Handbook of Business Procedures
October 23, 2012
October 23, 2012
Records Management Services
20.6.4. CATEGORIES OF CORRESPONDENCE
Correspondence is any type of written or recorded communication used to conduct business at The University of Texas at Austin and must be managed as an official university record, according to its content. Any category of correspondence can exist in any medium (voice mail, fax, email, hard copy, etc.). Correspondence may be broadly categorized in the following ways:
- pertaining to a project, case, or other record series
- transitory information
B. Correspondence That Pertains to a Project, Case, or Other Record Series
For correspondence that is directly related to a project, case, or other record series, the department must use the UT Code from The University of Texas at Austin Records Retention Schedule (UTRRS) for that series. For example, a memorandum that documents an appropriations request must be retained for the minimum retention period for AALL011 Biennial Budget Requests, and a letter concerning an audit would be retained for the same retention period as AALL003 Audit Records.
C. General and Administrative Correspondence
Do not use UT Code AALL025 Correspondence - General or UT Code AALL020 Correspondence - Administrative for correspondence that pertains to a project, case, or other record series, listed in The University of Texas at Austin Records Retention Schedule (UTRRS).
1. General Correspondence, UT Code AALL025
General correspondence pertains to or arises from routine university operations, e.g., requests for information. It must be retained for two years.
2. Administrative Correspondence, UT Code AALL020
Administrative correspondence pertains to the development, implementation, maintenance, and modification of university programs, services, or projects. It may also pertain to the interpretation or development of university administrative regulations, policies, and procedures. It must be retained for four years and may have archival value.
Note: The archival review requirement only pertains to the administrative correspondence of the Office of the President and officers of the university reporting directly to the president. The department may request archival review for any administrative correspondence that appears to have archival value.
D. Transitory Information, UT Code AALL083
Transitory information, such as an unsolicited advertisement or a departmental social memo, must be kept only until it has served its purpose, as designated by UT Code AALL083 in the UTRRS. For additional requirements for managing transitory information, refer to 20.6.3. Transitory Information.