Records Retention Schedule

Agency Item Number: ADM110

Record Series Item Number: 1.1.002

Description: Audits and reviews performed by or on behalf of an agency, including the working papers that support the audit. Also includes audits performed on the agency.

Retention Code: AC

Retention Period

• Year - 7
• Months - N/A
• Days - N/A

AC Definition: AC = Publication or release of final audit findings.

Archival: N/A

Remarks: The State Auditor's Office (SAO) retains any copies of its audits performed on Texas state agencies. See RSK190 for Audit Plan records and RSK195 for Audit Peer Review - Working Papers [5.4.018 and 5.4.019].

Legal Citations: N/A

Agency Item Number: ADM120

Record Series Item Number: N/A

Description: N/A

Retention Code: N/A

Retention Period

• Year - 10
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: Local Schedule DC 2275-01.

Legal Citations: N/A

Agency Item Number: ADM210

Record Series Item Number: 1.1.056

Description: Self-evaluations and plans documenting compliance with the requirements of the Americans with Disabilities Act.

Retention Code: N/A

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: 28 CFR 35.105(c).

Agency Item Number: ADM220

Record Series Item Number: 1.1.021

Description: Includes all correspondence and documentation relating to requests for records that are excepted under the Public Information Act (Chapter 552, Government Code), including records provided to the legislature under section 552.008.

Retention Code: AC

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: AC = Date of notification that records are excepted.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM230

Record Series Item Number: 1.1.020

Description: Includes all correspondence and documentation relating to requests for records that are furnished to the public under the Public Information Act (Chapter 552, Government Code). Also includes withdrawn requests.

Retention Code: AC

Retention Period

• Year - 1
• Months - N/A
• Days - N/A

AC Definition: AC = Date request fulfilled or withdrawn.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM235

Record Series Item Number: 1.1.02

Description: Includes all correspondence and documentation relating to requests for records that are requested under the public under Public Information Act (Chapter 552, Government Code), where records requested are a mix of non-excepted (fulfilled) and those that are excepted (non-fulfilled) because they are protected from required disclosure by the Public Information Act or other statutes.

Retention Code: AC

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: AC = Date request is closed, with non-excepted records provided and notification that some records are excepted.

Archival: N/A

Remarks: New series requested in 2023 by the TSUS Office of General Counsel, as most of their requests include both types.

Legal Citations: N/A

Agency Item Number: ADM240

Record Series Item Number: 1.1.072

Description: Reports made to the Office of Attorney General (OAG) on an agency's Public Information Act activities, per Government Code, 552.010.

Retention Code: N/A

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM310

Record Series Item Number: 1.1.057

Description: Communications received or sent which do not contain significant information about an institution's programs (Correspondence, Administrative) or routine agency operations (Correspondence, General). Ephemeral correspondence is useful for a very short period of time and is not related to the official ongoing duties of the department.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Purpose of record has been fulfilled.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM320

Record Series Item Number: 1.1.008

Description: Non-administrative incoming/outgoing and internal correspondence, in any media, including electronic communication, pertaining to or arising from the routine operations of the policies, programs, services, or projects of an agency.

Retention Code: N/A

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: CAUTION: This records series and item number for general correspondence should be used only for correspondence that is not included in or directly related to another records series on the agency's approved schedule. CAUTION: This records series and Correspondence - Administrativel [1.1.007] should be used only for correspondence that is not included in or directly related to another records series on the agency's approved schedule. For example, a memorandum that documents an appropriations request must be retained for the minimum retention period prescribed by UAD120 Legislative Appropriations Request [1.1.004]; a letter concerning an audit for that prescribed by ADM110 Audits [1.1.002], etc. See also ADM415 Directives - Executive Orders [1.1.011].

Legal Citations: N/A

Agency Item Number: ADM330

Record Series Item Number: 1.1.007

Description: Incoming/outgoing and internal leadership, supervisory, managerial, executive, administrative, substantive, and other high-level correspondence in any media, including electronic communication, pertaining to the formulation, planning, implementation, interpretation, modification, or redefinition of the programs, services, or projects of an agency and the administrative regulations, policies, and procedures that govern them.

