UNT | University of North Texas

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FAQ

Why is records management important?

Records management is the effective management of our information assets.  Effective records management helps in preparation for disasters, open records requests, administrative review, etc. Records Management also helps business units free up space by disposing of records which have met or exceeded their retention period in the Records Retention Schedule.

What is a University record?

A University record is any written, photographic, machine-readable or other recorded information created or received by or on the behalf of the University that documents activities in the conduct of University business or use of public resources.  A record can be in physical or electronic format; an email; or contained within a database.

What is a fiscal year?

The fiscal year for UNT runs from September 1 of one year through August 31 of the following year. For example, the 2009 fiscal year runs from September 1, 2008 through August 31, 2009. On the Records Retention Schedule, fiscal year is represented as "FE".

What is a vital record?

Vital records are records that are necessary to the resumption or continuation of University operations in the event of an emergency or disaster. They may also be records that are necessary to the recreation of the legal and financial status of the University. State law requires that vital records be backed up and stored off site.

What is a Final Disposition Log?

The Final Disposition Log ("FDL") is used to document the disposal of records at the University of North Texas. The FDL is required by the Texas State Library and Archives Commission. A records series is listed for each type of record disposed. It is not required to list EACH line individually, if all records are associated with the same records series (example: All "Cash Deposit Slips" being disposed can fall under one line).

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