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Records and Information Management

Retention Schedules

State of Texas CodeUTA CodeRecords Series TitleRetention PeriodArchival, VitalRemarks
5.1.001 ACO001 Leases AC+4 AC= Term of Lease
5.1.001 ACO002 Contracts AC+4 AC= Term of Contract
5.1.001 ACO003 Agreements AC+4 AC= Term of Agreement
1.1. ACO004 Committee Files AC+5 AC= Term of Appointment
5.2.002 ACO005 Construction Files AC+11 O AC= Completion of Project
1.1. ACO006 Deed Records LA
1.1.007 ACO007 Department Correspondence 4 O
1.1. ACO008 Endowment Records PM I
1.1.008 ACO009 General Correspondence 2
5.1.013 ACO010 Insurance Records AC+4 AC= Term of Policy
1.1.070 ACO011 Procedure Manuals AC+3 O AC= Completion of Project or Termination of Program, Rules, Policies or Procedures
1.1. ACO012 Patent And Copyrights AC+20 AC= Life of Patent/Copyright
1.1. ACO013 Trademark License Agreement AC+20 AC= Life of Agreement
1.1.067 ACO014 Administrative Reports 3 O
1.1. ACO015 Real Property Tax Records AC+11 Filed With Asset Files. AC= sale of property.
5.4.002 ACO016 Building Emergency Procedures US
1.1.057 ACO017 Transitory Information AC AC= Purpose Fulfilled
1.1.071 ACO018 Agency Rules, Policies, And Procedures-working Files AC+3 O AC= Completion or Termination of Program, Rules, Policies or Procedures
AD001 Curriculum Changes AC+5 AC=Date Last Attended
1.1.070 AD002 Departmental Workload Policy AC+3 O AC=Completion or Termination of Program, Rules, Policies or Procedures
3.1 AD003 Faculty Files AC+5 AC=Term of Appointment. Records may include: Human Resources paperwork, tenure and promotion, licenses, curriculum vitae, transcripts, key control records.
1.1.007 AD004 Administrative Correspondence 4 O
1.1.063 AD005 Faculty Meeting Minutes 1 I
1.1.006 AD006 Student Complaints/appeals AC+2 AC=Resolution of Complaint/Appeal
AD007 Scholarship Information FE+3 Records may include: committee decisions, scholarship postings, award criteria, recipient information, award and decline letters, copies of disbursement forms, applications.
3.1.014 AD008 Faculty Search Records 2
AD009 Syllabuses 2 Used to Evaluate Faculty
5.2.026 AD010 Space Allocations 2
AD011 Exams & Tests, Uncontested 2
1.1.008 AD012 General Correspondence 2
1.1. AD013 Endowment Information PM Record Copy
AD014 Grade Books FE+5
AD015 Student Advising Forms AC+5 AC=Semester Involved
AD016 Hall of Honor Files 5 O Induction by Military Science Army ROTC in recognition of significant contributions
AD017 Degree Plan Changes AC+5 AC=Date Last Attended
1.1.070 AD018 Field Education Procedures AC+3 O AC=Completion or Termination of Program, Rules, Policies or Procedures
AD019 Departmental Student Files AC+5 AC=Date Last Attended
1.1 AD020 Accreditation Files AC+7 I AC=After accreditation review is completed or accreditation is granted; must comply with all regulatory retention requirements.
AD021 Animal Care Records 3
1.1.070 AD022 Departmental Policies & Procedures AC+3 O AC=Completion or Termination of Program, Rules, Policies or Procedures
5.4.007 AD023 Alcohol Records 5 Controlled Substance
AD024 Research Proposals AC AC=Acceptance or Rejection
AD025 Alumni Files AV I
AD026 Specimen Collection Records AV
4.1.001 AD027 Classroll Adjustment Requests FE+3
4.5.002 AD029 Time Card Reports FE+3
3.4.006 AD030 Time Cards FE+4
1.1.057 AD031 Transitory Information AC AC=Purpose Fulfilled
1.1.071 AD032 Agency Rules, Policies, And Procedures-working Files AC+3 O AC=Completion of Termination of Program, Rules, Policies, or Procedures
1.1.019 AD033 Special Events/Events Files 2 O
1.1.064 AD034 Academic Program Evaluations 7
4.2.005 AD035 Textbook Orders FE+3
AD036 Work Study Forms AC+5 O AC=End of year. 34 CFR 668.24, 674.19(e)(3), 675.19(b)(1), 676.19(b), and 678
AD037 Summer Camp Files 4
AD038 Co-op Workshop Records AV
1.3.001 AD039 Student and Faculty Publications AC+2 O AC= Until superseded or obsolete. This series is submitted to the Texas State Publications Depository Program.
AD040 Final Master's Theses and Examination Reports PM I
AD041 Student Leave of Absence 2
AD042 In Absentia Registration Forms AC+1 AC= semester of absentee registration
AD043 Advanced Standing Waiver AC+ 2 AC= semester waiver utilized
AD044 Class Schedule Development Documentation 1
AD045 Registration Summaries AC+5 AC= end of semester
AD046 Course Directives/Descriptions FE+5
1.1 AD047 Experiment Documentation PM
AD048 Exams and Tests, Contested AC AC= until resolved
AD049 Class Schedule, Published Schedule of Classes P I
ARR001 Acceptance Letters For Applicants Who Enter AC+5 AC=After Graduation or Last Attended
ARR002 Admission Applications For Applicants Who Enter AC+5 AC=After Graduation or Last Attended
1.1.008 ARR003 General Correspondence 2
ARR004 Readmission Applications For Applicants Who Enter AC+5 AC=After Graduation or Last Attended
ARR005 Residency Forms For Applicants Who Enter AC+5 AC=After Graduation or Last Attended
ARR006 Test Scores For Applicants Who Enter AC+5 AC=After Graduation or Last Attended
ARR007 Transcripts For Applicants Who Enter AC+5 AC=After Graduation or Last Attended
ARR008 Application for Graduation AC+5 AC=After graduation or last attendance
ARR009 Change of Grade Forms PM
ARR010 Grade Rosters PM
ARR011 Graduation Lists PM I
ARR012 Degree Plans AC+5 AC=After Graduation or Last Attended
ARR013 Degree Plan Changes AC+5 AC=After Graduation or Last Attended
ARR014 Admission Applicants For Applications Who Do Not Enter AC+1 AC = After Application Term
ARR015 Name Change Requests AC+5 AC=After Graduation or Last Attended
ARR016 Permanent Academic Records PM I
ARR017 Schedule Of Classes PM I Record Copy
ARR018 Enrollment To Date Change List AC+1 AC=After Submitted-Grouping of Students (Show all Course Changes)
ARR019 Transcript Requests AC+1 AC=After date Submitted
ARR020 Transfer Credit Evaluations AC+5 AC=After Graduation or Last Attended
ARR021 Withdrawal Requests AC+2 AC=After Graduation or date of last attendance
ARR022 Catalog Of Courses PM I Record Copy
ARR023 Classroll Adjustments AC+5 AC=End of Semester. Records include documents that authorize the admissions office to make a change to unofficial class roster after the census date .