Retention Code: N/A

Retention Period

• Year - 4
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: O

Remarks: ARCHIVES NOTE: Only the administrative correspondence of executive staff, board or commission members, division directors and program heads require archival review. Contact the University Archives when these records have met their retention periods. CAUTION: This records series and Correspondence - General [1.1.008] should be used only for correspondence that is not included in or directly related to another records series on the agency's approved schedule. For example, a memorandum that documents an appropriations request must be retained for the minimum retention period prescribed by UAD120 Legislative Appropriations Request [1.1.004]; a letter concerning an audit for that prescribed by ADM110 Audits [1.1.002], etc. See also ADM415 Directives - Executive Orders [1.1.011].

Legal Citations: N/A

Agency Item Number: ADM335

Record Series Item Number: 1.1.007

Description: TSUS Office/State Leadership: policy issues

Retention Code: N/A

Retention Period

• Year - 5
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: O

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM340

Record Series Item Number: 1.1.007

Description: N/A

Retention Code: N/A

Retention Period

• Year - 4
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: I

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM345

Record Series Item Number: 11.1.013

Description: Subject files documenting the executive actions of a state university. The series includes information in the form of correspondence and memoranda, policy statements, organization and program development records, reports concerning accreditation requirements, budget material, faculty and student relations, personnel matters, tenure and salary issues, physical plant development, grant awards, research programs, foundation endowments, fiscal accountability, academic requirements, student athletic issues, and other related topics. These records reflect administration of policies, coordination of institution functions, and overall management of major divisions and departments of a state university.

Retention Code: N/A

Retention Period

• Year - 4
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM405

Record Series Item Number: 1.1.006

Description: Complaints and other unsolicited feedback received by an agency from the public concerning the agency and records pertaining to the resolution of complaints.

Retention Code: AC

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: AC = Date of receipt, action taken, or final disposition of the complaint, whichever is later.

Archival: N/A

Remarks: CAUTION: If a complaint becomes the subject of litigation, it must be included in and is subject to the minimum retention period for LEG610 Litigation Records [1.1.048].

Legal Citations: N/A

Agency Item Number: ADM410

Record Series Item Number: 1.1.013

Description: Calendars, appointment books or programs and scheduling, or itinerary records maintained by staff during business hours that document appointments, itineraries, and other activities of agency officials or employees.

Retention Code: CE

Retention Period

• Year - 1
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: O

Remarks: ARCHIVES NOTE: Only the calendars, appointment, and itinerary records of the university president, executive staff, board or commission members, division directors, and program heads require archival review. Contact the University Archives when these records have met the retention period. CAUTION: A record of this type purchased with personal funds but used by a state official or employee to document his or her work activities may be a state record and subject to this retention period. See Open Records Decision 635 issued in December 1995 by the Attorney General.

Legal Citations: N/A

Agency Item Number: ADM415

Record Series Item Number: 1.1.011

Description: Any document that initiates, rescinds, or amends a regulation, policy, or procedure that governs the programs, services, or projects of an agency.

Retention Code: US

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM417

Record Series Item Number: 1.1.010

Description: Any document that officially initiates, rescinds, or amends general office procedures.

Retention Code: US

Retention Period

• Year - 1
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM420

Record Series Item Number: 5.1.004

Description: Any mailing address, telephone or fax number, or email address records maintained by an agency on its employees or on entities or persons it serves.

Retention Code: US

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM425

Record Series Item Number: 11.1.006

Description: Records created in the planning or administration of routine events, such as: reports; promotional materials; press releases and news clippings; photographs; presentation materials; schedules of speakers and activities; registration and attendance lists; participant evaluations; room reservation lists; and catering services orders.

Retention Code: AC

Retention Period

• Year - 1
• Months - N/A
• Days - N/A

AC Definition: AC = Completion of the event.

Archival: N/A

Remarks: CAUTION: Use this record series in conjunction with Administrative Records: Financial (FIN) for financial records, LEG400 for contracts [5.1.001a/b], and Administrative Records: Support Services (SVC) for purchasing records. See UAD530 and UAD550 and for records related to lecture series and university-level special events [11.1.007].

