The Records Retention Schedule (RRS), as listed below, is divided into two functional sections: Administrative Records and Curriculum and Teaching Records. Clicking a function will expand the list; clicking on an individual record series will pull up the full retention information for that series.
NOTE: To make navigation easier, right-click on a record series number and select "open in new tab."
This RRS is currently undergoing review by the State of Texas in preparation for recertification. Some retention periods have changed because State retention laws have been updated in the last 3 years - please be alert for revisions to the schedule. Anticipated new series have been added to the list, but the links will not become active until certification is received by the State.
This RRS was certified by the State of Texas as valid through December 2012 -- with recertification underway -- and applies to all University records, whether paper or electronic (or in any other format). This online RRS supersedes all prior versions; please dispose of all previous schedules.
The General Records page contains a short list of the most common records found in departments. Review this page to quickly identify retention information for common records such as departmental-level financial, administrative, and personnel records.
The process of scanning/digitizing paper records is not a records retention issue, it is reformatting issue. The State does not have a preference for the format in which agency records exist; however, the State does have specific requirements for the technical specifications and ongoing management of electronic records. For more information, see the Texas Administrative Code and the Texas State Library and Archives Commission's page on Electronic Document Imaging.
For university records being scanned in-house for storage in the Banner Document Management System (BDMS) and with the planning assistance of Technology Resources, the BDMS should meet the State requirements for digital records. Once each scanned image is reviewed and determined to be a complete and accurate copy of the original (with the quality control process written into the departmental procedures), the digital copy can be considered the official record and the paper version can become the convenience copy.
However, for university records being scanned by departments for storage in a digital repository other than in the BDMS and without the planning assistance of Technology Resources, it is strongly recommended that the digital copy be used for convenience and the paper be stored as the official record. As stated in the records management training, "when in doubt, treat it as a record."
Ultimately, individual departments are responsible for making sure their records meet the State requirements for retention, accessibility, and disposition as outlined in the links above. The Records Retention Schedule (RRS) provides guidance for how long university records must be retained, regardless of the format in which those records exist.
If you wish to contact Technology Resources for assistance with planning digital reformatting utilizing BDMS, please contact Jane Hughson (JH09).
As an alternative to digitizing records, offsite storage may be a viable option. Using the selected offsite records storage facility is a good alternative for records that are rarely accessed but that must be retained according to the Records Retention Schedule (RRS). The owning department is responsible for the monthly fees (which are currently $0.50 per box per month). The owning department must also manage stored records according to the RRS. For more information about offsite storage, please contact Kris Toma (KT17).