Disposition Instructions

Before you begin, ensure your records have reached the end of their required retention period. Refer to the Records Retention Schedule and Disposition Dates pages for details.

Do not dispose of any record if it is subject to legal action, an open records request, audit, or investigation. Wait until the action is fully resolved and the retention period has expired.

1. When in doubt, treat it as a record
   • Unsure if it's a record or just a copy? Treat it as a record and proceed accordingly.
2.  Defer to the longest retention period.
   • If a record fits multiple series or requirements, use the longest retention period.
3. Group similar records.
   • One line per record series is enough. Don't break records out by year or type.

Step 1: Open the Form

Use the Records Disposition Log Form via Adobe Acrobat Sign.

• The form must be completed by a designated Records Coordinator (not a student worker).
• Include name, title, contact info, and department.

Step 2: Identify Records

Use the Records Retention Schedule to find:

• Records Series Number
• Title
• Retention Period

Enter these in Columns 1-3 of the log. Be sure to include all formats (paper and electronic).

Keep full fiscal years or semesters together. Don't split across periods.

Step 3: Add Retention Dates

Use the Disposition Dates page to determine when your records are eligible.

• Column 4: Start Date of the record group
• Column 5: End Date of the record group

Step 4: Measure and Disposal Method

• Column 6: Estimate volume (e.g., inches of paper, number of files, GB of data).
• Column 7: Indicate the method of disposal:
  • Shred - for confidential or sensitive information
  • Recycle/Trash - only for non-sensitive, public information
  • TA = Transfer to Archives - for records identified as historically significant (see instructions below)

Final Steps

After completing all required fields in the Records Disposition Log:

1. Submit the form via Adobe Acrobat Sign to:
   • Participant 2: Joy Pitts (ioj21@txstate.edu)
   • Participant 3: Your own name and NetID@txstate.edu
2. Wait for approval from the Records Manager
3. Once approved, proceed with destruction or archival transfer
4. Complete Column 8 (disposition date), sign, and submit
5. The University Records Manager retains final signed logs for 10 years.

Some records require permanent preservation. If the RRS lists a record series with an asterisk (*), it may be eligible for transfer to Special Collections and Archives.

1. In Column 7, enter TA = Transfer to Archives
2. Complete the Records Transfer Authorization Form.
3. Include a detailed inventory (see below)
4. Archives staff will review your log and notify you if archival transfer is required.

Your inventory helps us ensure accurate preservation and access. Please include:

• Box or item number
• Record Series Number and Title
• Folder titles or contents
• Format (paper, digital, artifact, etc.)

You may type this directly into the form or upload a separate document.

Examples:

Box 1 of 1: 50th Anniversary Planning

• Meeting agendas and minutes (6 folders, 2013-2015)
• Invitations and brochures (2 folders, 2015)
• 9 photos from 1965 signing event (8" x 10")
• 4 paperweights (1985)

Oversized/Unboxed Items:

• Framed painting of LBJ (~30"x50"); 1973 by artist Gladys King.
• Board with photos of young LBJ (~5' tall); 1992. Student History Association Meeting, San Marcos, Texas.

For Physical Materials:

• Label boxes sequentially (e.g., Box 1 of 3)
• Clearly list folder titles inside each box
• Include Records Series info from your Records Disposition Log

For Oversized Artifacts:

• List separately with dimensions and descriptions
• Provide historical context if known

For Digital Files

• Label folders meaningfully
• Contact Archives staff for file naming or metadata questions

Shredding is the recommended disposal method for any records containing sensitive, confidential, or personally identifiable information.

When in doubt - shred.

Departments are responsible for managing records throughout their full life cycle, including storage and secure disposal. Small amounts may be shredded in-house, but larger volumes often require coordination with a vendor.

Some departments contract with shredding companies for bulk disposal.

• Costs and services vary and departments should contact vendors directly.
• Ensure the vendor is a State- or University-approved provider.

The Records Manager does not maintain a list of shredding vendors.

If your department cannot securely dispose of digital media:

• Contact IT Security for assistance.
• Complete the Materials Management Form: Requesting Pickup of Surplus Equipment
• Under description, note: “Confidential [e.g., computers, hard drives] need(s) to be picked up and destroyed.”