Legal Citations: N/A

Agency Item Number: ADM430

Record Series Item Number: 1.2.003

Description: Master versions of all forms used internally and externally by the agency, including subsequent revisions to an agency form or any associated design or design modification requests.

Retention Code: AC

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: AC = Until superseded or use of form is discontinued.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM435

Record Series Item Number: 1.1.069

Description: Sign-in sheets and/or logs that document attendance at an event or use of facilities. May include logs of individuals who use facilities or participate in events or services offered by the University or its colleges, departments, and/or programs.

Retention Code: N/A

Retention Period

• Year - 1
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: CAUTION: If reports are used to document performance measures, see ADM610 - Performance Measures [1.1.064].

Legal Citations: N/A

Agency Item Number: ADM437

Record Series Item Number: 5.2.026

Description: Reservation logs or similar records relating to the use of agency facilities such as meeting rooms, auditoriums, etc.

Retention Code: N/A

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM440

Record Series Item Number: 1.1.023

Description: Charts or diagrams that show the structure of an agency and the relationships and relative ranks of its departments and job positions.

Retention Code: US

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: I

Remarks: ARCHIVES NOTE: Only charts showing the overall arrangement and administrative structure of the state agency need to be transferred to the Archives (and to the Texas State Library and Archives Commission). Organizational charts showing division/department level detail are not considered archival.

Legal Citations: N/A

Agency Item Number: ADM445

Record Series Item Number: 1.1.008

Description: Non-administrative incoming/outgoing and internal correspondence, in any media, including electronic communication, pertaining to or arising from the routine operations of the policies, programs, services, or projects of an agency.

Retention Code: N/A

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: See item STU310 for transcript requests.

Legal Citations: N/A

Agency Item Number: ADM450

Record Series Item Number: 5.4.012

Description: Records relating to the issuance of keys, identification cards, building passes, passwords, signed statements or similar instruments of access to agency or state facilities, equipment or automated systems.

Retention Code: AC

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: AC = Until superseded, date of expiration, or date of termination, whichever sooner.

Archival: N/A

Remarks: NOTE: Security access for residence halls / campus housing must be retained for Clery Act purposes; see ADM451.

Legal Citations: N/A

Agency Item Number: ADM451

Record Series Item Number: 16.3.010

Description: Records relating to the issuance of keys, identification cards, building passes, passwords, signed statements or similar instruments of access to residence halls.

Retention Code: AC

Retention Period

• Year - 7
• Months - N/A
• Days - N/A

AC Definition: AC = Until superseded, date of expiration, or date of termination, whichever sooner.

Archival: N/A

Remarks: Required by Clery Act.

Legal Citations: N/A

Agency Item Number: ADM455

Record Series Item Number: 5.2.019

Description: Requests or work orders for repairs or maintenance to facilities, vehicles, or equipment completed by internal agency personnel or external service providers.

Retention Code: N/A

Retention Period

• Year - 1
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM460

Record Series Item Number: 1.1.040

Description: Notes or text of speeches, papers, presentations, or reports delivered in conjunction with agency work.

Retention Code: AC

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: AC = End of event, until superseded, or obsolete.

Archival: O

Remarks: ARCHIVES NOTE: University-level speeches, papers, and addresses should be sent to the University Archives for preservation. TSUS-level speeches, papers, and addresses should be reviewed by the State Archives.

Legal Citations: N/A

Agency Item Number: ADM470

Record Series Item Number: 1.1.038

Description: Surveys soliciting feedback from customers, clients, or stakeholders of an agency (students, alumni, employees, patrons, clients, etc.), and the statistical data maintained rating an agency's performance.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Final disposition of summary report, or date of decision not to produce a report, as applicable.

Archival: N/A

Remarks: CAUTION: For results used for IE data or outcomes, use ADM610 Performance Measures [1.1.064]. See ADM810 Reports and Studies (Non-Fiscal) [1.1.067] for summary reports compiled from customer surveys.

Legal Citations: N/A

Agency Item Number: ADM482

Record Series Item Number: 1.1.043

Description: Instructional materials and other records developed by an agency associated with training the entities or non-personnel individuals it regulates or serves, including but not limited to training manuals, course registration, class rosters, sign-in sheets, syllabuses, course outlines, and similar training aids used in external training programs.

