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     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.