1.1.057 ARR024 Transitory Information AC AC=Purpose Fulfilled
ARR025 Census Records PM
5.1.001 ATH001 Scholarships Contracts AC+10 AC=Expiration or termination of the instrument according to its terms.
5.1.001 ATH002 Contract Renewals AC+4 AC=Expiration or termination of the instrument according to its terms
ATH003 Eligibility Reports 10
5.1.001 ATH004 Game Contracts AC+4 AC=Expiration or termination of the instrument according to its terms.
ATH006 Hardship Waivers 5
ATH007 Participation Records 5
ATH008 Sports Sponsorship 5
ATH009 National Letters of Intent 5
ATH012 Certificates of Compliance 10
ATH013 Student Athlete Statements 5
ATH015 Institutional Information 5
ATH016 Voluntary Withdrawals 5
ATH017 Textbook Loan Agreement 2
ATH018 On-campus Recruit Visit Forms 5
ATH019 Coach Visits To Recruits 5
1.1.070 ATH020 Departmental Policies & Procedures AC+3 O AC= Completion of Project or Termination of Program, Rules, Policies or Procedures
ATH021 Athletic Student Records AC+7 AC= last enrollment. These records include academic advising records for student athletes.
1.1.019 ATH022 News Releases 2 O
ATH023 Scorebooks PM
ATH024 Athletic Student Medical Records AC+7 AC=Last Attended
ATH025 Athletes Insurance Records FE+7
1.1.057 ATH026 Transitory Information AC AC=Purpose Fulfilled
1.1.071 ATH027 Agency Rules, Policies, and Procedures-Working Files AC+3 O AC= Completion of Project or Termination of Program, Rules, Policies or Procedures
1.1 BAC001 Affiliation Agreements AC+4 AC= Term of Agreement
1.1 BAC002 Program Agreement US
5.1.001 BAC003 Leases AC+4 AC= TERM OF LEASE
5.1.001 BAC004 Contracts AC+4 AC= TERM OF CONTRACT
5.1.001 BAC005 Agreements AC+4 AC= TERM OF AGREEMENT
1.1 BAC006 Association Affiliations AV
1.1.007 BAC007 Department Correspondence 4 O
1.1.008 BAC008 General Correspondence 2
1.1.070 BAC009 Procedure Manuals AC+3 O AC= Completion of Project or Termination of Program, Rules, Policies or Procedures
1.1.067 BAC010 Administrative Reports 3 O
1.1 BAC012 Consent Agenda Support Documents 2 Records include explanatory documentation for items placed on the UT System Board of Regents meeting consent agenda.
4.6.002 BAC013 Bank Reconciliations FE+3
4.5.001 BAC014 Work Papers For Preparing Reports FE+3
BAC015 Inventory Transaction Forms FE+3 These records provide information on the transfer or disposition of items included on the annual asset inventory.
4.7. BAC016 Non Federal Grant And Contract Files AC+3 AC=Term of Contract
4.1.001 BAC017 Financial Aid Check Release Forms FE+3
4.2.003 BAC018 Cashier Transaction Reports FE+3
4.7.003 BAC019 Dishonored Checks AC+3 AC=After deemed uncollectable
4.4. BAC020 Short Term Loans AC+3 AC=Date Paid
5.6.005 BAC021 Vehicle Reports FE+3
4.7.010 BAC022 Skiles Act Transfers AC+3 AC=After Transferred (Bonding Requirement)
4.1.007 BAC023 General Revenue Appropriations FE+3
4.2.005 BAC024 Departmental Transfer Approvals FE+3
4.2.002 BAC025 Payment Records FE+3 cash receipts
4.2.007 BAC026 Scholarship Expenditure Ledger FE+3
4.2.007 BAC027 Seog/pell Reports FE+3 SEOG=Supplemental Educ. Opportunity Grant
4.7.002 BAC028 Bank Statements FE+5
4.6.001 BAC029 Bursar Balance Sheets FE+3
4.6.001 BAC030 Billing/receivable System Accounting Summaries FE+3
4.1.002 BAC031 Classroll Adjustments FE+3
4.1.002 BAC032 Fee Audit Reports FE+3
4.1.002 BAC033 Hold Purge Report FE+3
4.2.002 BAC034 Housing Transactions & Updates FE+3
4.2.002 BAC035 Billing/receivable System Purge FE+3
4.2.002 BAC036 Student Fee History Purge FE+3
4.2.002 BAC037 Property Deposit Records FE+3
BAC038 Tuition Adjustment Reports FE+3
4.1.002 BAC039 Installment Loan Records FE+3
4.1.002 BAC040 Collection Agency Records FE+3
4.5.005 BAC041 Perkins Loan Annual Report FE+3 Relates to Grants & Federal Loan Reconciliation
4.7.003 BAC042 Collection Correspondence AC+3 AC= After deemed uncollectable.
BAC043 Perkins Loan Files AC+3 AC=Life of Loan
4.6.001 BAC044 Perkins Loan Report-monthly Balancing FE+3
4.1.002 BAC045 Sponsored Student Files FE+3
4.2.002 BAC046 Foreign Check Clearing Records FE+3
4.3.003 BAC047 Check Registers FE+3
4.4.002 BAC048 Loan Fund Ledgers FE+3
4.4.001 BAC049 Statement Of Accounts FE+3
4.2.001 BAC050 Deposit Slips FE+3
4.2.005 BAC051 Vouchers FE+3
5.2.014 BAC052 Property Inventory FE+3
4.5.002 BAC053 Monthly Financial Statements FE+3
4.2.006 BAC054 Journal Vouchers FE+3
5.1.013 BAC055 Insurance Policies AC+4 AC=Expiration or Termination
4.6.002 BAC056 State Fund Reconciliations FE+3
4.1.006 BAC057 Endowment Files FE+3
4.7.010 BAC058 Bond Resolutions AC+3 AC=Life of Bond
5.4.012 BAC059 Key Requests AC+2 AC= Until superseded, date of expiration, or date of termination, whichever occurs sooner
4.5.002 BAC060 Bank One Summary Reports FE+3
4.5.005 BAC061 Vending Commission Reports FE+3
5.2.014 BAC062 Annual Inventory Certification FE+3
5.1.001 BAC063 Vending Machine Contracts AC+5 AC=LIfe of Contract
5.2.021 BAC064 Surplus Property Sales FE+3
4.1.007 BAC065 Permanent University Funds Bond Reimbursements FE+3
5.2.015 BAC066 Surplus Property Authorization Forms FE+3
4.7. BAC067 Equipment Inventory Number Register LA+3
4.7. BAC068 Account Profiles AC+3 To Set Up New Accounts, AC=Life OF Account
4.7.003 BAC069 Cancelled Student Accounts Receivables AC+3 AC=After deemed uncollectable
4.7.003 BAC070 Cancelled Installment Tuition Loans AC+3 AC=After deemed uncollectable
4.2.002 BAC071 Credit Card Copies Visa/mc/amex/discover FE+3 IVR/Web Electronic Copies
4.7.003 BAC072 Returned Checks AC+3 AC=After deemed uncollectable
1.2.005 BAC073 Records Retention Schedule (SLR105) US
1.2.008 BAC074 Authority To Dispose Of State Records FE+3
4.5.003 BAC075 Annual Financial Report AC+6 I AC= September 1 of odd-numbered calendar years. This series is submitted to the Texas State Publications Depository Program.
1.2.010 BAC076 Records Disposition Logs 10
4.7. BAC077 Indirect Cost Calculations FE+5
1.2.012 BAC078 Records Inventory Worksheets US
4.7.008 BAC079 Federal Grants AC+3 AC=Satisfaction of all Uniform Administrative Requirement for Grants and Cooperative Agreements to State and Local Governments (the Common Rule).
