If you have any questions about HOP policy 9.21, Records and Information Management and Retention, contact the Records Retention Officer, within the Public Information Office.
http://www.utsa.edu/openrecords/retention.html

If you have any questions regarding off-site records storage contact the Mail Services Department.
http://www.utsa.edu/pds/records

If you have any questions regarding the University Archives, contact the UTSA Libraries Special Collections Department.
https://lib.utsa.edu/specialcollections

VII. DEFINITIONS

Official State Record
Any written, photographic, machine-readable, or other recorded information, including all electronically stored information (ESI), or any other media that has been created or received by or on behalf of UTSA that documents activities in the conduct of UTSA business. These include, but are not limited to, administrative records of UTSA departments and research records. See HOP 10.09 for more details on the management of research records and data.

Duplicate and Non-Record Copies
Duplicate files, duplicate and/or convenience copies, library materials, and stocks of obsolete forms or pamphlets originally intended for distribution are not considered official records or record copies.

Vital State Record
Vital state records are those necessary to the resumption or continuation of state agency operations in an emergency or disaster; the re-creation of the legal and financial status of the agency; or the protection and fulfillment of obligations to the people of the state. These records are to be identified and protected in accordance with Texas Government Code Section 441.183.

Archival State Record
Archival state records are those of enduring historical value that will be preserved on a continuing basis by the University Archives until its archivists indicates that based on a reappraisal of the record it no longer merits further retention. These records are to be identified and maintained in accordance with Texas Government Code Section 441.181.

University Archives
The UTSA University Archives is the official repository for UTSA records of enduring historical value. The University Archives is administered by the UTSA Libraries Special Collections Department.

Confidential State Record
Any state record to which public access is or may be restricted or denied under Texas Government Code, Chapter 552, or other state or federal law.

Records Retention Schedule
The UTSA Records Retention Schedule provides a list of official state records for each department on the campus and prescribes the periods of authorized retention. State agency Records Retention Schedules must be approved by the Texas State Library and Archives Commission and the Texas State Auditor's Office in compliance with Texas Government Code, Chapter 441.

VIII. RESPONSIBILITIES

1. Employees
   1. Maintains records in accordance with the Records Retention Schedule and this policy.
2. Public Information Officer (PIO)
   1. Coordinates responses to requests for public information appropriately submitted to UTSA.
3. Records Management Officer (RMO)/Records Retention Officer
   1. Acts as representative in all issues of records and information management, policy, responsibility and statutory compliance. The RMO is appointed as UTSA’s records management officer by the President, and must report to the President annually.
4. UTSA University Archives
   1. Appraises records to determine retention value.
   2. Takes custody of, preserves, and provides access to records of enduring historical value.
5. Texas State Library
   1. Oversees certification of state agency Records Retention Schedules and destruction/archiving of records not listed on the retention schedules. 
      

IX. PROCEDURES

1. Retention & Destruction of State Records

All official state records are to be kept for the minimum length of time listed in the Records Retention Schedule. Duplicates or non-record convenience copies should be destroyed when they cease to be useful and should never be kept longer than the official record copy.

Notwithstanding the minimum retention periods, an official state record whose retention period has expired may not be destroyed if any litigation, claim, negotiation, audit, open records/public information request, administrative review, or other action involving the record is initiated prior to the expiration of the retention period for the record. Upon completion of the action and the resolution of all issues that arise from it the official state record may be destroyed.

If no such litigation or other action as described above has been initiated, records may be destroyed in accordance with the approved retention periods shown in the Records Retention Schedule. Prior to disposal of official records, all state and institutional records and information management regulations and policies must be followed.

State records not listed on the approved Records Retention Schedule may not be destroyed unless expressly approved by the Texas State Library. Consult with the RMO in order to seek this approval.

2. Archival Requirements
   

   Records that have ongoing historical value are identified in the Records Retention Schedule with a requirement for archival review or transfer to archives. Records designated for archival review must be reviewed by the staff of the University Archives to determine whether they must be transferred to archives or can be destroyed. Records designated for archival transfer in the Records Retention Schedule must be transferred to archives.
   
   The Records Retention Schedule contains the following archival review codes:

   1. Record series marked with an "I" in the “Archival” column of the Records Retention Schedule must be transferred to the University Archives when they have met retention requirement or they are no longer used by the department. Contact Special Collections to initiate the transfer.
   
   
   2. Record series marked with an "O" in the “Archival” column of the Records Retention Schedule and that have met retention requirements must be reviewed by the staff of the University Archives to determine whether the records must be transferred to the University Archives or must be destroyed.

Other records in the Records Retention Schedule may have enduring historical value, particularly if they document the history, organization, and major functions of a university department, office, or affiliated organization. Special Collections may provide consultation to help determine if a record or series of records has archival value.   

3. Release of Records (Texas Public Information Act)
   Written requests for documents under the Texas Public Information Act should be directed to the Public Information Officer and handled immediately pursuant to the provisions of the Texas Public Information Act. See UTSA HOP policy 9.08, Texas Public Information Act.
   
   
4. Retention Schedule and Amendments
   The Records Retention Schedule may be revised periodically to include a newly created record series, to change retention periods, or to delete a record series no longer held. Appropriate approval procedures must be followed and completed before any revisions become effective. Consult with the RMO in order to propose any amendments to the existing Records Retention Schedule.

X. SPECIAL INSTRUCTIONS FOR IMPLEMENTATION

None

XI. FORMS AND TOOLS/ONLINE PROCESSES

UTSA Records Retention Schedule
Records Request for Storage
Storage Box Labels

XII. APPENDIX

None

XIII. Dates Approved/Amended

01-07-2022
02-03-2012