Consulting with a records specialist ensures that retention of records is neither too short, nor too long. Records maintained for an insufficient retention period can constitute a legal and fiscal liability for your department and the Institution. 

The UTMB RRS is developed by collecting information about all records. This information is documented on a records survey, then analyzed to determine retention requirements.

The survey covers all records, regardless of volume, location or media. The survey identifies and gathers data on a records series basis, not on individual records or files. A records series is a group of records with the same function and the same retention period. Records series are not limited by volume or media.

Survey data provides facts on which to base an analysis of the records. The records survey becomes the working document for the creation of the RRS. An effective Records Management Program cannot be established or maintained without a complete records survey.

Texas Government Code § 441.185 states:

a. Each records management officer, with the cooperation of any staff of a state     agency that the officer considers necessary, shall survey the state records of the     agency and prepare and submit a records retention schedule to the state records     administrator.

b. The records retention schedule must list the state records created and received by     the agency, propose a period of time each record shall be maintained by the     agency, and provide other information necessary for the operation of an effective     Records Management Program.

The primary objective of the record survey is to develop and implement the RRS by:

• Identifying all records by records series

• Determining the physical location and medium of all records, including the record    copy and any non-record copies (convenience)

• Identifying the function of the records

The record survey supports other goals by:

•  Identifying the range of dates and quantity of each records series

•  Identifying the filing equipment and supplies used to maintain records

•  Describing the current filing and retrieval systems

•  Calculating the amount of space dedicated to active and inactive records

•  Evaluating the costs of record keeping

•  Identifying paths of distribution

Completion of the records survey is a collaborative effort between Records Specialists and Department Record Coordinators.