Records management ensures the responsible creation, maintenance, retention, and disposal of university records in compliance with federal and state regulations. It supports both day-to-day operations and the long-term preservation of historically significant materials.
The University Libraries provide campus-wide support for records management, including:
- Guidance for managing active records during their retention period
- Support for archiving records of historical value
- Assistance with submitting records for disposition according to the Records Retention Schedule (RRS)
FAQ
What is a record?
A record is any recorded information created or received in the course of university business and maintained as evidence of a transaction or decision. Records can be in any format, including paper, digital, audio, or video.
- Record Copy: The official version of a record that must be retained per the Records Retention Schedule (RRS) and logged before disposal.
- Non-Records: Items such as drafts, personal notes, or convenience copies that hold no lasting value. These may be disposed of at any time without completing a Records Disposition Log.
What should I know before disposing of a record?
Before disposing of any official university records, you must submit a Records Disposition Log to be reviewed and approved by the TXST Records Manager and Archivist. Information for the RDL form includes:
- Record Series Number (from the RRS)
- Record Series Title
- Retention Period
- Start and End Dates of the records
What is a Record Retention Schedule (RRS)?
All university records must be retained in accordance with the Texas State University Records Retention Schedule, which specifies how long each type of record must be kept.
- Find your Records Series Number, Title, and Retention Period
- Apply retention timelines based on Fiscal Year (FE), or Calendar Year (CE), or event-based (AC) retention codes
When can I dispose the records?
Records must be retained for their full retention period before being eligible for disposal. Use the current Disposition Dates Tables to determine when records can be destroyed.
- FE+x = based on Fiscal Year End (August 31)
- CE+x = based on Calendar Year End (December 31)
- AC+x = based on an event (e.g., separation, last enrollment)
Records Management Policies and Training
The university's Records Retention Schedule (RRS) is certified by the Texas State Library and Archives Commission (TSLAC) and is valid through December 2029. It applies to all university records, regardless of format.
We offer bi-annual records management training, department-specific workshops by request, and one-on-one consultations to support your records needs.
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View Policy Information
University Records Management Policy: UPPS 01.04.32
UPPS 01.04.32 outlines the responsibilities for managing university records, including:
- Authority to retain and dispose of records using the official Records Retention Schedule (RRS)
- Definition of a Records Administrator (Section 02.08): An employee designated to manage records on behalf of their department
- Recommendation that Records Administrators complete records training every two years to stay current with best practices and university policy (Section 05)
This policy ensures accountability and compliance across all university units.
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View Training Information
Upcoming Trainings or Request a Session
Want to learn more about records retention, completing a disposition log, or archiving materials?
We offer:
- Records management basics training twice per year
- Department-specific workshops by request
- One-on-one consultations
Request a training or consultation using our Archives & Records Contact Form.
Ethics and Compliance Training
All Texas State University employees are required to complete ethics and compliance training every two years.
This training includes a section on records management, helping staff:
- Understand what qualifies as a record
- Follow appropriate retention and disposition procedures
- Reduce risk through proper documentation practices
Training reminders are sent by Human Resources or your department head.
State of Texas Certification
Texas State University's Records Retention Schedule (RRS) is certified by the Texas State Library and Archives Commission (TSLAC) every five years. The current certification is valid through December 2029. This schedule applies to all university records, regardless of format.