Records Management staff will use the data collected during the records survey to develop and maintain the RRS. The official decisions to be made during the analysis process are:

1.   Record classification
2.   Unique records series number
3.   Official records series title
4.   In-office retention period
5.   Offsite retention period (storage of records during inactive phase)
6.   Total retention period (the sum of in-office and off-site retention periods)
7.   Archival status
8.   Any basis for retention period, e.g., legal citation, policy and/or other guidelines       specific to the department

During the analysis process Records Management staff must follow the recommendations found in the Texas State Records Retention Schedule when making retention decisions. This document provides an authoritative guideline for minimum retention periods required of each records series.  They are also recommended as appropriate maximum retention periods.

In addition to the common records listed in the  state guidelines, UTMB has unique records series that must be included in the RRS. We commonly refer to these as program records.