Retention Code: AC

Retention Period

• Year - 1
• Months - N/A
• Days - N/A

AC Definition: AC = Close of training session, after training materials superseded, or termination of training program, as applicable.

Archival: N/A

Remarks: See PER625 for internal personnel training materials [3.3.030]. CAUTION: Does not include hazardous material training records. See RSK330 [5.4.007].

Legal Citations: N/A

Agency Item Number: ADM490

Record Series Item Number: 18.3.001

Description: Records of elections held by various faculty and staff organizations. May include but not limited to: ballots; tabulations; and related documentation.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Results are verified.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM499

Record Series Item Number: 1.1.057

Description: Records of temporary usefulness that are not an integral part of a records series of an agency, that are not regularly filed within an agency’s recordkeeping system, and that are required only for a limited period of time for the completion of an action by an official or employee of the agency or in the preparation of an ongoing records series. Transitory records are not essential to the fulfillment of statutory obligations or to the documentation of agency functions. See page xii for examples.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = After purpose has been fulfilled.

Archival: N/A

Remarks: Retention us usually less than 1 year; often less than 1 month. CAUTION: Records management officers should make certain records are not part of another records series listed in this schedule or, for records series unique to an agency, are not part of a records series that documents the fulfillment of the statutory obligations of the agency or the documentation of its functions. The disposal of transitory information need not be documented through destruction signoffs (ADM730) or in records disposition logs (ADM740), but agencies should establish procedures governing disposal of these records as part of its records management plan (ADM710).

Legal Citations: N/A

Agency Item Number: ADM500

Record Series Item Number: 1.1.026

Description: Copies of all proposed, withdrawn, emergency, and adopted rules; open meetings notices; or any other documents required by law to be submitted to the Texas Register.

Retention Code: AC

Retention Period

• Year - 1
• Months - N/A
• Days - N/A

AC Definition: AC = Date of publication in the Texas Register.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM510

Record Series Item Number: 1.1.058

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

Retention Code: PM

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: I

Remarks: ARCHIVES NOTE: Agency retains permanent record copy. The archival requirement (see Texas Government Code, Section 324.008(d)) will be met by sending a copy to the Archives and Information Services Division, Texas State Library and Archives Commission. CAUTION:  This records series and ADM511, ADM512, and ADM513 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.

Legal Citations: N/A

Agency Item Number: ADM511

Record Series Item Number: 1.1.059

Description: Agendas, minutes, or audiovisual recordings of closed meetings of state boards, commissions, committees, and councils.

Retention Code: AC

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: AC = The date of the meeting or completion of pending action involving the meeting, whichever is later.

Archival: N/A

Remarks: CAUTION:  This records series and ADM511, ADM512, and ADM513 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.

Legal Citations: Government Code, 551.104(a).

Agency Item Number: ADM512

Record Series Item Number: 1.1.060

Description: Audiovisual recordings of open meetings of state boards, commissions, committees, and councils.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - 90

AC Definition: AC = Official approval of written minutes of the meeting by the governing body of an agency.

Archival: N/A

Remarks: CAUTION: It is an exception to the AC+90 days retention that if an agency does not prepare written minutes, it must retain recordings of open meetings permanently, following the same retention requirements of ADM510/UAD110 [1.1.058]. See also caution comment at ADM510/UAD110.

Legal Citations: N/A

Agency Item Number: ADM513

Record Series Item Number: 1.1.061

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

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - 90

AC Definition: AC = Approval of the formal minutes by the governing body.

Archival: N/A

Remarks: CAUTION: This records series and ADM511 [1.1.059], ADM512 [1.1.060], ADM513 [1.1.061], and ADM514 [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.

Legal Citations: N/A

Agency Item Number: ADM514

Record Series Item Number: 1.1.062

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

Retention Code: N/A

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: I

Remarks: CAUTION: This records series and ADM511 [1.1.059], ADM512 [1.1.060], ADM513 [1.1.061], and ADM514 [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.

Legal Citations: N/A

Agency Item Number: ADM520

Record Series Item Number: 1.1.063

Description: Minutes, notes, agendas and supporting documentation taken at internal meetings that function primarily to: establish, interpret or evaluate administrative policies; perform strategic planning; or create new university initiatives. May also includes any meetings related to the University System or with meetings with the leadership of other universities.

