Records Retention

Retention Instructions

Step 1

Fill and Submit Request for Storage Form

Step 2

All material should be packed in sealed boxes. Approved boxes are of dimensions 12”w x 10”H x 15-3/4”L. Such boxes can be purchased from General Stores, commodity code 615-37-09030-2

Step 3

Fill and print box labels. Apply to each box, clearly stating it's contents, department name, record series number and destruction date. The above information can be found on the specific department's approved UTSA Records Retention Schedule.

Step 4

Arrange for boxes to be delivered to Downtown storage facility

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US - Until Superseded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