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Retention Schedules

Please review these guidelines before using information in the records retention schedule.

Contact Karen Phillips if you have questions about these guidelines.

  1. Be aware of current requirements to hold records past their retention date. Records may need to be stored beyond these retention requirements if the records are part of a litigation hold, audit, or other official investigation. For these cases, the records may not be destroyed until official notice has been received authorizing the destruction. These notices of authority to resume destruction as required by the retention schedule should be retained in the department for four years.

  2. If you maintain auditable records: Ensure that all audit requirements have been fulfilled prior to final disposition.

  3. If you maintain official record copies electronically: Technical documentation for all hardware and software required to access the records completely and quickly must, by state law, be retained as long as the electronically stored records must be retained. Documentation may either be in printed or magnetic form. If the documentation is retained in magnetic format, the files and programs needed to print the documentation must also be available. If the record is imaged, current documentation of procedures in line with state requirements for imaging, indexing, storing, retrieving, and destroying the records must be maintained and followed.

  4. If you maintain "correspondence": Administrative Correspondence, state code 1.1.007 and General Correspondence, state code 1.1.008, should be used only for correspondence that is not included or directly related to another records series that is listed on the UT Arlington retention schedule. Correspondence related to a listed records series should be maintained with that record series.

  5. If you maintain official record copies of university records that are distributed to departments and not centrally stored: All departments maintaining the official record copy of these records must follow the applicable retention requirements.

  6. Provide legally-mandated protection for public and confidential records. Records deemed confidential by the Texas Open Records Act and current Attorney General Opinions and records that are considered restricted by University or UT System must be protected against unauthorized disclosure. Records that are deemed public by the same means or by opinion of the OGC must be available and accessible should they be requested for a public information request. All requests for information are reported immediately to the Vice President for Business Affairs and Controller, who is the university's Public Information Officer (PIO).

  7. If you maintain vital records in any format: Vital records require backup plans for the maintenance and safe placement of current versions and instructions for their location if the official record copy is destroyed by flood, fire, or other means.