Handbook of Business Procedures
October 23, 2012
October 23, 2012
Records Management Services
20.2.3. ARCHIVAL REQUIREMENTS
Records that have ongoing historical value are identified in The University of Texas at Austin Records Retention Schedule (UTRRS) with a requirement for archival review or transfer to archives. Records designated for archival review must be reviewed by the university archivist to determine whether they must be transferred to archives or can be destroyed. Records designated for archival transfer in the UTRRS must be transferred to archives. Significant historic records transferred to the university archives are accessible to scholars, faculty, staff, and the public.
The UTRRS contains the following archival review codes:
- Record series marked with an "I" in the top half of the Archival/Vital column of the UTRRS must be transferred to the university archives when they have met retention requirement or they are no longer used by the department. Contact Records Management Services (RMS) to initiate the transfer.
- Record series marked with an "O" in the top half of the Archival/Vital column of the UTRRS and that have met retention requirements must be reviewed by the university archivist to determine whether the records must be transferred to the university archives or must be destroyed.
Other records in the UTRRS may have historical value, as determined by university staff. For example, AALL025 Correspondence - General is not a record series identified as having archival requirements. However, if a staff member finds a thank you letter from Lyndon B. Johnson dated 1954, the letter would have historical value. In that case, the department must contact RMS to request review by the university archivist.
Note: All interaction with the university archivist must be initiated through RMS.