Retention Code: N/A

Retention Period

• Year - 4
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: I

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM530

Record Series Item Number: 1.1.063

Description: This series documents the meetings of the faculty and/or staff of a college, department, or office that sets policy and procedures for the unit. These meetings may concern routine matters of procedure and topics such as program development, planning, administrative and personnel management, and assessments of future needs.

Retention Code: N/A

Retention Period

• Year - 4
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: I

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM540

Record Series Item Number: 1.1.063

Description: This series documents the proceedings and actions of the faculty senate. Discussions and actions of the faculty senate deal with such areas as curriculum, program development, promotion and tenure, and legislative relations.

Retention Code: N/A

Retention Period

• Year - 4
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: I

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM550

Record Series Item Number: 1.1.063

Description: N/A

Retention Code: N/A

Retention Period

• Year - 1
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM560

Record Series Item Number: 1.1.063

Description: N/A

Retention Code: N/A

Retention Period

• Year - 1
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM570

Record Series Item Number: 11.1.015

Description: N/A

Retention Code: N/A

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: O

Remarks: CAUTION: Federal or state regulations may require longer retention periods (for example, radiation committee meeting records must be retained permanently). See series listed under section RSK for meetings related to environmental issues. For committees specific to Clery (Clery Compliance Committee and Data Integrity Liaisons), Clery Act Compliance Officer (CACO) will maintain all records. See ADM550 Meeting Records - Staff [1.1.063] for Staff Meeting minutes and notes. See Section 17.3 for review board records related to research

Legal Citations: N/A

Agency Item Number: ADM575

Record Series Item Number: 11.1.015

Description: This series documents the relationship and participation of institution units in external professional and educational associations and other organizations. The unit's role may be one of membership on the advisory or administrative board, participation in a task force or subcommittee, or one of membership in consortia. This series may include but is not limited to: promotional information; rules and regulations; reports; proposals and planning records; workshop and conference records; surveys and questionnaires; minutes; and related documentation and correspondence.

Retention Code: N/A

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition:

Archival: O

Remarks: CAUTION: Refer to ADM570 Meeting Records - Committees, Councils, Task Forces [11.1.015] for meeting records of internal university committees.

Legal Citations: N/A

Agency Item Number: ADM610

Record Series Item Number: 1.1.064

Description: Any records of an agency needed for the documentation of output, outcome, efficiency, and explanatory measures in an agency's appropriations request or strategic plan, and for performance measures used to manage the agency.

Retention Code: FE

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: See ADM840 [1.1.068] for reports on agency performance measures. CAUTION: The FE+3 retention period overrides any shorter retention period for a records series in this schedule if the records series is needed for documentation of agency performance measures.

Legal Citations: N/A

Agency Item Number: ADM630

Record Series Item Number: 1.1.024

Description: Plans and records relating to the process of planning new or redefined programs, services, or projects of an agency that are neither included in nor directly related to other records series in this schedule.

Retention Code: AC

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: AC = Decision made to implement or not to implement result of planning process.

Archival: O

Remarks: ARCHIVES NOTE: Data processing planning records are not archival.

Legal Citations: N/A

Agency Item Number: ADM640

Record Series Item Number: 1.1.055

Description: Operational strategic plans, which include descriptions of information resources programs, prepared in accordance with Government Code, 2054.095 and 2056.002. Includes working files and related documentation used in creating the final plan.

Retention Code: AC

Retention Period

• Year - 6
• Months - N/A
• Days - N/A

AC Definition: AC = September 1 of odd-numbered calendar years.

Archival: N/A

Remarks: ARCHIVES NOTE: The final version of Strategic Plans must be submitted to the Texas State Publications Depository Program per 13 TAC 3.3(a)(2)(C). Working files and related documentation used in creating the final plan are not subject to archival review and may be disposed of at the expiration of the retention period. For strategic plans for individual departments/programs, SEE item ADM630 Plans and Planning Records [1.1.024]. Strategic Plans that include Clery will be maintained by the Associate VP of Institutional Compliance.

