Record Disposition
Prepare for Disposition
Ready to review records and dispose of those that have met their retention requirements? You've come to the right place! Instructions are provided on the next page (there's a link below), and instructions are also provided on the disposition form itself. An example of a completed form may help if you're new to the process.
Before you proceed to the Disposition Instructions below, take a look a the new laws that may affect your records.
Recent News
Newly-Revised RRS Has Been Certified by the State
May 2024
The Texas State University and Texas State University System Records Retention Schedules submitted to the Texas State Library and Archives Commission Records Management Division have been approved and re-certified.
88th Legislature Bill Tracking, Courtesy of TSLAC
Spring 2023
The State and Local Records Management (SLRM) division of the Texas State Library and Archives Commission is "tracking those bills with the potential to affect the retention and disposal of government records." Check out the Texas Record blog if you want to view the list - it's available as a PDF.
Disposition Instructions
CAUTION: A state record may not be destroyed if any litigation, claim, negotiation, audit, open records request, administrative review, or other action involving the record is initiated before the expiration of a retention period for the record. Disposition may not begin until the completion of the action and the resolution of all issues that arise from it, or until the expiration of the retention period, whichever is later.
Before you begin, there are three ground rules to remember:
- When in doubt, treat it as a record. Not sure if you have a record or a convenience copy? Treat it as a record. There are no penalties for disposing of copies according to the Records Retention Schedule.
- If the record fits into more than one record series, always defer to the longest retention period. If there are external retention requirements that require a longer retention period than stated in our Records Retention Schedule, notify the Records Manager so that the schedule can be updated.
- If a file has multiple records with a variety of retention periods, always default to the longest retention period. In some cases, record series were created to accommodate files with multiple retention periods (for example, see PER550 - Departmental Personnel Records).
Records Disposition Log
Open a new Records Disposition Log (RDL) and complete the form in Microsoft Word.
Note: If the form doesn't launch, check your download folder. Some browsers are no longer automatically opening documents.
Step 1: Enter the name of the Records Administration – an employee who is authorized to maintain and dispose university records (this cannot be a student worker). Include the employee's title, contact information, and where on campus the office is located.
Records Schedule
Step 2: Open the University's Records Retention Schedule (RRS). Find the series that matches the records you wish to dispose. Read the narrative to verify your records match the series description. Note the retention period, and prepare to list only those records which have met the required retention period.
Columns 1, 2, and 3: Enter this information exactly as it appears on the RRS. Account for all copies of the record when preparing for disposition - paper and electronic. Only one line is required for each record series; there is no need to separate years or provide detailed inventories.
Note: If you have records with retention periods based on Fiscal Year End, keep the entire fiscal year together as one unity. If you have records with retention periods based on semester, keep the entire semester together.
Hint: When looking at a records series on the Records Retention Schedule, scroll down until you see the blue table. That information will help you complete the RDL correctly.
Retention Calculations
Columns 4 and 5: These dates indicate which records are to be disposed. See that blue box section of the RRS for instructions for which dates to use in these columns.
Use the Quick Retention Calculations (PDF) to determine which records have met the required retention period; dispose of records through that end date. This list changes 3x a year, so be sure to check the effective dates on any printouts.
Open the document called Entering Dates on the RDL (PDF). This document describes how to enter dates correctly. For example:
- If retention based on fiscal year (FE+x), keep the entire fiscal year together as one unit and report your start and end dates as FYyyyy. If you have only one FY to dispose, use the same fiscal year date in the columns 4 and 5.
- If retention is defined by semester or makes sense for the records to be retained by semester (AC=semester), keep the entire semester together as one unit and report your start and end dates as [Semester]yyyy. If you have only one semester to dispose, use the same semester and year columns 4 and 5.
- If retention is stated as simply years (2 or 5, etc.), then report your start and end dates as [Month]yyyy.
Note: If the documents aren't launching, check your download folder. Some browsers are no longer automatically opening documents.
