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Records Management: Using the Retention Schedule

Benefits
Objectives
Retention Schedule Form
Disposition Authorization
Documenting Disposition


Benefits

Only through use of the RRS can UTMB departments realize the benefits of Records Management.

  • Compliance with legal requirements
  • Authority to dispose of records that have met their retention requirements
  • Legal protection to UTMB when destroying records
  • Retention of records of permanent value
  • Improved protection of vital records
  • Security for records with confidential or sensitive information
  • Use of office space for access to active records
  • Storage of inactive records in less expensive storage areas, like the Records Center
  • Release of equipment and reusable media for other productive uses
  • Maintenance of records in the formats offering optimum cost-effectiveness

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Objectives

  1. Maintenance of records in office while in active use
  2. Storage of records that are no longer needed by your department but must be retained to meet total retention period
  3. Prompt disposal of records with expired retention periods
  4. Preservation of records that are of archival value

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Retention Schedule Form

Specific information is entered on the UTMB Records Retention Schedule to document decisions made during the records survey and analysis stages.

Use of the Texas State Library's “State of Texas Records Retention Schedule” (SLR 105) form, or a computer generated facsimile of the form, is required for all state agencies.

The form has 11 fields of information. Each field is explained below:

Field 1 - The current page and the total number of pages in the document.

Field 2 - The comptroller of public accounts has assigned each Texas state agency an agency code number. UTMB's agency code number is 723.

Field 3 - UTMB's complete name is entered. The department name is placed below.

NOTE: The UTMB RRS is sectioned by department; the name of the department is placed below Field 2 and Field 3.

Field 4 - The five digit records series item number as shown on the Texas State Records Retention Schedule.

Note: UTMB program records are exceptions.

Field 5 - The unique agency item number assigned to each records series title. At UTMB, this number is 10 digits long, the first eight digits are the department's organization number, and the last two digits are sequenced, beginning with the number 1.

Field 6 - The official records series title.

NOTE: A Records Series Title must remain consistent throughout the life cycle of that series. Every Records Series Title must have a distinct name.

Field 7 - Retention Period - The period of time that the records series is to be kept in the agency (meaning department); the period of time the series is to be kept in inactive storage at the Records Center; and the total of the two amounts. The retention codes are explained at the bottom of the form.

Field 8 - Using the archival codes at the bottom of the form, indicate the archival value of each Records Series Title, if appropriate.

Field 9 - Any statutory references, other legal citations, or agency policy used as a basis for retention. The law requires that we supply the source of any documented restrictions applying to retention.

Field 10 - This field is not used by UTMB.

Field 11 - This field is not used by UTMB.

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Disposition Authorization

The approved RRS places UTMB in compliance with the law and grants authority for records disposition. If a records series has an archival code marked on the RRS, the records must be reviewed by Archives instead of being destroyed.

Any record that does not appear on UTMB's certified RRS, or a certified amendment, must receive authorization from the Texas State Library and Archives Commission prior to destruction. UTMB's Records Management Officer, or the agency head must receive approval for final disposition on a Request for Authority to Dispose of State Records form prior to destroying the records. This is a Texas State Library - Records Management Division form that has been approved for reproduction in this User Guide. Please contact Records Management if your department has a records series not listed on your RRS.

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Documenting Disposition

Retention periods of records maintained within a UTMB department are the responsibility of the Records Coordinator.

  1. Use a Retention Codes / Disposition Worksheet to determine records disposition eligibility.

  2. If the record series is eligible, complete all data fields on the Disposition Log of Records. Detailed instructions for completing the form can be found in the Appendix, Disposition Log of Records - Instructions.

  3. Prior to destroying the records, fax the Disposition Log to Records Management, at 409.747.5910 for review and approval.

    Note: A Records Specialist will review all information for accuracy.

    If any error is found, the Disposition Log will be returned with corrected information. CAUTION: Do not destroy the records until the deficiencies have been corrected. If no errors are found, the Records Specialist will call and advise to proceed with step below.

  4. Destroy the records.

  5. Date and sign the Disposition Log, be sure to include the actual destruction date on the log.

  6. Mail the completed original Disposition Log to Records Management, Route 0918.

  7. File a copy of the completed log in the “Destruction/Disposition” section of the department's Records Retention Manual

Records sent to storage are managed for retention by the Records Center. If the retention period is nearing expiration, the department record coordinator will be required to authorize destruction.

The state recommends that a disposal log or file be maintained to include at least the following information:

  • Records series title

  • Retention period

  • Volume of records eligible for final disposition

  • Type of final disposition (if destruction, method used)

  • Disposal date

  • Signature(s) of personnel approving final disposition

At UTMB, the Disposition Log of Records is used to document all record destruction.

Maintaining documentation of records disposal complies with administrative rules for state record keeping and provides information useful in evaluating the economic benefits of UTMB's records activities.

Records Management maintains a database of department and Records Center disposition activity.

Convenience copies may be disposed of at any time, without the use of the Disposition Log of UTMB Records. Convenience copies should never be kept longer than the retention period for the records series.


- 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 or anticipated before the expiration of a retention period set by the commission or in the approved Records Retention Schedule of the agency until the completion of the action and the resolution of all issues that arise from the action, or until the expiration of the retention period, whichever is later.

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Learn More

Contact us by phone:

Records Retention
409.747.5900
409.747.5906

Records Center
409.747.5904
409.747.5907

Fax
409.747.5910

Business Hours
M-F 8:00 a.m. - 5:00 p.m.

Location
1902 Harborside Drive
Suite 4.128
Galveston, Texas
77555-0918