1.1.020 BAC080 Public Information Requests-not Exempted AC+1 AC= Date Request Fulfilled
1.1.021 BAC081 Public Information Requests-exempted AC+2 AC=Date of Notification that Records are Exempt
BAC082 Installment Tuition Loan Promissory Notes AC+5 AC= After paid in full
1.1.057 BAC083 Transitory Information AC AC=Purpose Fulfilled
1.1.071 BAC084 Procedure Manuals-Working Files AC+3 O AC=Completion or Termination of Procedures
4.5.006 BUD001 Annual Budget Reports FE+3
1.1.004 BUD002 Legislative Budget Requests AC+6 I AC=September 1 of odd-numbered calendar years. This series is submitted to the Texas State Publications Depository Program.
4.5.001 BUD003 Leg. Budget Drafts & Work Papers AC+6 AC=Passage of Appropriations Act
3.3.010 BUD005 Quarterly Fte Report 3
4.5.006 BUD006 Annual Operating Budget FE+3
3.3.031 BUD007 Ipeds 3
1.1.057 BUD008 Transitory Information AC AC=Purpose Fulfilled
4.5.006 BUD009 Budget Recommendation Forms ("BDL") FE+3
1.1 CCS001 Center for Community Service Learning Advisory Meeting Minutes AV
CCS002 President's Higher Education Community Service Honor Roll AV O
CCS003 Carnegie Foundation Community Engagement Classification 5 O These records relate to the University's applications for a community engagement classification assigned by the Carnegie Foundation for the Advancement of Teaching.
1.1.008 CP001 General Correspondence 2
5.1.007 CP002 Printing Logs AV
5.1.007 CP003 Job Tickets AV
5.2.008 CP004 Maintenance Contracts LA+3
5.1. CP005 Mail Box Rent File 2
5.1. CP006 Change of Address 2
5.1.003 CP007 Delivery Notices 2
5.1.003 CP008 Registered Mail Receipts 2
5.1. CP009 Reregistered Mail List 1
5.1. CP010 Mail Box Key Deposit File AC+1 AC= Release of Box
5.1. CP011 Stamp Stock Requests 2
5.1.005 CP012 Postage Due Reports FE+3
5.1. CP013 Mail Volume Reports 2
5.1. CP014 Mail Permit 81 Log 1
5.1. CP015 Metered Mail Log 1
5.1. CP016 Postage Use Summary 2
5.1. CP017 Presort Mail Log 1
5.1. CP018 Certified, Registered, Insured Mail Log 1
5.1. CP019 Airmail Log 1
1.1.057 CP020 Transitory Information AC AC=Purpose Fulfilled
1.1.008 CR001 General Correspondence 2
1.1.063 CR002 Staff Meeting Minutes 1
1.3.001 CR003 Campus Recreation Brochure AC+2 AC= Until superseded or obsolete. This series is submitted to the Texas State Publications Depository Program.
1.1.043 CR004 Employee Training Handbook US+1
5.1.001 CR005 Facilities Rental Agreement AC+4 AC= Term of Agreement
CR006 Maverick Activities Membership Application Forms US
4.2.002 CR007 Cash Register Tapes/Receipt Books FE+3
4.2. CR008 Guest Services Transaction Logs FE+3
CR009 Group Exercise & Intramural Sports Registration Forms FE+3
4.2 CR010 Fit Test/massage Appointment Scheduling Logs FE+3
CR011 Campus Recreation Participant Registration Forms US
CR012 Client Files For Fit Test/personal Training/dietitian FE+3
1.1. CR013 Student Waivers & Indemnity Agreements FE+3
5.4.001 CR014 Incident/misuse Reports CE+5
CR015 Cheerleader Activity Applications AC+5 AC= after applicants are chosen
3.1 CR016 Cheerleading Contracts AC+5 AC=Term of Contract (uts Guidelines)
1.1.070 CR017 Departmental Policies & Procedures AC+3 O AC= Completion of Project or Termination of Program, Rules, Policies or Procedures
1.1.057 CR018 Transitory Information AC AC= Purpose Fulfilled
1.1.071 CR019 Departmental Policies & Procedures Working Files AC+3 O AC= Completion of Project or Termination of Program, Rules, Policies or Procedures
1.1.057 CS004 Transitory Information AC AC=Purpose Fulfilled
CS005 Student Counseling Records AC+10 AC=After last contact with student. TAC 22.21 ch.465, Rule 465.22
5.1.001 DE001 Agreements, Contracts, & Leases AC+4 AC=Term of Agreement, Contract, or Lease
1.1.008 DE002 General Correspondence 2
1.1.057 DE005 Transitory Information AC AC=Purpose Fulfilled
3.1. DO001 Faculty Information AC+5 AC=Term of Appointment
1.3.001 DO002 Brochures AC+2 AC=Until superseded obsolete. This series is submitted to the Texas State Publications Depository Program.
DO003 Student Information AC+5 AC=Date of Last Attendance. Records may include: course add and drop requests, correspondence with dean and staff, contracts, student status and progression, advisors' meeting notes, and scholarships.
1.1. DO004 Approved Academic Centers PM
1.1.008 DO005 General Correspondence 2
1.1.007 DO006 Administrative Correspondence 4 O
1.1.067 DO007 Reports-Administrative 3 O
DO008 Curriculum Review 10
1.1.057 DO011 Transitory Information AC AC=Purpose Fulfilled
DO012 Gooslby Leadership Academy Records AV The Goolsby Leadership Academy resides in the College of Business. Accepted applicants complete required coursework and participate in leadership-developing activities.
1.1.007 DSA001 Administrative Correspondence 4 O
1.1.008 DSA002 General Correspondence 2
1.1. DSA003 Meeting Minutes-Student Advisory Committee 5 I
5.1.001 DSA004 Contracts AC+4 AC= Life of Contract
5.1.001 DSA005 Agreements AC+4 AC= Life of Agreement
DSA006 Student Travel Forms AC+4 AC= End of fiscal year
1.1.057 DSA007 Transitory Information AC AC= Purpose Fulfilled
5.4. EHS001 Audiometric Examinations AC+5 AC= Term of Employment
5.4. EHS002 Film Badges-Dosimetry Reports PM
5.4. EHS003 Survey Meters 3
5.4. EHS004 Radiation Inventory 3
5.4. EHS005 Leak Testing of Sealed Sources 5
5.4. EHS006 Texas Hazard Communications Act Inventory 30
5.4.001 EHS007 Employer's First Report of Injury AC+5 AC= after disposition of case
5.4. EHS008 Manifests of Hazardous Waste Disposal AC+3 AC=Disposal of Waste
5.4. EHS009 Radioactive Material License PM 25 TAC 289.251
1.1. EHS010 Radiation Safety Committee Minutes 3 O
5.4. EHS011 Receipt, Transfer & Disposal-Radioactive Material PM
5.4. EHS012 Material Safety Data Sheets AV After receipt of updated sheet or the hazardous chemical is no longer present in the university, as applicable.
