Checklist for Records Management

Are you a new Records Management Contact for your department? A Records Management Contact is responsible for managing the department's official state records on a day to day basis. Have you been your department's Records Management Contact, but its been a long time since you have had to deal with your department's records? Then you are at the right place to begin or continue the efficient handling of your department's official records.

As you are going through each of these steps and run into questions, please feel free to contact Records Management Services for assistance. We are more than happy to help you through this process.

1. A map should be prepared showing the location of the records in the department. This map will be helpful when you begin to identify/classify the records in your department.
   
   
2. Once the map is completed, you are ready to begin identifying and classifying your records. The UT Records Retention Schedule (UTRRS) will be used for this step.
   
   
3. During this step of identifying and classifying your records, it would be a good idea to begin preparing your department's records management procedures. You can refer to this web site's frequently asked question # 7 to help you with this.
   
   
4. Also while you are identifying and classifying your records, you may want to prepare some type of document which lists the UT numbers and the kinds of records in your department you use this UT number for. This document should be part of your department's records management procedures.
   
   
5. Now that you have finished locating, identifying, and classifying all of your department's records, the next thing to determine is whether any records have met their retention period. Refer to the UTRRS again to help you with this step. You will need to know the oldest and newest dates of the documents. Check the retention period column on the UTRRS. If you need help calculating the date when the record can be destroyed, refer to the Quick Retention Guide.
   
   
6. If there are records in your department that are ready to be destroyed, you will need to know the archival review requirements for each record type. The UTRRS lists the archival review requirements. You will use Form A for Records Not Requiring Archival Review and Form B for Records Requiring Archival Review. See Disposal of Records for more information.
   
   
7. After the disposal form is completed, signed by the preparer, and the unit head, dean, or appropriate supervisor, the disposal form can be forwarded to Records Management Services.
   
   
   

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