Prepare for Disposition - Notices and Updates
Ready to review records and dispose of those that have met their retention requirements? You've come to the right place! Instructions are provided on the next page, as well as on the disposition form itself.
An example of a completed form may help if you're new to the process.
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 before the expiration of a retention period for the record. Disposition may not begin until the completion of the action and the resolution of all issues that arise from it, or until the expiration of the retention period, whichever is later.
Before you begin, there are three ground rules to remember:
- When in doubt, treat it as a record
Not sure if you have a record or a convenience copy? Treat it as a record. There are no penalties for disposing of copies according to the RRS.
- If the record fits into more than one record series, always defer to the longest retention period
If there are external retention requirements that require a longer retention period than stated in our RRS, notify the records manager so the RRS can be updated.
- If a file has multiple records with a variety of retention periods, always default to the longest retention period
In some cases, record series were created to accommodate files with multiple retention periods (for example, see PER550 - Departmental Personnel Records).
Note regarding student records:
The Texas Legislature implemented new retention rules for all records related to student eligibility for financial aid, effective February 2018. Because of this new law (19 TAC §22.4 (2018)), the retention period for student-related records is now 7 years after last attendance. Retention requirements will be incorporated in detail when the university's Records Retention Schedule is certified by the State. Until then, all related records series will default to AC+7.
Note Regarding the Retention Schedule Update:
The State has reviewed our revised schedule. They returned a list of requested and required changes on November 15. All changes have been made and the schedule was resubmitted to the State on November 29. Since only minor changes were needed, the schedule is in line for official signatures. We expect to have our revised RRS certified and in place early in 2019.