Disposal of Records
Disposition is the final stage of the life cycle of an official University of Texas at Austin record. At this final stage, records must either be destroyed or transferred to university archives in accordance with retention requirements listed in the University Records Retention Schedule (UTRRS). A Request for Internal Authorization to Dispose of University Records (request form) must be submitted and approved prior to destroying or transferring any master record.
Records Management Services (RMS) maintains the university records disposition log required by state law using the information provided in the request form. The disposition process is not complete without the final notification of the destruction date. Failure to maintain complete and accurate disposition logs exposes the university to serious risk in the case of lawsuits, public information requests, audits, and other claims and disputes.
Caution: If any litigation, claim, negotiation, audit, open records request, administrative review, or other action involving a record in the UTRRS has been initiated before the expiration of the retention period, the record must be retained until the completion of the action and the resolution of all issues that arise from it.
Instructions to submit the request form:
- Prepare the request form using the directions provided.
http://www.utexas.edu/business/accounting/retention/disposeforms.html
Do not submit worksheets or other addenda. It is a good practice to retain any lists, spreadsheets, or other information used to develop your request along with your final authorization for your own future reference. - Fax the completed form to RMS at 232-1492. Or e-mail as an attachment to recordsmgmt@austin.utexas.edu.
- Wait for approval documentation from RMS before disposing of the records.
Approved request forms are assigned a control number in the format CRyy-xxx; the y numbers reference the year the approval was granted, the xxx number is the sequential number of the request. The control number is printed in the approval letter. Use the control number on all subsequent correspondence and notifications about the request. - Upon receiving approval, proceed to destroy or transfer the records. Records that contain confidential information must be destroyed in a way that preserves confidentiality.
- After the records have been destroyed or transferred to archives notify RMS, via e-mail or fax, of the date of the destruction or transfer of records. Be sure to include the control number in the notification.
Before submitting a request form, please check the following:
- Note archival requirements for records series that must be reviewed by the university archivist prior to disposal or which must be transferred to archives.
- Include the record dates including month and year (in MM/YYYY format), and the retention period (e.g.,
FE+3) for all record types.
Note: The record destruction date is determined by the latest date of a record series. - Do not submit a request form until the retention period has been met for all records listed. Records will not be approved for destruction in advance of meeting their retention requirements.
- Two signatures are required; the request needs to be signed by the preparer and a person with approval status such as a director or dean.
- Transitory Information may be destroyed without submitting a request form. Do not list transitory records on request forms.
- List the departmental Records Management Contact. This information may be found in the OHS Contacts System, or you may call Records Management Services for assistance.
