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Vehicle Accident Records

This series documents accidents involving vehicles owned by the University. This series may include but is not limited to: vehicle accident reports; vehicle accident claims; damage or loss of state property reports and related documentation and correspondence. Information may include: vehicle type and identification number; name of party using the vehicle; notation of condition before and after use; and authorizing signatures.

Identification

Record Series Item Number
5.6
Retention Policy Number
552
Series
5.6 - Support Services Records-Vehicles

Retention Period

Total Retention
2

Characteristics

Final Repository
ASSET MANAGEMENT/RISK MANAGEMENT
Vital
No
Remarks
Retentions based on Local Schedule PS- Retention Schedule for Records of Public Safety Agencies.

Status

Last Update
9/15/21 14:34
GUID
UNTRRS-1165

Parking Permits or Assignments

Identification

Record Series Item Number
5.6.009
Retention Policy Number
182
Series
5.6 - Support Services Records-Vehicles

Retention Period

Total Retention
US

Characteristics

Final Repository
POLICE
Vital
No
Remarks
Includes parking permits, assignments and waiting lists. Does not include deduction authorizations, see 3.2.001.

Status

Last Update
10/19/21 13:36
GUID
UNTRRS-1172

Vehicle Use Reports (Mileage)

Includes mileage, fuel/oil consumption, passengers carried and other related operational information. Vehicle Operations Logs (formerly 5.6.006).

Identification

Record Series Item Number
5.6.005
Retention Policy Number
169
Series
5.6 - Support Services Records-Vehicles

Retention Period

Total Retention
FE + 3

Characteristics

Final Repository
FINANCE AND ADMINISTRATION
Vital
No

Status

Last Update
10/19/21 13:35
GUID
UNTRRS-1169

License and Driving Record Checks

Includes the university driver form as well as the driving record check.

Identification

Record Series Item Number
5.6.004
Retention Policy Number
155
Series
5.6 - Support Services Records-Vehicles

Retention Period

Total Retention
AC

Characteristics

Final Repository
RISK MANAGEMENT
Vital
No
Remarks
AC= Until Superseded or termination of employment.

Status

Last Update
10/19/21 13:34
GUID
UNTRRS-1168

Billing Detail - Telecommunications (TEX-AN)

In addition to summary detail, includes any accompanying detailed listing of long distance calls.

Identification

Record Series Item Number
5.5.006
Retention Policy Number
551
Series
5.5 - Support Services Records-Telecommunication

Retention Period

Total Retention
FE+3

Characteristics

Final Repository
TELECOMMUNICATIONS
Vital
No
Remarks
The billing agency will maintain all long distance TEX-AN records and will provide each using agency its bill summary of centralized capitol complex telephone service without call detail records. For these bill summaries, SEE item number 4.7.011. SEE item number 5.5.001 for billing detail from carriers other than TEX-AN.

Status

Last Update
10/19/21 13:32
GUID
UNTRRS-1163

System Activity Reports

Internal listing of all incoming/outgoing University telephone activity.

Identification

Record Series Item Number
5.5.004
Retention Policy Number
315
Series
5.5 - Support Services Records-Telecommunication

Retention Period

Total Retention
AV

Characteristics

Final Repository
TELECOMMUNICATIONS
Vital
No

Status

Last Update
10/19/21 13:31
GUID
UNTRRS-1162

Station Activity Reports

Internal listing of all incoming/outgoing telephone activity to individual telephone stations.

Identification

Record Series Item Number
5.5.003
Retention Policy Number
262
Series
5.5 - Support Services Records-Telecommunication

Retention Period

Total Retention
AV

Characteristics

Final Repository
LOCAL UNIT
Vital
No

Status

Last Update
10/19/21 13:30
GUID
UNTRRS-1161

Long Distance Telephone Logs

Long distance logs created by agencies for internal documentation purposes. Includes any similar logs created for long distance facsimile or electronic transmissions.

Identification

Record Series Item Number
5.5.002
Retention Policy Number
156
Series
5.5 - Support Services Records-Telecommunication

Retention Period

Total Retention
AV

Characteristics

Final Repository
TELECOMMUNICATIONS
Vital
No

Status

Last Update
10/19/21 13:29
GUID
UNTRRS-1160
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