Records Management

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 properly disposed of using the Records Disposition Log.
• Non-Records: Items such as drafts, personal notes, or convenience copies (duplicates kept for reference purposes) that hold no lasting value. These may be disposed of at any time without completing a Records Disposition Log form.

The Texas State University Records Retention Schedule, as certified by the Texas State Library and Archives Commission (TSLAC), is the official policy for retaining and disposing of university records as required by state records management laws.

All university records must be maintained in accordance with the RRS, which specifies how long each type of record must be kept.

Records must be retained for their full retention period as defined in the Records Retention Schedule before becoming eligible for disposition. Once records have met retention, you may request authorization to dispose of them by completing a Records Disposition Request Form form, to be reviewed and approved by the TXST Records Manager and Archivist.

Do not dispose of any record if it is subject to a legal action, open records request, audit, negotiation, claim, administrative review, or if you have been notified of a records hold. Wait until the action is fully resolved and the retention period has expired before requesting disposition.

If a record fits multiple series on the retention schedule or if records series are interfiled, defer to the longest retention period. 

If you are unable to match your records to a records series on the schedule, contact the Records Manager and Archivist for assistance. Records not listed on the schedule may not be destroyed without written permission from TSLAC's Executive Director.

Departments are responsible for managing records throughout their full life cycle, including arranging for secure disposal once records have met retention and disposition has been approved through the Records Disposition Request form.

Shredding is the recommended disposal method for paper records containing sensitive, confidential, or personally identifiable information. When in doubt, shred. Small amounts may be shredded in-house. Alternatively, some departments contract with shredding companies for bulk disposal. Departments should contact vendors directly, costs and services vary. Ensure the vendor is a State or University-approved provider.

For secure destruction of removable media or hard drives, contact IT Security for assistance.

Departments are responsible for managing records throughout their full life cycle, including ensuring that they are stored appropriately. The Records Manager and Archivist is available to consult on file organization strategies and storage best practices.

For inactive paper records that have not yet met retention, offsite storage may be an option. Departments are responsible for all costs and for managing records per the RRS and state records management requirement while stored offsite. Be sure that any offsite storage facility is a State- or University-approved vendor.

Emails and digital file types are formats and may or may not be considered records depending on their content and function. The Records Retention Schedule (RRS) must be applied to all university records and is format-neutral, meaning it does not specify formats for each records series.

This answer also extends to social media posts, university websites, etc.

Scanned or digitized copies can serve as the official record copy if properly reviewed and quality checked. If the digitized copy is designated as the record copy, the original paper file becomes a convenience copy (a non-record) that can be disposed of without completing a Records Disposition Request form. The digital file must then be maintained for the full retention period of the records series as listed in the RRS.

Some records require permanent preservation in the TXST Special Collections and Archives following their retention period. These records are indicated in Column 10 of the Records Retention Schedule. Records with a PM (permanent) retention code may also be transferred to the Archives. 

To begin the transfer process, submit a Records Disposition Request form for the records. You will then be asked to complete an additional Archives Transfer Request form and submit an inventory of the materials.