Introduction to the Records Retention Schedule

The University of Texas At San Antonio Records Retention Schedule  (RRS) is adopted as an administrative rule of the University of Texas at San Antonio and is certified by the Texas State Library and Archives Commission.

This retention schedule indicates the minimum length of time listed records series must be retained before destruction or archival preservation.  The retention periods given in the RRS are required minimums. They are also recommended as appropriate maximum retention periods.

If a federal or state statute or regulation specifies a longer retention period for any records series received, created, or maintained by UTSA, the statute or regulation overrides this schedule.

There are many considerations regarding the confidentiality of records. Most student records are confidential according to the Family Educational Rights and  Privacy Act (FERPA) of 1974, Texas Government Code, Chapter 552, The Freedom of Information Act, The Computer Matching and Privacy Protection Act of 1988 . For additional information regarding student records, contact the Office of the Vice President for Student Affairs or the Office of the Registrar.

Examples of confidential records – documents containing personal information including social security numbers, home addresses and phone numbers; personal medical files including prescription information; personal education information including students records and copies of transcripts; birth and death certificates; audit work papers; credit card numbers; debit card information; geological and geophysical information; information regarding competition or bidding.

Caution: A University record may not be destroyed if any litigation, claim, negotiation, audit, open records request, administrative review, or other action involving the record is initiated before the expiration of a retention period for the record set in the approved Records Retention Schedule of the University of Texas at San Antonio until the completion of the action and the resolution of all issues that arise from it, or until the expiration of the retention period, whichever is later.

 

Please refer to the Texas State Library and Archives Commission for further information.

 

Retention Codes	Medium Codes	Archival Codes	Security codes	Vital code
AC - After Closed	P - Paper	I - Retain in University Archives	O - Open Record	X - indicate with and "X"
AV - As Long as Administratively Valuable	M - Microfilm	O - Review by University Archivist	C - Confidential Record
MO - Months	E - Electronic
PM - Permanent	O - Other
FE - Fiscal Year End
CE - Calendar Year End
CU - Current Update
US - Until Superseded
LA - Life of Asset
LR - Life of Affected Record

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