CAUTION: “A university record whose retention period has expired may not be destroyed if any litigation, claim, negotiation, audit, public information request, administrative review, or other action involving the record is initiated; its destruction shall not occur until the completion of the action and the resolution of all issues that arise from it.”
“A university record whose retention period expires during any litigation, claim, negotiation, audit, public information request, administrative review, or other action involving the record may not be destroyed until the completion of the action and the resolution of all issues that arise from it.”
Thank you for your diligence following these instructions.
To dispose of your department records that have met their respective retention period use the record retention schedule (07/11/12) which can be found on the records management website at: http://admin.utep.edu/recordsmgmt.
Please download as many copies of the UTEP Retention Schedule as you wish.
The RRS is your guide in identifying and classifying your records in your department.
Please follow the simple steps and if you have questions please contact Records Management (747-8726) or firstname.lastname@example.org for advice and guidance:
Note: Managing your department records should be an on going goal of each department to ensure the proper disposal of records. This process will help ensure the integrity, confidentiality and safeguarding of university records; as mandated by the Texas State Library and Archives Commission and UT Systems.
Each department at UTEP has a responsibility for its records.
UTEP Records Management Staff are available to provide advice and guidance in managing your departmental records. There is a monthly records retention training available to the UTEP community, please visit Human Resources website; Please click on the left side under "training and development" to sign up.
Each department must meet Records Management warehouse storage criteria.
Any box transported to storage must be NEW; 1 cubic foot in size.
Archival boxes (brown) must be purchased directly from Luis Chavez, at Central Warehouse, 747-8128.
Use your department's budget to pay for the boxes. Do not send old worn out boxes.
Before you send your boxes, please check the following.
Records Management will not be responsible or liable for missing documents and/or file folders not properly stored in your archival boxes.
Please identify and verify your records prior to sending off to storage.
Create an index or catalog list for each box; make 3 copies.
If an inactive document is requested by a department from storage, they must contact Records Management via e-mail (email@example.com) no phone calls accepted. Records Management will search/retrieve and deliver the documents to the department.
Retrievals Requested on: Thursday thru Friday and on Monday until 1:00pm will be delivered on Monday between 3:00pm-5:00pm.
Retrievals Requested on: Mondays after 1:00pm, Tuesday thru Wednesday will be delivered on Wednesday between 3:00pm-5:00pm.
If the emergency retrieval constitutes a "legal issue" and/or an "audit issue" an approval from the supervisor or department head will be required in the request. The retrieval will be delivered same day.
When a document/box is no longer needed the department must contact Records Management for pick up. Please follow the retrieval schedule above.
Please DO NOT return your document thru campus mail.
The following specific types of materials are designated as “non-record material” and do not contain sensitive/confidential information. These items may be disposed of as soon as they have served their purpose; requiring no administrative decisions.
Recommended retention period for the document list is ONE YEAR from graduation or date of last attendance:
Additional records with ONE YEAR retention:
Note: Although the retention period recommended for the student records listed above is one year; is is up to the discretion of the chair/dean/director of each college/department to dictate otherwise.
Please do not shred or destroy records without consultation from Records Management Services, Carmen Gonzalez, Analyst, ext. 8726, firstname.lastname@example.org
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