1.1.057 EHS013 Transitory Information AC AC=Purpose Fulfilled
EHS014 Certificate of X-Ray Registration AC+3 AC= Expiration or cancellation
EHS015 Receipt, Transfer and Disposal- X-Ray PM
1.1.057 EHS015 Transitory Information AC AC=Purpose Fulfilled
EHS016 Waste Water Discharge Permit 3
EHS017 Manifests of Universal Waste AC+3 AC=Disposal of Waste
5.4.003 EHS018 Fire and Safety Inspection Records AC+3 AC=Inspection or date of correction of a deficiency
EHS019 HEOA Campus Fire Log 7
EHS020 Certificate of Laser Registration US
EHS021 Receipt, Transfer & Disposal-Lasers PM
EHS022 Manifests of Medical Waste AC+3 AC=Disposal of Waste
EHS023 Accident Reports and Documentation CE+5 CE=Calendar Year End. 29 CFR 1904.33
3.3.001 EOS001 Affirmative Action Plan 5
3.3.001 EOS002 Uta's Texas Opportunity Plan 5
1.1.006 EOS003 Individual Claims AC+3 AC=Resolution of Claims
3.3.031 EOS004 EEO - Reports 3
3.3.022 EOS005 Work Force Annual Report 3
3.3.022 EOS006 Veteran's Workforce Summary 3
1.1.057 EOS007 Transitory Information AC AC=Purpose Fulfilled
1.1.008 FAS001 General Correspondence 2
1.1.063 FAS002 Internal Staff Meeting Minutes 1
1.1.007 FAS003 Administrative Correspondence 4 O
FAS004 Scholarship Applications AC+3 AC=After Audit
FAS005 Appointment (Hiring) Forms AC+3 AC=After Audit
FAS007 Financial Aid Award Construction AC+3 AC=After Audit
FAS008 Valedictorian Certificates AC+3 AC=After Audit
FAS009 Electronic Loan Certification AC+3 AC=After Audit
FAS010 Financial Aid Student Files AC+3 AC=After Graduation or Last Attended. These records include FAFSA results and supporting documentation, copies of income tax returns, IRS transcripts, and other documents that support the student's application.
FAS011 Institutional Student Information Records AC+3 AC=After Graduation or Last Attended
1.1.057 FAS013 Transitory Information AC AC=Purpose Fulfilled
1.1.070 FM001 Physical Plant Procedures AC+3 O AC=Completion or Termination of Procedures
1.1.070 FM002 Thermal Energy Plant Procedures AC+3 O AC=Completion or Termination of Procedures
5.1.001 FM003 Utility Agreements AC+4 AC=Life of Agreement
5.1.001 FM004 Construction Contracts AC+4 O AC=Life of Contract
5.2.003 FM005 Building Blue Prints & Specifications LA/AC+2 O AC=Life of Lease
1.1.008 FM006 General Correspondence 2
5.2. FM007 Energy Management Plan US
5.2.010 FM008 Operations & Parts Manual LA
5.2. FM009 Records & Energy Management Usage AV
5.2.008 FM010 Equipment Repair & Maintenance Records LA+3
5.2. FM011 Thermal Energy Plant Equipment Logs LA Operating Logs
5.2. FM012 Boiler Inspection Reports LA
5.4.012 FM013 Key Issuance Records AC+2 AC=Until Superseded, Expired, or Termination Date
1.1.057 FM014 Transitory Information AC AC=Purpose Fulfilled
3.4.007 FM015 Vacation and/or Sick Leave Requests FE+3
FM016 Asbestos Medical Records AC+30 AC=Term of Employment
4.1.001 FWC001 Accounts Payable FE+3
1.1.070 FWC002 Procedure Manuals AC+3 O AC=Completion of Project or Termination of Program, Rules, Policies or Procedures
5.4.002 FWC003 Building Emergency Procedures US
3.1 FWC004 Faculty Files AC+5 AC= termination of employment
1.1.070 FWC005 Departmental Policies & Procedures AC+3 O AC=Completion or Termination of Program, Rules, Policies or Procedures
3.4.006 FWC006 Time Cards FE+4
5.1.001 FWC007 Contracts AC+4 AC=Term of Contract
4.2.001 FWC008 Deposit Slips FE+3
5.2.014 FWC009 Property Inventory FE+3
4.5.002 FWC010 Monthly Financial Statements FE+3
5.1 FWC011 Key Requests US+3
5.2.014 FWC012 Annual Inventory Certification FE+3
4.2.002 FWC013 Credit Card Copies Visa/MC/AMEX/Discover FE+3
4.5.006 FWC014 Annual Operating Budget FE+3
5.2.011 FWC015 Warranties AC+1 AC=Term of Warranty
1.1.064 FWC016 Self Evaluations & Peer Reviews FE+3
5.2.008 FWC018 Equipment Maintenance Log LA+3
3.2.001 FWC019 APS Forms/Independent & PIFs AC+4 AC=After termination of employee or after amendment, expiration, or termination of authorization, whichever sooner.
3.2.001 FWC020 APS Forms/Casual & Employee AC+4 AC=After termination of employee or after amendment, expiration, or termination of authorization, whichever occurs sooner.
4.2.005 FWC021 Requests to Purchase FE+3
5.1.001 FWC022 Advertising Contracts AC+4 AC=Term of Contract
1.1. GCS001 Preaward Proposals AC AC=Acceptance or Rejection of Proposal
4.7 GCS002 Postaward Proposals AC+5 AC=After Completion of Contract
4.7 GCS003 Grants, Federal & Other AC+5 AC=Term of Grant
1.1.057 GCS004 Transitory Information AC AC=Purpose Fulfilled
1.1.064 GEN001 University Performance Measures and Documentation FE+3
1.1.038 GEN002 Customer Surveys AC AC=Final disposition of survey summary reports
1.1.013 GEN003 Calendars, Appointment, and Itinerary Records CE+1 O Records documenting appointments, and other activities of university officials and employees.
1.1.023 GEN004 Organization Charts US I
1.1.048 GEN005 Litigation Files Created in Anticipation of or in Adjudication of a Lawsuit AC+1 I AC= as applicable, decision of the university not to file a lawsuit or decision that a lawsuit will not be filed against it; dismissal of a lawsuit for want of prosecution or on motion of plaintiff, or final decision of a court.
1.1.059 GEN006 Certified Agendas or Tape Recordings of Closed Meetings AC+2 AC= the date of the meeting or completion of pending action involving the meeting, whichever is later. Government Code, Section 551.104(a)
1.3.002 GEN007 Publication Development Files AV I
3.1.002 GEN008 Applications for Employment- Hired AC+5 AC= termination of employment
3.1.011 GEN009 Employee Insurance Records AC+5 AC= until superseded or termination of employment
3.1.014 GEN010 Employment Selection Records 2
3.1.019 GEN011 Performance Appraisals 2 29 CFR 1620.32(c)
3.1.031 GEN012 Employee Benefits other than Insurance AC+2 AC= until superseded or termination of employment
3.2.001 GEN013 Employee Deduction Authorizations AC+4 AC= After termination of employee or after amendment, expiration, or termination of authorization, whichever occurs sooner
3.2.002 GEN014 Employee Earnings Records 4 40 TAC 815.106(i)
3.2.005 GEN015 W-4 Tax Forms AC+4 AC= Until superseded or obsolete or upon separation of employee. 26 CFR 31.6001.1(e)(2)
3.2.009 GEN016 State Deferred Compensation AC+5 AC= all accounts with a vendor or vendors for the individual participant have been closed.
3.4.004 GEN017 Overtime Authorizations 2
4.7.004 GEN018 Capital Asset Records LA+3
4.7.011 GEN019 Texas Facilities Commission Statements FE+3
1.1.060 GEN020 Audio or Videotapes of Open Meetings AC + 90 days AC= official approval of written minutes of the meeting by the governing body of an agency
3.1. HR001 Separated Faculty/staff Personnel Files AC+5 AC=Term of Employment; Minimum Information Needed to Verify Employment
3.1 HR002 Current Faculty/Staff Personnel Files AC+75 AC=Term of Employment
3.1 HR003 Retired Faculty/staff Personnel Files AC+50 AC=Term of Employment
3.4.002 HR004 Leave Records FE+3
3.1 HR005 Student Personnel Files-separated AC+5 AC=Term of Employment
3.1 HR006 Current Student Personnel Files AC AC=Term of Employment. After separation, the records are maintained according records series HR005.
