Handbook of Business Procedures
October 23, 2012
December 16, 2013
Records Management Services
20.5.1. REQUIREMENTS FOR DISPOSITION OF RECORDS
Whether a record is created and maintained within The University of Texas at Austin or by a private contractor to the university, its disposition requirements depend on whether the record is a master record, a convenience copy, or transitory information. For detailed instructions regarding records that contain confidential or sensitive information, refer to 20.7.1. Managing Confidential or Sensitive Records and 20.7.2. Destruction Options for Confidential or Sensitive Records.
- Master Records
Master records must meet all retention requirements listed in The University of Texas at Austin Records Retention Schedule (UTRRS), and their disposition requires authorization from Records Management Services (RMS).
For more information and instructions on disposing of master records, refer to:
- 20.6.1. Master Records
- 20.5.3. Archival Review/Transfer Procedures
- 20.5.4. Destruction Procedures and Form
- Convenience Copies
Convenience copies may be destroyed at any time prior to the date the master record has met its retention requirement. They must be destroyed no later than the date the master record has met its retention requirement. Any convenience copy retained after the disposition of the master record becomes a master record.
Caution: If a determination cannot be made as to whether a record is a master record or a convenience copy, the record must be treated as a master record and all requirements for disposition of master records must be applied. For more information, refer to 20.6.2. Convenience Copies.
- Transitory Information Records
Transitory information Records may be destroyed when they have served their purpose. RMS recommends that transitory information records be disposed at regularly scheduled intervals (daily, weekly, monthly). For more information, refer to 20.6.3. Transitory Information Records.
Note : Destruction of convenience copies and transitory information records does not require authorization from RMS.