The University of Texas at Arlington

Records and Information Management

The Purpose of Records and Information Management (RIM)

The records management program assists university departments in the management of their records throughout the life cycle of those records. The life cycle stages of a record include creation, replication, distribution, processing, storing, retrieving, and final disposition.

The Two Primary Reasons for Managing Records

To comply with legal requirements applicable to state agencies and official university records, and to support UT Arlington policy in Records Management and Retention (HOP ADM 5-402).

To realize the benefits to the University as an organization that result from the application of records management practices. These benefits include:

• Reduced legal liability
• More efficient use of office space
• More efficient use of employees' time
• More complete and accurate information-gathering for management decisions
• Quicker response to public information requests

How the RIM program at UT Arlington Is Maintained

Each state agency is required to appoint a records management officer (RMO) who is responsible for the implementation and maintenance of the agency's records and information management program in accord with applicable laws, rules, and guidelines. UT Arlington's RMO is the Vice President for Business Affairs and Controller.

A records management administrator (RMA) appointed by the RMO administers program activities on a daily basis. The RMA reports the status of the program to the RMO and provides assistance to records management contacts (RMCs) who are distributed throughout the University.

RMCs coordinate information flow between their departments and the RMA. The RMA supports the RMCs by providing training, resources, and direct assistance as needed.

Procedure 13-5, Records and Information Management

Records and Information Management (Procedure 13-5) describes the RIM program and provides instructions and resources for applying records management practices to university records.

Contact Information

Karen Phillips, RMA 
Business Affairs & Controller - Net Solutions

UT System and UT Arlington Policy and Procedure

• UTS115, Records and Information Management and Retention Policy
• UTS139, Texas Public Information Act
• Records Management and Retention (HOP ADM 5-402)
• Access to Records (Procedure 13-1)
• UT Arlington Records Retention Schedule
• Shredding of Records Through Asset Management (Procedure 2-74)
• Information Security Classification Standards

State of Texas Records Management Laws, Rules, and Guidelines

• Texas Government Code, 441.183, Records Management Programs in State Agencies
• Texas State Library and Archives Commission, State Records Management Laws
• Texas State Records Management Manual

Training and Resources

• UT Arlington's Records and Information Management Program (RIM) Overview
• Records Disposition Decision Flowchart
• Records Disposition Decision Flowchart Reference Sheet
• Correspondence Guidelines
• Records Disposition Presentation
• Records Disposition Log (Form 13-6)
• Records Retention Recertification and Survey (Form 13-10)
• Records Survey and Retention Schedule Recertification 2011 Presentation