UTMB Management Responsibilities Handbook
Records and Information
Management and Retention
Accountability
Entity leaders reporting to the UTMB president are responsible for
assuring that their department heads comply with the institutional Records
Management program.
Department Head Responsibilities
Department heads appoint a Record Coordinator to perform the following
functions:
• Serve as the principal point of contact for all Records Management
activity within a designated department.
• Assists the institutional Records Management program in conducting
records inventories and in formulating retention and
disposition recommendations for their departments.
When appointing the Record Coordinator, it is essential that the coordinator
clearly understands the responsibilities delegated; will abide by the
policies and procedures governing the assignment; and understands the
administrative structure that provides advice and has jurisdiction in
the assigned area. The coordinator should be familiar with IHOP policy
2.1.4 Records and Information Management and Retention, and the Records
Management Handbook.
Records Retention benefits include (not all inclusive):
o Compliance with legal requirements
o Destruction of records that no longer have value to the agency
o Legal protection to the agency when destroying records
o Improved protection of vital records
o Security for records with confidential or sensitive information
Potential Problem Areas
The State of Texas certified Records Retention Schedule authorizes
state agencies to dispose of records that have met their retention period.
Without a certified schedule, state agencies must request permission
to destroy records that have met their retention period. Non-compliance
with legal requirements means loss of legal protection to the agency.
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