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.