Common retention periods in effect through December 31, 2023
| FE+3 | Dispose of records through FY2020 |
| AC+2 | Where AC=end of semester, dispose of records through Fall 2021 (Fall 2023 was the last full semester completed). This date will change on the first day of Summer 2024 classes. |
| AC+5 | Where AC=date of separation, dispose of records for individuals separated through the end of the previous month in 2018. (For example, if you are filling out an RDL in October 2023, you can dispose of records through September 2018.) |
| AC+7 | Where AC=last semester attended, dispose of records through Fall 2016. (Fall 2023 was the last full semester completed.) Use this guideline for student-related records with a 7-year retention. |
Measure
Column 6: Measure how many records are being disposed. For paper records, measure the stack and report in inches. For digital records, report however the system allows (number of files, amount of space freed, etc.).
Disposition Method
Column 7: Indicate how the records will be disposed. Note that any sensitive or confidential information must be shredded; only public information can be discarded in the trash or recycled. When in doubt, shred.
*Retention periods in the RRS that are marked with an asterisk mean those records may belong in the Special Collections and Archives. Archive staff will review your log and let you know if further action is needed to preserve those records.
Email the Records Manager
Step 3: STOP. Once the first two sections are complete, save the completed form and forward the Word document as an attachment via e-mail to univarchives@txstate.edu for review and approval of the log.
Do not print, sign, or scan the document. Please send your log as a Word document attached to an e-mail.
Wait for Approval
Wait for approval. Ideally, this will only take a few hours. However, since this is now a department of one, it may take a few days. Once approved, the records manager will sign your form and return it to you via email.
Dispose of Records
Step 4: When you receive the approved form, you may proceed with disposition of the records as listed.
Once records disposition is finished, document the date(s) the records were disposed in column 8. Sign the form to verify that disposition is complete.
Send Hard Copy
Step 5: Send a hard copy of the signed and dated form to the records manager via campus mail. Simply fold the signed form in half, use one staple or a piece of tape to keep it folded, and write "Records Retention, Alkek Library" on one blank side. Campus mail will deliver it!
The records manager is required to retain the final signed Records Disposition Logs for ten years - and yes, hard copies are still preferred for the final document that verifies disposition is complete.
Done!
Once the original Record Disposition Log is signed and mailed via campus mail, the process is complete!
Shredding Options
Shredding is the preferred disposition method for sensitive, confidential, or personally-identifiable information. When in doubt, shred!
Departments are responsible for managing their own records throughout the entire life cycle of those records - from creation, through storage and use, and finally through disposition. Small amounts of records may be easy to shred in the department, but larger amount of records may require more planning. Fortunately, there are several options for shredding large volumes of records.
NOTE: The University Records Manager does not have detailed information about the JCK shredder or shredding vendors - these options are listed here as general information.
If your department wants to explore shredding companies, please contact the companies directly to inquire about their status as an approved State (or University) vendor, services offered, costs, etc.
Large Shredder in JCK
Departments may utilize the heavy-duty shredder located on the 2nd floor of JCK. Check out a key from the VPFSS office.
Each department is responsible for shredding and bagging their own materials and for cleaning up the room afterwards. Questions should be directed to the VPFSS office, as the Records Manager does not have information about the status of the shredder.
Shredding Vendor
Various departments on campus have contracted with vendors to shred large volumes of material; costs vary, so a cost comparison is recommended. Please contact the vendor(s) directly to inquire about their services and costs.
It is important to shred confidential records and other records with personally-identifiable information. ATI SecureDocs is one state-approved vendor that can dispose of paper and media (hard drives, floppy disks, CDs, etc).
Hard Drives and Other Media with Confidential Information
If a department does not have the means to dispose of hard drives and other media with confidential materials on its own, IT Security will provide assistance. This information was accurate at the time it was posted, but things can change! Check with Materials Management if you have questions.
Complete the Materials Management form titled "Requesting Pickup of Surplus Equipment". In the field that asks for "Description of surplus, if computers..." enter "Confidential [describe what you have - computers, hard drives, etc.] need(s) to be picked up and destroyed."