3.1.001 HR007 Application/resumes-not Hired 2
3.3.031 HR009 Affirmative Action Reports 3
1.1.007 HR010 Administrative Correspondence 4 O
1.1.008 HR011 General Correspondence 2
1.1.008 HR012 Personnel-o-grams 2 Personnel Information Sent to Employees
3.1.023 HR013 Job Descriptions AC+4 AC= Until superseded or job eliminated. 40 TAC 815.106(i)
3.1.018 HR014 Grievance Files AC+5 AC=Resolution of Grievance
3.3. HR015 Pay Plan US The pay plan is a pay structure or set of pay rates used to pay a defined group of employees.
3.1.029 HR016 Employment Eligibility Documentation AC+1 AC=Termination of employment
1.1.070 HR017 Staff Handbook AC+3 O AC=Completion or Termination of Handbook
3.3.015 HR018 Position Audits (reviews) US+3
5.4.013 HR019 Disaster Recovery Plan US
3.1. HR020 Workman's Compensation Insurance Claims CE+5
3.1. HR021 Appointment Letters FE+3
3.2.010 HR022 Hris Reports & Documentation AC+4 AC=Fiscal Year End
1.1.057 HR023 Transitory Information AC AC=Purpose Fulfilled
1.1.071 HR024 Staff Handbook-working Files AC+3 O AC=Completion or Termination of Handbook
3.3.011 HR025 Former Employee Verification Information AC+75 AC= end of employment
4.1.001 HUC001 Accounts Payable FE+3
4.2.005 HUC002 Purchase Requests FE+3
4.2.005 HUC003 Purchase Orders FE+3
5.2. HUC004 Occupancy Reports 5
5.1.001 HUC005 Vendor Contracts AC+4 AC=Close of Contract
4.5.002 HUC006 Deposit Reports FE+3
3.1. HUC008 Temp. Services Request AC+3MO AC=Term of Employment
1.1.008 HUC009 General Correspondence 2
4.4.002 HUC010 Account Receivables FE+3
5.1.001 HUC011 Residence Hall Contracts AC+4 AC=Term of Contract
5.2. HUC012 Room Change Forms AC+3 AC=Term of Contract
5.2. HUC013 Hall Change Forms AC+3 AC=Term of Contract
5.2. HUC014 Residence Hall Status Card AC+3 AC=Term of Contract
5.2. HUC015 Student Information AC+3 AC=Term of Contract
5.2. HUC016 Contract Release Form AC+3 AC=Term of Contract
5.2. HUC017 Residence Hall Roster US
5.2. HUC018 Wait List 1
1.1.067 HUC019 Housing Reports 3 O
1.1.070 HUC020 Policies Manual AC+3 O AC=Completion or Termination of Policy Manual
5.1.001 HUC021 Lease Agreements AC+4 AC=Term of Lease
5.1. HUC022 Leasee Data Files AC+3 AC=Term of Lease
5.2.014 HUC023 Housing Inventory FE+3
5.2. HUC024 Occupant Termination Notices AC+3 AC=Date of Notice
5.2. HUC025 Security Deposit Files AC+3 AC=Refund or Forfeiture of Deposit
4.7.005 HUC026 Delinquent Account File AC+3 AC=Payment of Account
4.1.005 HUC027 Merchandise Inventories FE+3
5.2. HUC028 Housing Reservations AC AC=After Semester Ends
5.2.011 HUC029 Warranties AC+1 AC=Term of Warranty
1.1.067 HUC031 Building Supervisor's Reports 3 O
5.2.008 HUC032 Maintenance Work Orders LA+3
5.2.003 HUC033 Blueprints, Plans & Drawings LA O
1.1 HUC034 Alcohol Beverage Requests FE+4
1.1.057 HUC035 Transitory Information AC AC=Purpose Fulfilled
1.1.071 HUC036 Departmental Policies & Procedures Working Files AC+3 O AC= Completion of Project or Termination of Program, Rules, Policies or Procedures
1.1.007 IA001 Administrative Correspondence 4 O
1.1.008 IA002 General Correspondence 2
1.1.002 IA003 Audit Reports AC+7 AC=Publication or release of final audit findings
1.1.002 IA004 Audit Work Papers AC+7 AC=publication or release of final audit findings
1.1.070 IA005 Internal Audit Manual AC+3 O AC=Completion or Termination of Internal Audit Manual
1.1.064 IA006 Self Evaluations & Peer Reviews FE+3 O
1.1.057 IA007 Transitory Information AC AC=Purpose Fulfilled
1.1.071 IA008 Internal Audit Manual-working Files AC+3 O AC=Completion or Termination of Internal Audit Manual
1.1.002 IA009 Reports-Audits From State Auditor's Office AC+7 I AC= Publication or release of of final audit findings.
1.1.008 IE001 General Correspondence 2
IE002 International Student Records AC+5 AC=Last Attended
1.1.057 IE003 Transitory Information AC AC=Purpose Fulfilled
IRPE001 University Accountability Data AV These records include information collected for submittal to the Texas Higher Education Coordinating Board accountability system or the UT System accountability report, or the Chancellor's dashboard.
1.1 IRPE002 Accreditation Reports, Final US+5
1.1.007 IRPE003 Coordinating Board Correspondence 4
1.1.067 IRPE004 Coordinating Board Reports PM O
1.1.038 IRPE005 External Survey Responses AC AC= Final disposition of summary report.
1.3.002 IRPE006 Factbook Files (Work Files) AV O
1.3.001 IRPE007 Factbook Files (final files) PM O This series is submitted to the texas State Publications Depository Program.
IRPE008 Faculty Credentials AC+75 AC= termination of employment
1.1.067 IRPE009 IPEDS Survey Reports 5 O
IRPE010 Data Received from National Student Clearinghouse AV
1.1.064 IRPE011 University Performance Measures FE+3
IRPE012 Program Change Requests & Documentation AV O These records include documents, notifications, and requests for approval of a new academic program or the teaching of an existing program electronically or at a site distant from the main campus.
