For records stored at UTMB’s Records Center, staff members review records series disposition dates on a monthly basis to identify records that have reached the end of their retention period. Based on this review, the records center staff does the following:

• Checks all boxes scheduled for disposition to ensure that they are under no legal or other holds.
  
  
• Checks to make sure that all eligible boxes are in storage and none have been checked out by the department. If a box is checked out it must be returned before disposition can take place. Departments may not destroy records under the custody of the Records Center.
  
  
• Completes all data fields on the Disposition Log.
  
  
• Obtains departmental signature authorization to dispose of stored records.
  
  
• Completes the disposition process. Note: Final disposition of UTMB records may be destruction, archival review, or transfer to archives.
  
  
• Maintains a database of all UTMB records disposition activity.