Explanation of Comment Notes

Note 1 – University of Texas System Component Guidelines. Component Institutions of the University of Texas System must insure that all audit requirements (both state and federal) have been fulfilled prior to final disposition.

Note 2 – If a machine-readable record is scheduled for permanent retention, documentation must also be retained permanently. Documentation may either be in printed or magnetic form. If magnetic, the files and programs needed to print the documentation must be available. See the Texas State Library’s Electronic Rules.

Note 3 – Administrative Offices within Financial Affairs maintain most Master Records for this Record Series Number. Departments must maintain any original backup that is required but is not submitted to Financial Affairs for retention. If the record is imaged, please verify that the imaged
record is complete and accurate before destroying departmental copies.

Note 4 – Data may be stored beyond retention requirement if part of an official investigation. For these cases, an attempt should be made between Networking and the instigator of the investigation to establish a date on which the data can be deleted.

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