To review information useful in deciding what to do with

records that are no longer active.

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Records vs. Record Series

Retention Schedules

Decisions, Decisions!

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13 Texas Administrative Code 6.1 (13) defines a record series as, “a group of identical or related records that are normally used and/or filed together and that permit evaluations as a group for retention scheduling purposes.”

 Using record series allows us to refer to groups of records instead of each individual record. This simplifies retention scheduling . 

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Records Series Records(State Code 2.1.009)

Technical Documentation User guidesSystem definitionsSystem specificationsSystem flowchartsProgram descriptionsChange noticesProgram modificationsFile layoutsData element dictionary

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Records Series Records

Employment Selection Interview notes(State Code 3.1.014) Driving records

Physical examDrug screeningPolygraph tests

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The state schedule has been adopted as an administrative rule of the Texas State Library and Archives Commission. The schedule indicates the minimum length of time the listed records series must be retained by state agencies before they are destroyed or transferred for archival preservation.

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The UT Arlington schedule lists all official university records and states how long the University retains the records. Our schedule must be in line with the State schedule.

 Official UT Arlington records may not be destroyed

unless they are listed on the state-certified UT Arlington records retention schedule. When an unlisted official university record is identified, please contact RIM in Net Solutions for resolution.

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A long and high-profile process that begins with the Vice President for Business Affairs and Controller and ends with a letter to the President.

Amendments will be initiated based on critical needs: if not an emergency, they will be batched for processing quarterly or processed as part of the recertification process every three years. 

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“What do I do with these records?”

?Contact RIM

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  Is it really just “correspondence”?

Is it “administrative” or “general” correspondence?

How do we retrieve “correspondence” files?

Is administrative correspondence “archival”?

NEVER file under “miscellaneous”!!!

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Archival Records:- warrant preservation past required retention period- must be transferred to University Archives, housed in

Library’s Special Collections

University Archives:- fulfill University’s legal obligations- provide resource materials for scholarly research

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Records designated as archival on retention schedule:- “I” designation = required to be sent to University

Archives- “O” designation = required to be reviewed by University

Archivist

Records that you think might have historic value

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Contact University Archivist (please do not send records until you have received notification to do so):- 2-7511- spcoref@uta.edu

University Archivist will:- set up an appointment to view the records- arrange for transfer of records to University Archives- have you sign Transmittal of University Records form

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The method of destruction should be based on:

Security level of the records

Space available for storage, staging and destruction

Costs

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I. Before the Records are Picked Up by Asset Management:

a. Complete a Document Destruction Request Form (Exhibit 2-50)

b. Complete the Records Disposition Log (Exhibit 13-6)c. Prepare the boxes of records

1. Pack the boxes2. Mark the boxes3. Secure and seal the boxes

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II. When a Department’s Records are Picked Up

a. Present to Asset Management staff a completed Records Disposition Log (Exhibit 13-6)

b. Signatures authorize release of the records to the Asset Management/Receiving department

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III. After the Records Have Been Picked Up

a. Records will remain securely stored in the Receiving warehouse

b. Destruction of the records takes place off-campusc. Asset Management will return forms to the university

departmentd. Vendor provides a certificate of destructione. Forward the certificate of destruction and the forms to

RIM in Net Solutions

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Complete the Records Disposition Log (Exhibit 13-6)

Obtain a certificate of destruction

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I. All tangible media (videos, audio tapes, computer disks, and microfilm) may be shredded through Asset Management

a. “Sanitize” all electronic media being disposed/sent to surplus

b. Complete the Records Disposition Logc. Transferring computers (and the hard drive)

1. Inventory Transaction Form (Exhibit 2-45)

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Retention applies to the content, not the medium.

All official record copies of university records listed on the retention schedule must be deleted when retention has been met, and they must be listed on a records disposition log.

Official record copies of university records maintained electronically must be maintained according to State regulations.

If email contains official record copies of university records, the rules apply to those records also.

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The next session will be a work session!!

File plans.. What, Where, How long?