The Texas State University-San Marcos 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.
The University's new Records Retention Schedule (RRS) is certified by the State of Texas for use through the calendar year 2012. 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 General Records 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.
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.
Records management training is offered each long semester. Details about training opportunities are listed on the main University Archives and Records Management page.
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.
The following information may help you get started with managing your records. View slides from topics presented during the For the Record workshops (see information about upcoming Records Management Training), which are offered each long semester: