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 that would not be available to anyone in litigation with the University.
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.
Duplicate/Reference Copy: A duplicate copy of the official record copy of an official University record. The duplicate may be disposed of appropriately before or at the time retention requirements are met for the official record copy.
Electronic Records: Records stored in a format that only a computer can process or retrieve.
Final Disposition: Final processing of state records by either appropriate destruction or archival preservation in accordance with Government Code, Chapter 441, Subchapter L.
Official University Record: This term applies to any written, photographic, machine-readable, including email, 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 or a dispute resolution system or organization.
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 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.
Tangible Medium: Paper, microfilm, flash drive, DVD, CD, etc. that can be read without electronic hardware or software, or that can be removed and carried from one electronic device to another.