1.1.065 IRPE013 Quality Enhancement Plan (QEP) Data AV
IRPE014 Quality Enhancement Plan (QEP) Reports PM I
IRPE015 Results of Ad Hoc Data Requests AV
IRPE016 SACS Substantive Change Documents PM O
3.2.006 IRPE017 Salary Survey Files 4
1.1.038 IRPE018 Students and/or Faculty Survey Responses AC AC= final disposition of summary report based on responses. These records are individual Responses
1.1.067 IRPE019 Students and/or Faculty Survey Results 3 O
IRPE020 Tenure Documents AC+75 AC= termination of employment
IRPE021 Unit Effectiveness Process (UEP) Reports FE+10
1.1.067 IRPE022 Coordinating Board Edit Report 3 O
LIB001 Shelf Lists US
LIB002 Voyager Database US Voyager Automated Card Catalog
1.1.007 LIB004 Administrative Correspondence 4 O
1.1.063 LIB005 Executive Council & Division Meeting Minutes 1 I
4.1.002 LIB006 Lost Book Bills FE+3
4.1.002 LIB007 Fines Listing FE+3
LIB008 Town Borrowers File AC+3 AC=Close of Account
1.1.008 LIB009 General Correspondence 2
5.3.004 LIB010 Serials Files AV
5.1.011 LIB011 Photocopier Records AV
5.3.004 LIB012 Interlibrary Loan Requests AV Orders to Other Libraries
5.3.004 LIB013 Bindery Files AV
5.3.004 LIB014 Order Files AV
5.1.004 LIB015 Mailing Lists US
LIB016 Transfer To Title Records PM
LIB017 Artifact/Manuscript Holdings File PM
5.1.007 LIB018 Photo Duplication Requests AV
LIB020 Accession Records PM Books and Materials Lists
LIB021 Conservation/preservation Files AV
1.1. LIB022 Gift Files PM I
LIB023 Collections Inventories P Inventory of Holdings
LIB024 Special Collections Files PM Describes Donated Collections
1.1.057 LIB025 Transitory Information AC AC=Purpose Fulfilled
1.1.024 LIB026 Plans & Planning Records AC+3 O AC=Decision made to implement (or not) program
1.1.070 ME001 Student I.D. Procedure AC+3 O AC=Completion or Termination of Policies or Procedures
1.1.057 ME002 Transitory Information AC AC=Purpose Fulfilled
1.1.071 ME003 Student I.d. Procedures-working Files AC+3 O AC=Completion or Termination of Policies or Procedures
5.4.012 ME004 Mav Express Card Access Data AC+3 AC=Until superseded, or date of expiration or termination, whichever is sooner
5.4.012 ME005 Identification Card Creations AC+3 AC=Until superseded, date of expiration, or date of termination,whichever occurs sooner.
5.4.012 ME006 Patron Bio Data AC+2 AC= until superseded, date of expiration, or date of termination, whichever is soonest.
1.1. OD001 Endowments PM I
1.1.070 OD002 Development Board Bylaws AC+3 I AC= completion or termination of program, rules, policies or procedures.
1.1.059 OD003 Minutes-Development Board AC+2 I AC=date of the meeting or completion of pending action whichever is later
1.1.007 OD004 Administrative Correspondence 4 O
1.1.008 OD005 General Correspondence 2
OD006 Donor Files AC+3 AC=After Audit
1.1.057 OD007 Transitory Information AC AC= Purpose Fulfilled
1.1 OD008 Gift Records Daily Batch Files PM O
4.7 OD009 Donor Giving Files PM O
4.7 OD010 Daily Gift Log Reports FE+5
4.7 OD011 Endowment Compliance Reports FE+10
4.7 OD012 Voluntary Support of Education Reports PM
4.7 OD013 Building Naming Inventory Reports FE+10 O
1.1.058 OGS001 Graduate Assembly Meeting Minutes PM I Retain 1 year and transfer to University Archives
4.7 OGS002 Research Enhancement Proposals AC+5 O AC=Term of Grant
4.7 OGS003 Research Enhancement Awards AC+5 O AC=Term of Grant
4.5.002 OGS004 Research Enhancement Reports FE+3
1.1. OGS005 Graduate Degree Proposals PM I
3.3.011 OGS006 Graduate Faculty Data AC+75 AC=Term of Employment Former Employee Verification Only
OGS007 Graduate Student Permanent Records PM
OGS009 Graduate Admission Applications for Students Who Do Not Enter AC+1 AC= After application term
OGS010 Application Distribution File-Statistics PM
OGS011 Score Distribution Report-Statistics PM Score=Education Testing Service Data
OGS012 Toefl Report-Statistics PM Toefl=Taking of English as Foreign Language
OGS013 Ethnic Distribution-Statistics PM
OGS014 Ethnic Seniors-Statistics PM
OGS015 GRA/GTA Report-Statistics PM GTA/GRA=Graduate Teaching/Research Assist.
OGS017 Admission Decision Report AC+5 AC=After Graduation or Last Attended
OGS018 Name Change Report AC+5 AC=Graduation or Last Attended
1.3.002 OGS019 Graduate Catalog File US O
1.3.001 OGS020 Graduate Catalog AC+2 I AC=Until superseded or obsolete. This series must be submitted to the Texas State Publications Depository Program.
1.3.001 OGS021 Graduate School Handbook AC+2 I AC=Until Superseded or Obsolete. This series must be submitted to the Texas State Publications Depository Program.
1.1.059 OGS022 Meeting Minutes, Graduate Assembly AC+2 I AC = Date of Meeting or completion of pending action whichever is later
1.1.008 OGS023 General Correspondence 2
1.1.057 OGS024 Transitory Information AC AC=Purpose Fulfilled
1.1.008 OIT001 General Correspondence 2
5.1.001 OIT002 Contracts and Leases AC+4 AC= Term of Contract or Lease
5.2.008 OIT003 Maintenance Agreements LA+3
2.1.007 OIT004 Computer Software AC AC=Until Made Usable in New Software
2.1.009 OIT005 Automated Applications Documentation AC AC= Until electronic records are migrated to a new system with documentation or there are no electronic records being retained to meet retention requiring documentation. 13 TAC 6.94
5.3.008 OIT006 Purchase Order Logbooks FE+3
4.1.002 OIT007 Departmental Charges FE+3
5.4.013 OIT008 Disaster Recovery Plan US O
2.2.002 OIT009 Requests for Services FE+3
5.2.010 OIT010 Computer Manuals LA
2.2.001 OIT011 Application System Folder AV
2.2.010 OIT012 Physical Layout US+3
1.1.070 OIT013 Operations Handbook AC+3 O AC=Completion or Termination of Handbook
5.2.008 OIT014 Equipment Maintenance Log LA+3
2.2.004 OIT015 Tape Management System Listings 3 MO
2.1 OIT016 Reports for Automatic Backup Restore/Full Dump Restore Backups 3 MO
1.1.057 OIT017 Transitory Information AC AC= Purpose Fulfilled
1.1.071 OIT018 Operations Handbook-working Files AC+3 O AC=Completion or Termination of Handbook
2.1 OIT019 Help Desk Request Logs and Reports AV
1.1.070 PD001 Field Training Guides AC+3 O AC=Completion or Termination of Guides
1.1.010 PD002 Fcc Regulations US+1
5.1.005 PD003 Certified Letter File FE+3
PD004 Appeals Verdicts 3
5.6.007 PD005 Vehicle Registration LA
PD006 Offense Reports 3
PD007 Incident Reports 3
PD008 Calls For Service 3
PD009 Uniform Crime Reports, Monthly 3
PD010 Juvenile Records AC AC= age of majority
PD011 Dispatch Logs FE+2
PD012 Criminal Trespass Warnings 2
PD013 National Crime Info Center/texas Crime Info Center Activity 1
PD014 Bicycle Registration 1
PD015 Vehicle Impound Cards FE of return or disposal of property + 3 years
1.1.057 PD016 Transitory Information AC AC=Purpose Fulfilled
5.6.004 PD017 Drivers' License Checks AC AC=Until superseded or terminated
1.1.071 PD018 Field Training Guides-Working Files AC+3 O AC=Completion or Termination of Guides
3.1.026 PD019 Criminal Background Checks 180 days
PD020 Uniform Crime Reports, Annual P
1.1.007 PRE001 Administrative Correspondence 4 O Evaluate After 3 Years
1.1.008 PRE002 General Correspondence 2
1.1.048 PRE003 Court Cases AC+20 O All Statutes of Limitation Must be Met Before File is Closed; AC=Disposition of Case
1.1. PRE004 Gift Records PM I
3.3. PRE005 Outside Employment Requests AC+75 AC=Term of Employment
1.1. PRE006 Committee Appointments AC+5 AC=Term of Appointment
1.1. PRE007 Committee Responsibilities AC+5 AC=Term of Appointment
1.1.055 PRE008 Strategic Plan AC+6 I AC= September 1 of odd-numbered calendar years. This series is submitted to the Texas State Publications Depository Program.
