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Public Information Requests - Exempted from Disclosure

Includes all correspondence and documentation relating to requests for records that are exempt under the Public Information Act (Chapter 552, Government Code).

Identification

Record Series Item Number
1.1.021
Retention Policy Number
175
Series
1.1 - Administrative Records-General

Retention Period

Total Retention
AC + 2

Characteristics

Final Repository
Office of General Counsel
Vital
No
Remarks
AC = Date of notification that records are exempt.

Status

Last Update
10/15/21 12:02
GUID
UNTRRS-870

Public Information Requests - Not Exempted

Includes all correspondence and documentation relating the requests for records that are furnished in public under Public Information Act (chapter 552, Government Code)

Identification

Record Series Item Number
1.1.020
Retention Policy Number
174
Series
1.1 - Administrative Records-General

Retention Period

Total Retention
AC + 1

Characteristics

Final Repository
Office of General Counsel
Vital
No
Remarks
AC = Date request fulfilled.

Status

Last Update
6/29/21 9:36
GUID
UNTRRS-869

Public Relations Records

News, press releases, or any public relations files maintained or issues by the University. Includes print, electronic, audio and audiovisual records.

Identification

Record Series Item Number
1.1.019
Retention Policy Number
171
Series
1.1 - Administrative Records-General

Retention Period

Total Retention
2

Characteristics

Archival
O
Final Repository
University Relations, Communications and Marketing/University Archives
Vital
No

Status

Last Update
10/15/21 12:00
GUID
UNTRRS-868

Meetings - Supporting Documentation

Documents submitted at meetings of state boards, commissions, committees and councils including exhibit items, documentation for agenda items, etc. Includes documents sent in advance of meetings for briefing purposes, some of which may not be submitted at an actual meeting.

Identification

Record Series Item Number
1.1.062
Retention Policy Number
168
Series
1.1 - Administrative Records-General

Retention Period

Total Retention
2

Characteristics

Archival
I
Final Repository
ARCHIVES
Vital
No
Remarks
See caution comment at Meetings Agenda and Minutes - Official Committees(1.1.058).

Status

Last Update
10/15/21 12:14
GUID
UNTRRS-888

Meetings - Audio or Videotapes

Audio or videotapes of open meetings of state boards, commissions, committees, and councils.

Identification

Record Series Item Number
1.1.060
Retention Policy Number
166
Series
1.1 - Administrative Records-General

Retention Period

Total Retention
AC + 90 Days

Characteristics

Archival
I
Final Repository
ARCHIVES
Vital
No
Remarks
AC = Official approval of written minutes of the meeting by the governing body of an agency. See Caution comment at Meetings Agenda and Minutes - Official Committees (1.1.058). CAUTION: Minutes of state agencies are permanent records. Audio and videotapes are not permanent media. State agencies may not retain audio or videotapes of the meetings of governing bodies in lieu of written minutes. The proceedings of all meetings of state boards, committees, commissions, and councils must be reduced to writing. Audio or videotape.

Status

Last Update
6/29/21 9:38
GUID
UNTRRS-886

Meeting Notes

Notes taken during open meetings of state boards, commissions, committees and councils from which written minutes are prepared.

Identification

Record Series Item Number
1.1.061
Retention Policy Number
165
Series
1.1 - Administrative Records-General

Retention Period

Total Retention
AC + 90 Days

Characteristics

Final Repository
LOCAL UNIT
Vital
No
Remarks
AC = Approval of the formal minutes by the governing body. See caution comment on Meeting Agenda and Minutes - Official Committees (1.1.058).

Status

Last Update
10/15/21 12:13
GUID
UNTRRS-887

Meeting Minutes - Staff

Minutes, or notes, and supporting documentation taken at internal University staff meetings during which formal minutes are taken.

Identification

Record Series Item Number
1.1.063
Retention Policy Number
164
Series
1.1 - Administrative Records-General

Retention Period

Total Retention
1

Characteristics

Final Repository
LOCAL UNIT
Vital
No
Remarks
Interagency factual data open, opinion and recommendation data confidential.

Status

Last Update
10/15/21 12:14
GUID
UNTRRS-889

Meeting Agenda and Minutes - Official Councils/ Committees

Official agenda and minutes of state boards, committees, commissions and councils that conduct open meetings as required by Government Code, Chapter 551.

Identification

Record Series Item Number
1.1.058
Retention Policy Number
163
Series
1.1 - Administrative Records-General

Retention Period

Total Retention
PM

Characteristics

Archival
I
Final Repository
ARCHIVES
Vital
No
Remarks
CAUTION: This records series and item numbers: Meetings - Certified Agendas or Tape Records of Closed (1.1.059), Meetings - Audio or Videotapes of Open (1.1.060), Meeting - Notes (1.1.061), and Meetings - Supporting Documentation (1.1.062), must be used for those state boards, committees, commissions, and councils, which by law or the biennial Appropriations Act, are administered by another state agency. These records and all others related to the functions of any of these dependent entities must be included in the records retention schedule of the administering agency.

Status

Last Update
10/15/21 12:12
GUID
UNTRRS-884

Meetings, Certified Agendas and Tape Recordings

Certified agendas or tape recordings of closed meetings of state board, commissions, committees, and councils.

Identification

Record Series Item Number
1.1.059
Retention Policy Number
154
Series
1.1 - Administrative Records-General

Retention Period

Total Retention
2

Characteristics

Final Repository
Local Unit
Vital
Yes
Remarks
AC = The date of the meeting or completion of pending action involving the meeting, whichever is later. SEE caution comment at retention policy number 1.1.058. Government Code, 551.104(a).

Status

Last Update
10/19/21 15:06
GUID
UNTRRS-1618

Legislative Appropriation Request (LAR)

Including any supporting documentation created and/or used to justify and support legislative appropriations and requests by the University.

Identification

Record Series Item Number
1.1.004
Retention Policy Number
153
Series
1.1 - Administrative Records-General

Retention Period

Total Retention
AC + 6

Characteristics

Archival
P
Final Repository
ARCHIVES
Vital
No

Status

Last Update
10/15/21 11:56
GUID
UNTRRS-860
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