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Records Control Locator Aids

Includes indexes, card files, shelf lists, registers, guides, etc.

Identification

Record Series Item Number
1.2.013
Retention Policy Number
432
Series
1.2 - Administrative Records-Records Management

Retention Period

Total Retention
AC

Characteristics

Final Repository
LOCAL UNIT
Vital
No
Remarks
AC = When control aid is updated, revised, or no longer needed. CAUTION; These records must carry the same retention period and archival code of the records they support.

Status

Last Update
10/15/21 12:40
GUID
UNTRRS-916

Records Inventory Worksheets

Identification

Record Series Item Number
1.2.012
Retention Policy Number
431
Series
1.2 - Administrative Records-Records Management

Retention Period

Total Retention
US

Characteristics

Final Repository
COMPLIANCE/LOCAL UNIT
Vital
No
Remarks
Units should keep a copy of the inventory/records management plan after submitting a copy to the Institutional Records Management program.

Status

Last Update
6/29/21 9:23
GUID
UNTRRS-915

Records Transmittal Forms - Agency Copy

Forms indicate records transferred to storage or a transfer of legal custody.

Identification

Record Series Item Number
1.2.006
Retention Policy Number
217
Series
1.2 - Administrative Records-Records Management

Retention Period

Total Retention
AC + 2

Characteristics

Final Repository
ARCHIVES
Vital
No
Remarks
AC= Date of authorization for destruction, permanent transfer from storage, or transfer to the Archives.

Status

Last Update
10/15/21 12:38
GUID
UNTRRS-911

Records Retention Schedule (SLR 105)

University copy. Formerly RMD 105. Includes documentation of certification and approval - forms SLR 105C (formerly RMD 105C) and/or other forms designated by the State Records Administrator.

Identification

Record Series Item Number
1.2.005
Retention Policy Number
216
Series
1.2 - Administrative Records-Records Management

Retention Period

Total Retention
US

Characteristics

Archival
I
Final Repository
ARCHIVES
Vital
Yes
Remarks
The original copy is retained by the State and Local Records Management Division of the Texas State Library and Archives Commission.

Status

Last Update
10/15/21 12:38
GUID
UNTRRS-910

Records Management Plans

Records management plans and similar records that establish the policies and procedures under which records and information are managed in the University.

Identification

Record Series Item Number
1.2.014
Retention Policy Number
215
Series
1.2 - Administrative Records-Records Management

Retention Period

Total Retention
US + 1

Characteristics

Archival
I
Final Repository
ARCHIVES
Vital
No
Remarks
The Local Unit will maintain the documents which pertain to their departments records management plan.

Status

Last Update
6/29/21 9:26
GUID
UNTRRS-917

Records Disposition Log

Logs or similar records listing records destroyed or transferred to the Archives. This will show the records series title, dates of records, and date destroyed or transferred.

Identification

Record Series Item Number
1.2.010
Retention Policy Number
214
Series
1.2 - Administrative Records-Records Management

Retention Period

Total Retention
10

Characteristics

Final Repository
COMPLIANCE
Vital
No
Remarks
Departments should send original copy of logs to Institutional Compliance Office.

Status

Last Update
6/29/21 10:00
GUID
UNTRRS-913

Forms History File

Print masters of original version and all subsequent revisions to the University form, including any associated design or design modification requests.

Identification

Record Series Item Number
1.2.003
Retention Policy Number
117
Series
1.2 - Administrative Records-Records Management

Retention Period

Total Retention
AC + 1

Characteristics

Final Repository
LOCAL UNIT
Vital
No
Remarks
AC = Discontinuance of use of form.

Status

Last Update
10/15/21 12:36
GUID
UNTRRS-908
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