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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AC= Until Superseded or termination of employment.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

Disputed Call Documentation

Documentation relating to disputed long distance calls, including documents evidencing repayment by employees for personal log distance use.

Identification

Record Series Item Number
5.5.007
Retention Policy Number
81
Series
5.5 - Support Services Records-Telecommunication

Retention Period

Total Retention
FE + 3

Characteristics

Final Repository
TELECOMMUNICATIONS
Vital
No

Status

Last Update
10/19/21 13:32
GUID
UNTRRS-1164

Billing Detail - Telecommunications (other than TEX-AN)

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

Identification

Record Series Item Number
5.5.001
Retention Policy Number
26
Series
5.5 - Support Services Records-Telecommunication

Retention Period

Total Retention
FE + 3

Characteristics

Final Repository
TELECOMMUNICATIONS/LOCAL UNIT
Vital
No

Status

Last Update
10/19/21 13:29
GUID
UNTRRS-1159
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