Legal Citations: N/A

Agency Item Number: ADM710

Record Series Item Number: 1.2.014

Description: Records management plans and similar records that establish the policies and procedures under which records and information are managed in an agency.

Retention Code: US

Retention Period

• Year - 1
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM720

Record Series Item Number: 1.2.005

Description: A records retention schedule (i.e. form SLR 105) that identifies the records that are created and maintained by an agency, provides the minimum timeframes the records must be retained, and includes instructions for their disposition. This series may include working files and documentation of certification and approval by the Texas State Library and Archives Commission.

Retention Code: US

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: Original is retained for 50 years by the State and Local Records Management Division, Texas State Library and Archives Commission. Clery Act Compliance Officer (CACO) will review annually and maintain copies.

Legal Citations: N/A

Agency Item Number: ADM730

Record Series Item Number: 1.2.001

Description: Documents authorizing final disposition of records under a certified records retention schedule. Records may also include destruction authorizations (e.g. form RMD 102) approved by Texas State Library and Archives Commission.

Retention Code: N/A

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: CAUTION: If destruction authorizations are maintained as part of ADM740 Records Disposition Logs [1.2.010], then longer retention period applies.

Legal Citations: N/A

Agency Item Number: ADM740

Record Series Item Number: 1.2.010

Description: Logs or similar records listing records disposed of by an agency, which might include records series title, dates of records, and date of disposition.

Retention Code: N/A

Retention Period

• Year - 10
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: CAUTION: Disposition can mean destroyed or transferred. Clery Act Compliance Officer (CACO) is included in the review process and will keep relevant copies.

Legal Citations: N/A

Agency Item Number: ADM760

Record Series Item Number: 1.2.006

Description: Forms used to track the transmittal of records to/from onsite and offsite storage areas or a transfer of physical custody.

Retention Code: AV

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: Clery Act Compliance Officer (CACO) is included in the review process and will keep relevant copies.

Legal Citations: N/A

Agency Item Number: ADM770

Record Series Item Number: 1.2.012

Description: Worksheets or working papers used to capture records inventory information, including location tracking and to document existence and requirements of a records series.

Retention Code: US

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM772

Record Series Item Number: 1.2.013

Description: Documentation used to provide and improve access to records. Includes indexes, card files, shelf lists, registers, guides, and other finding aids.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = When aid is superseded, or no longer needed because associated records have been destroyed.

Archival: N/A

Remarks: CAUTION: These records must carry the same retention period and archival code of the records they support.

Legal Citations: N/A

Agency Item Number: ADM780

Record Series Item Number: 1.2.015

Description: Transmittals and related service documentation (e.g. form RMD 109) for disaster recovery services provided by TSLAC or other entities.

Retention Code: FE

Retention Period

• Year - 1
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM785

Record Series Item Number: 1.2.016

Description: Forms used by TSLAC (e.g. form RMD 113) or other entities to establish disaster recovery services, authorize agency staff to access the media, etc.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Until superseded or termination of service.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADM810

Record Series Item Number: 1.1.067

Description: Annual, sub-annual, or special reports or studies on non-fiscal aspects of an agency's programs, services, or projects compiled by agency personnel, by advisory committees, or by consultants under contract with an agency that are not noted elsewhere in this schedule. Includes reports distributed either internally or to other entities.

Retention Code: N/A

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: O

Remarks: See ADM820 Reports and Studies (Non-Fiscal) - Raw Data [1.1.065] for raw data used to produce reports. ARCHIVES NOTE: The final version of these agency reports must be submitted to the Texas State Publications Depository Program per 13 TAC 3.3. The requirement is met by sending the required copies of the reports to the Texas State Publications Depository Program, Texas State Library and Archives Commission. Working files and related documentation used in creating the final report may be disposed of at the expiration of the retention period.

Legal Citations: N/A

Agency Item Number: ADM820

Record Series Item Number: 1.1.065

Description: Information or data collected and compiled for the purpose of producing non-fiscal reports.

Retention Code: AV

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: See ADM810 Reports and Studies (Non-Fiscal) [1.1.067] for reports produced from raw data. CAUTION: Does not include source documentation used for information or data included in or directly related to another records series in this schedule. See especially ADM610 Performance Measures Documentation [1.1.064].