1.1.023 PRE009 Organizational Charts US I
1.1.068 PRE010 Reports-Performance AC+6 AC=9/1 of Odd Years
1.1.057 PRE011 Transitory Information AC AC=Purpose Fulfilled
1.1.007 PRE012 Administrative Correspondence-UT System 4 O
1.1.007 PRE013 Administrative Correspondence-Southern Association of Colleges (SAC) 4 O
1.1.007 PRO001 Administrative Correspondence 4 O
1.1.008 PRO002 General Correspondence 2 O
1.1. PRO003 Request for Approval of Academic Departments. AC+5 I AC= decision to approve or disapprove
1.1. PRO004 Request for Approval of Centers AC+5 I AC= decision to approve or disapprove
1.1.067 PRO005 Committee Reports 4 O
1.1.014 PRO006 Legal Correspondence AV O
1.1.070 PRO008 Academic Procedures AC+3 O AC=Completion or Termination of Procedures
PRO009 Student Grievances Appeals AC+5 AC=Date of Graduation or Date of Last Attendance
3.1.037 PRO011 Professor Emeritus Nominations AC+5 I AC= termination of employment
3.3. PRO012 Tenure Letters AC+75 AC=Term of Employment
3.1 PRO013 Full-Time Faculty Leave of Absence Requests AC+5 AC=Term of Leave
1.1.057 PRO015 Transitory Information AC AC=Purpose Fulfilled
1.1.071 PRO016 Academic Procedures-Working Files AC+3 O AC=Completion or Termination of Procedures
1.1.038 PRO017 Student Feedback Surveys/Student Evaluations of Teaching 5
3.1 PRO018 Faculty/Administrative Offer Letter Packages AC+5 AC=After term of employment
4.5.002 PRS001 Adjustments, 9m Reconciliation FE+3
3.2.001 PRS002 APS Forms/Independent & Pifs AC+4 AC=After termination of employee or after amendment, expiration, or termination of authorization, whichever occurs sooner.
3.2.001 PRS003 APS Forms/Casual & Employee AC+4 AC=After termination of employee or after amendment, expiration, or termination of authorization, whichever occurs sooner.
3.2.008 PRS004 Direct Deposit Forms US
3.2.001 PRS005 Garnishments/With Deduction Support AC+4 AC= termination of employee or after amendment, expiration, or termination of authorization whichever occurs sooner.
3.2.003 PRS006 GLACIER/NRA Information AC+4 AC=Tax Due Date, date claim is filed, or date tax is paid, whichever occurs later. 26 CFR 31.6001-1(e)(2)
3.2.001 PRS007 Insurance Changes AC+4 AC=After Termination of Employee or After Amendment, Expiration, or Termination or Authorization , Whichever Occurs Sooner
3.2.001 PRS008 Insurance Premium Billing Recon/cbo AC+4 AC=After termination of employee or after amendment, expiration, or termination of authorization, whichever sooner.
3.2.001 PRS009 Misc. Employee (bonds, Contribs, Etc) AC+4 AC=After termination of employee or after amendment, expiration, or termination of authorization, whichever sooner.
3.2.003 PRS010 Payment Request Forms (pre 2008) AC+4 AC=Tax Due Date, date claim filed, or date tax is paid, whichever is later. 26 CFR 31.6001-1(e)(2)
4.5.002 PRS011 Payroll Close Out Records FE+3
3.2.001 PRS012 Retiree Payments AC+4 AC=After termination of employee or after amendment, expiration, or termination of authorization, whichever sooner.
3.2.001 PRS013 Trs/traqs Report AC+4 AC=After termination of employee or after amendment, expiration, or termination of authorization, whichever sooner.
3.1.031 PRS014 Uci - Twc Quarterly Report AC+2 AC=Until Superseded or Termination of Employment
4.5.002 PRS015 Wage Verifications For Gov Agencies FE+3
4.5.002 PRS016 Work Study Billing/reconciliation FE+3
3.2.003 PRS017 W-2/1098/1099/1042s Tax Work Papers AC+4 AC=Tax Due Date, date claim is filed, or date tax is paid, whichever is later. 26 CFR 31.6001-1(e)(2).
3.2.003 PRS018 W-2 Forms - Returned AC+4 AC=Tax due date, date claim is filed, or date tax is paid, whichever is later. 26 CFR 31.6001-1(e)(2).
3.2.003 PRS019 W-8 BEN AC+4 AC=Tax Due Date, date claim is filed, or date tax is paid, whichever is later. 26 CFR 31.6001 -1(e)(2)
3.2.003 PRS020 W-9 AC+4 AC=Tax Due Date, date claim is filed, or date tax is paid, whichever is later. 26 CFR 31.6001 -1(e)(2)
3.2.003 PRS021 8233 Tax Form AC+4 AC=Tax Due Date, date claim filed, or date tax is paid, whichever is later. 26 CFR 31.6001-1(e)(2)
1.1.057 PRS022 Transitory Information AC AC=Purpose Fulfilled
4.2.005 PS001 Purchase Order File FE+3
4.2.005 PS002 Request To Purchase File FE+3
1.1.008 PS003 General Correspondence 2
5.3.007 PS004 Bid Documentation FE+3
5.3.008 PS005 Purchasing Logs FE+3
1.1.057 PS006 Transitory Information AC AC=Purpose Fulfilled
3.3.023 PS007 Requests and Authorizations for Travel and Other Reimbursable Expenses FE+3
4.2.007 PS008 Procard Purchase Records FE+3
4.7 PS009 Procard Applications AC+1 AC=Cancellation of Card. This record series includes information related to applying for Procards for departmental purchases.
4.1.001 PS010 Procard Statements FE+3
4.2.002 PUB001 Deposit Receipts FE+3
5.1.001 PUB002 Advertising Contracts AC+4 AC=Term of Contract
1.1.008 PUB003 General Correspondence 2
1.1.070 PUB004 Departmental Policies & Procedures AC+3 O AC=Completion or Termination of Policies or Procedures
PUB005 Publications Scholarship Files FE+3 These records include a list of student names, scholarships awarded and amounts, specific to the Publications department.
1.3.001 PUB006 Shorthorn Bound Copies AC+2 AC=Until Superseded or Obsolete.
1.1.057 PUB007 Transitory Information AC AC=Purpose Fulfilled
1.1.071 PUB008 Departmental Policies & Procedures-working Papers AC+3 O AC=Completion or Termination of Policies or Procedures
RAD001 Scientific Misconduct Files AC+7 AC= completion of proceedings. 42CFR93.317, Ch.1, subchapter H, Part 93, subpart C. 317
RAD002 Protocols for Research Involving Human or Animal Subjects or DNA AC+3 AC= completion or expiration of study, or until resolution of noncompliance issues
RAD003 Institutional Review Board/IACUC/IB/COI Meeting Minutes 3 O
RAD004 Export Control Documents 5 These records include internal documents such as technology control plans, eternal documents such as licenses submitted to and approved by the Department of State or the Department of Commerce for the export of controlled items.
