Request for Internal Approval to Dispose of State Records Forms

The Request for Internal Approval to Dispose of University Records form is now in Microsoft Excel format. This allows departments to create and save request forms listing all the record series that are managed in their departments. The sample request shows a completed request form for reference purposes—it's populated with the records series most frequently managed at the department level and can be modified for use in creating a department records inventory.

Request for Internal Approval to Dispose of University Records

Sample Request for Internal Approval to Dispose of University Records

UTRRS—formatted for use with the request form

For more information, see Disposal of Records.

Note: The University of Texas at Austin Records Retention Schedule (UTRRS) is updated from time to time and the online version of the schedule will always be the most current, authoritative version; any discrepancies between other versions and the online version will be resolved in favor of the online version.

Completing the Request to Dispose of Official University Records Form

1. Department: Add the name of the department requesting disposal.
2. Contact: Add the name of the person receiving the authorization.
3. Phone: Add the contact person's phone number. You may also provide a fax number on this line.
4. Campus Mail Code: Add the department's campus mail code.
5. Department Records Management Contact: Add the name of the person designated as the Departmental Records Management Contact.

Required Signatures

• Preparer: The person who has inventoried and organized the records or prepared the request form signs here.
• Department Head: The person with departmental authority to dispose of records signs here; it may be a department head, the Records Management Contact, or another manager.
• UT Records Administrator: This space is reserved for Records Management Services and will be signed by the University Records Management Officer to authorize the destruction of records.

Description of Records to be Disposed

• UTRRS Code: The number from the UT Code field in the UTRRS.

• UTRRS Record Title: The record series title from the UTRRS.

• Archival Review: The UTRRS will indicate whether archival review is required for a record series. Type Yes if the review is required or No if it is not.

  Note: We recommend that you submit one form for records that do not require review and a second form for those that do require review. The review process is considerably longer for records that require review; processing them separately allows speedy approval for the series that do not require review.

• UTRRS Retention: The retention code listed in the UTRRS for a record series.

• Date Range: Add the earliest date to the latest date of records meeting retention requirements. You must type a month and year, in the MM/YYYY format.

Important Cautions

• List one line for each record series (e.g., if you have three boxes of one type of record, add one line for the series including the earliest to the latest dates of records meeting retention requirements). You must give the month and year in MM/YYYY format.

• Use the information from the UTRRS to fill out the description of the records; do not provide other information or details about the records, including specific account numbers or names for personnel files, etc.

• If you have a spreadsheet that you used to review the records, do not submit it with the request form; retain it with your authorized approval.

• If you have some records that have archival review requirements and others that do not, list them on separate forms in accordance with their archival review requirements.

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