Records Management Services

The mission of Records Management Services is to provide information, training, and support to the university community in all areas of identifying, retaining, and appropriately disposing of official state records.

As a state agency, it is the University of Texas at Austin's responsibility to comply with local, state, and federal mandates. Records Management Services has a shared responsibility with Departmental Records Management Contacts across campus to systematically control the records of the university from their creation to their final disposition.

What is records management?
Records management is the systematic control of records from creation to final disposition. In other words, it is the management of a record during its entire life cycle. The life cycle of a record begins when it is created and ends at its final disposition whether that be destruction of the record or transfer of the record to archives.

What is a Departmental Records Management Contact?
The Departmental Records Management Contact (DRMC) is designated in the OHS Contact System by the department or unit head to coordinate records management activities and issues. Large departments with specialized divisions may wish to designate a DRMC for each division.

What does records management have to do with my department?
Each university department or unit has a responsibility to preserve and protect all records that are under its control. The best way to do this is to understand the kinds of records that your department creates and maintains and actively manage them. Each department also has the responsibility to follow the policies and procedures of good records management as set out in this web site.

What are the benefits of a records management program?

• Eliminates the burgeoning closet, file cabinet, or server where records are kept “just in case” and allows departments to dispose of unneeded records with confidence.
• Reduces the volume of records that must be searched when responding to audits, requests for public information, subpoenas, and other administrative requirements.
• Reduces risks of adverse audit findings or legal rulings for failure to produce required records.
• Ensures compliance with federal and state recordkeeping and records management laws and rules.

What are records? Do we have any in our department?
A record is any written, photographic, machine-readable, or other information created or received that documents activities in the conduct of university business.

No official university record may be destroyed without permission from the Texas State Library as outlined in T.G.C. § 441.187 and 13 T.A.C.  § 6.7. The Texas State Library certifies state agency and state university retention schedules as a means of granting permission to destroy official records.

The University of Texas at Austin Records Retention Schedule ( UTRRS) is certified by the Texas State Library and Archives Commission. It is adopted as an administrative rule of the university. All official university records (paper, microform, electronic, or any other media) listed in the UTRRS must be retained for the minimum period designated. Once official university records have met retention requirements, they must be disposed in accordance with the policies and procedures as described in this Web site.

What about all of the other files in our department?
The following items are not considered official state records:

• Extra copies (known as convenience copies) maintained only for reference
• A stock of publications or blank forms
• Catalogs or trade journals

Where do I begin in managing my records?
Checklist for Departmental Records Management Policy and Procedures:

1. Designate at least one Departmental Records Management Contact.
2. Obtain training in University records management policy and procedure.
3. Inventory records created, used, and retained in the department.
4. Develop a Departmental Records Management Plan.
5. Dispose of records in a consistent and routine manner as prescribed by the UTRRS, university records management policy and procedures, and in accordance with the Departmental Records

Guide to Records Management Services information:

Checklist for Departmental Records Management Guidelines for managing university records at the department level.

The University of Texas at Austin Records Retention Schedule (UTRRS) A schedule of official records of the university indicating the minimum length of retention before destruction or archival preservation.

Disposal of Records Overview An overview of the required procedures for disposing of official university records.

Request for Internal Approval to Dispose of State Records Forms The form required prior to destroying any official university record.

Guide to the UTRRS A helpful guide to the University Records Retention Schedule.

Austin Task The vendor to use for destruction of confidential records.

Subscribe to the Records Management Mailing List Sign up to receive records management news and information.

Training Resources Information about records management classes and other training resources.

Frequently Asked Questions

Contact Records Management Services Staff