RAD005 Health Screen Monitoring for Animal Research Program 10
1.1.008 SA001 General Correspondence 2
1.1. SA002 Student Activities Board Bylaws And Constitution US I
1.1. SA004 Society Rosters 5
1.1. SA005 Greek Grade Waivers 5 These records are signed by students acknowledging that their grades are being checked and shared with the leadership in their chapter.
1.1. SA006 Greek Rosters 5
1.1. SA007 Greek Council Bylaws And Constitution AV I
SA008 Uta Volunteer Bylaws And Constitution US I
SA009 FLOC (Freshman Leaders on Campus) Applications AV I
1.1 SA010 Campus & Community Involvement Records AV
1.1.070 SA011 Student Activities Departmental Policies and Procedures, final version AC+3 O AC=Completion or Termination of Policies or Procedures
1.1.057 SA012 Transitory Information AC AC=Purpose Fulfilled
1.1.071 SA013 Student Activities Policies & Procedures-Working Files AC+3 O AC=Completion or Termination of Policies or Procedures
1.1.008 SDR001 General Correspondence 2
1.1. SDR002 Student Attorney Case Files AC+5 AC= Last Attended
1.1. SDR003 Code of Conduct US+3
SDR004 Behavior Intervention Team Records AC+5/PM AC= disposition of case. AC+5=referrals to Behavior Intervention Team. PM= records of violence against the community
1.1.070 SDR005 Student Conduct Departmental Policies & Procedures AC+3 O AC=Completion or Termination of Policies or Procedures
1.1.057 SDR006 Transitory Information AC AC=Purpose Fulfilled
1.1.071 SDR007 Departmental Policies & Procedures-Working Files AC+3 O AC=Completion or Termination of Policies or Procedures
SDR008 Student Discipline Records AC+5/PM AC=Disposition of Case. AC+5 = records reported violations. PM= assessment of a penalty of suspension, expulsion, denial, revocation of degree and/or revocation of diploma
1.1.057 SDR009 Transitory Information AC AC= Purpose Fulfilled
1.1.070 SES001 Manuals AC+3 O AC=Completion or Termination of Manuals
SES002 Student Applications AC+5 AC= Termination of employment
1.1. SES003 Yearly Employers Files, Federal Work Study off Campus 1 These records include annual contracts with employers who hire UT Arlington students participating in the federal work study off campus jobs as part of the yearly grant.
SES004 Off Campus Work Study Files 1
1.1.008 SES005 General Correspondence 2
1.1.057 SES006 Transitory Information AC AC=Purpose Fulfilled
1.1.071 SES007 Manuals-working Files AC+3 O AC=Completion or Termination of Manuals
1.1.008 SGO001 General Correspondence 2
1.1. SGO002 Student Organization Records P O
1.1. SGO003 Homecoming Files AV O
1.1.070 SGO004 Departmental Policies & Procedures AC+3 O AC=Completion or Termination of Policies or Procedures
1.1.057 SGO005 Transitory Information AC AC=Purpose Fulfilled
1.1.071 SGO006 Departmental Policies & Procedures - Working Files AC+3 O AC=Completion or Termination of Policies or Procedures
1.1.058 SGO007 Student Congress Resolutions PM I
SGO008 Election Records 60 days O
1.1.070 SHS001 AIDS Policy Statement AC+3 O AC=Completion or Termination of Policies Statement
SHS002 Medical Records for Students Who Enter AC+10 AC=Last Attended
SHS003 Student Health Insurance Files AC+10 AC=Last Attended
1.1.057 SHS004 Transitory Information AC AC=Purpose Fulfilled
1.1.071 SHS005 AIDS Policy Statement-Working Papers AC+3 O AC=Completion or Termination of Policies Statement
1.1.008 SLS001 General Correspondence 2
1.1 SLS002 Student Attorney Case Files AC+5 AC=Last Attended
1.1.070 SLS003 Departmental Policies & Procedures AC+3 O AC=Completion or Termination of Policies or Procedures
1.1.057 SLS004 Transitory Information AC AC=Purpose Fulfilled
1.1.071 SLS005 Departmental Policies & Procedures-Working Files AC+3 O AC=Completion or Termination of Policies or Procedures
1.1.008 SWD001 General Correspondence 2
5.1.001 SWD002 Department Of Assistive And Rehabilitative Services (dars) AC+4 AC=Term of Contract
1.1.070 SWD003 Departmental Policies & Procedures AC+3 O AC=Completion or Termination of Policies & Procedures
1.1.057 SWD004 Transitory Information AC AC=Purpose Fulfilled
1.1.071 SWD005 Departmental Policies & Procedures-working Files AC+3 O AC=Completion or Termination of Policies or Procedures
5.5 TCC001 Telephone Department Summary FE+3 These records contain a summary of all phone lines, long distance, installations, moves, exchanges, and radio items charged on specific account numbers.
5.5.001 TCC002 Long Distance Detail FE+3
5.5. TCC003 Long Distance Authorization Numbers US
5.5.001 TCC004 Telephone Billings FE+3
5.2.019. TCC005 Service Calls and Work Orders 1
5.2.008 TCC006 Pbx Records LA+3
1.1.008 TCC007 General Correspondence 2
1.1.057 TCC008 Transitory Information AC AC=Purpose Fulfilled
TS001 Placement Files AC+1 AC=After Graduation or Last Attended
TS002 Credit by Exam Score AC+5 AC=Date Received
TS003 Credit by Exam Files AC+5 AC=Date Received
1.1.019 UCOM01 Chronological News Releases 2 O
1.1.019 UCOM02 Cable TV Files 2 O
1.1.008 UCOM03 Departmental Correspondence 2
1.1.070 UCOM04 Departmental Procedures AC+3 O AC=Completion or Termination of Procedures
1.1.057 UCOM05 Transitory Information AC AC=Purpose Fulfilled
1.1.071 UCOM06 Departmental Procedures-Working Files AC+3 O AC=Completion or Termination of Procedures
1.1.043 UCS001 Training Materials US+1
3.3.030 UCS002 Training Records US+2
3.3. UCS003 Institutional Compliance Action Plan FE+3
4.5.002 UCS004 Quarterly Reports-System FE+3
4.5.002 UCS005 Quarterly Reports - High Risk FE+3
1.1.064 UCS006 High Risk Area Files FE+3
1.1 UCS007 Hot Line Information FE+1
1.1.057 UCS008 Transitory Information AC AC=Purpose Fulfilled
1.1 UCS009 Compliance Work Plan AC+3 O AC= Decision made to implement or not to implement result of planning process.
1.1 UCS011 Compliance Committee Minutes FE+6
1.1.070 UCS012 Management Leadership Tool AC+3 O AC= termination of program
1.1.038 UCS013 Compliance Awareness Surveys AC AC= summarization of surveys
1.1.070 UCS014 Standards of Conduct AC+3 O AC= termination of policy
1.1.064 UCS015 Quality Assurance Reviews FE+3

Archival Review Codes:

  • I = Identified as a archival: contact Special Collections
  • O = Contact Special Collections for Direction
  • Vital records are indicated with "X" in Vital column

Retention Codes:

  • AC = After closed. If AC is used, define the condition that indicates closure
  • AV = As long as administratively useful or valuable
  • CE = End of calendar year (December 31)
  • FE = End of fiscal year (August 31)
  • LA = Life of asset
  • PM = "Permanent" retention required
  • US = Until superseded