do this PRIOR to any destruction activity.

7. When approval is received, finish the disposition process (step 4) and send the original signed document via campus mail to Kris Toma, Alkek Library (step 5).

 

Records management training is offered each long semester.  Details about training opportunities are listed on the main University Archives and Records Management page.


Reference Documents

Is This A Record?  Not sure if you have a record or a non-record?  This flowchart (adapted from the Wyoming State Archives) provides a guide for making that determination.  Remember: when in doubt, treat it as a record.