Archival University Records: Records that are used for research and reference by University offices, students, and the general public and may be retained permanently due to their lasting historical value: Special Collections, The University of Texas Library serves as the official archives for UT Arlington.
Certification: The process, inclusive of recertification, by which the records retention schedule or amendments to the schedule are approved for use.
Confidential Records: Records to which public access is denied under the Texas Government Code, Chapter 552, or other state or federal law: some examples are student records, personnel files, some litigation records, records that contain trade secrets, records that relate to bid competition, and memos consisting of advice, opinion or recommendations on University policymaking matters.
Departmental Records Management Contacts (RMCs): University employees designated to work with the University's records management administrator (RMA) to collect or distribute records management information and help maintain the University's records management program within their departments.
Electronic Records: Information captured through electronic means. Examples include, but are not limited to: emails, word processed documents, databases, websites, intranets, spreadsheets, PowerPoint presentations, and digital images.
Final Disposition: Final processing of state records by either appropriate destruction or archival preservation in accordance with Government Code, Chapter 441, Subchapter L.
Microfilm: The photographic process of creating miniaturized images of records on film.
Official University Record: This term applies to any written, photographic, machine-readable, or other recorded information created or received by or on behalf of the University that documents activities in the conduct of business or use of public resources. The term excludes:
- library or museum material made or acquired and preserved solely for reference or exhibition purposes
- extra copies preserved only for reference
- stocks of publications or blank forms
- correspondence, notes, memoranda, or other documents not containing a final written agreement associated with a matter conducted under an alternative dispute resolution procedure in which university personnel participated as a party, facilitated as an impartial third party, or facilitated as the administrator of a dispute resolution system or organization
Public Information Officer (PIO): Under provisions of the Texas Public Information Act (Texas Government Code, Chapter 552), the president may delegate authority as the custodian of records to the public information officer (PIO). The Vice President for Business Affairs and Controller has been appointed PIO at UT Arlington in accordance with procedures outlined in UTS139, Texas Public Information Act. Written requests for documents under the Texas Public Information Act are directed to the PIO and addressed pursuant to provisions of Open Records Requests (Procedure 13-1).
Records Management: Texas Government Code 441.180, Definitions(7) defines records management as the application of management techniques to the creation, use, maintenance, retention, preservation, and destruction of records for the purposes of improving the efficiency of recordkeeping, ensuring access to public information and reducing costs. The term includes:
- development of records retention schedules
- management of filing and information retrieval systems in any media
- adequate protection of records that are vital, archival, or confidential according to accepted archival and records management practices
- economical and space-effective storage of inactive records
- control over the creation and distribution of forms, reports, and correspondence
- maintenance of public information in a manner to facilitate access by the PIO
Records Management Administrator (RMA): An employee appointed by the records management officer to assist in the daily administration of the UT Arlington records management program.
Records Management Officer (RMO): The records management officer administers the records management program established in each state agency under Section 441.183, Texas Government Code. The president appoints the RMO and reports the appointment to the Texas State Library. The RMO for UT Arlington is the Vice President for Business Affairs and Controller.
Records Series: A group of identical or related records that are normally used and/or filed together, and that permit evaluation as a group for retention scheduling purposes is referred to as a records series. Records retention schedules generally apply to records series.
Records Retention Schedule: The records retention schedule provides a list of official records for each department and prescribes their periods of authorized retention and other data necessary for the records management program. The schedule is periodically updated to reflect the addition or deletion of records series and changes in retention needs and/or requirements.
Transitory Records: Records that are not part of an official university records series listed on the records retention schedule and that do not meet the definition of official university record.
Vital Record: An official university record necessary to the resumption or continuation of operations in an emergency or disaster, the recreation of legal and financial status, or the protection and fulfillment of obligations to the people of the State of Texas.