Legal Citations: N/A

Agency Item Number: ADM830

Record Series Item Number: 1.1.067

Description: Statistical reports that are used to write annual, sub-annual, or special reports or studies on non-fiscal aspects of an agency's programs, services, or projects compiled by agency personnel, by advisory committees, or by consultants under contract with an agency that are not noted elsewhere in this schedule. Includes statistical reports distributed either internally or to other entities.

Retention Code: N/A

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: O

Remarks: See ADM820 Reports and Studies (Non-Fiscal) - Raw Data [1.1.065] for raw data used to produce reports. ARCHIVES NOTE: The final version of these agency reports must be submitted to the Texas State Publications Depository Program per 13 TAC 3.3. The requirement is met by sending the required copies of the reports to the Texas State Publications Depository Program, Texas State Library and Archives Commission. Working files and related documentation used in creating the final report may be disposed of at the expiration of the retention period. Statistical data may have long-term value to the creating department and may have archival value.

Legal Citations: N/A

Agency Item Number: ADM840

Record Series Item Number: 1.1.068

Description: Quarterly and annual reports on agency performance measures submitted to executive and legislative offices.

Retention Code: AC

Retention Period

• Year - 6
• Months - N/A
• Days - N/A

AC Definition: AC = September 1 of odd-numbered calendar years.

Archival: N/A

Remarks: See ADM610 [1.1.064] for documentation used to produce reports on agency performance measures.

Legal Citations: N/A

Agency Item Number: ADM850

Record Series Item Number: 1.1.069

Description: Reports compiled by agency personnel on a daily or other periodic basis pertaining to workload monitoring, task completion times, number of public contacts, and similar activities.

Retention Code: N/A

Retention Period

• Year - 1
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: CAUTION: If reports are used to document performance measures, see RSIN 1.1.064.

Legal Citations: N/A

Agency Item Number: ADV100

Record Series Item Number: 13.2.001

Description: Includes individual donor and prospective donor files.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Prospect ceases to be viable.

Archival: I

Remarks: CAUTION: Includes donor or prospective donor information only. For records of gifts, refer to ADV115 Gift Records - Institutional [13.2.005] and ADV120 Gift Records - Department or Program [13.2]. CAUTION: The name or other identifying information about a donor may be withheld from public disclosure under the Public Information Act. Government Code Sec. 552.1235.

Legal Citations: N/A

Agency Item Number: ADV110

Record Series Item Number: 13.2.003

Description: Records of gifts given to the agency. May include but not limited to: gift and donor lists; gift histories; gift placement arrangements; departmental endowments and trusts raised by support and “friends” groups; fundraising efforts; pledges; and background on previous donations.

Retention Code: N/A

Retention Period

• Year - 7
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: O

Remarks: See ADV115 Gift Records - Institutional for records documenting potential or realized major funding to the institution such as endowments and trusts [13.2.005].

Legal Citations: N/A

Agency Item Number: ADV115

Record Series Item Number: 13.2.005

Description: Potential or realized private, corporate, or public agency funding to the institution, including major endowments and trusts. May include but not limited to: letters and agreements of gift, copies of bequest instruments and wills from individuals or estates, and related documentation and correspondence.

Retention Code: PM

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: I

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADV120

Record Series Item Number: 13.2.003

Description: This series documents potential or realized private, corporate, or public agency funding to a department or program, including endowments, trusts, and funds raised by support/"friends" groups.

Retention Code: N/A

Retention Period

• Year - 7
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: O

Remarks: CAUTION: For records of major gifts, refer to ADV115. For donor files, refer to ADV100 Gift and Fundraising Records [13.2.003]. See ADV115 Gift Records - Institutional [13.2.005] for records documenting potential or realized major funding to the institution such as endowments and trusts. For ongoing contracts and agreements, refer to LEG400 and LEG410 [5.1.001a/b].

Legal Citations: N/A

Agency Item Number: ADV150

Record Series Item Number: 13.2

Description: N/A

Retention Code: N/A

Retention Period

• Year - 5
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: I

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADV200

Record Series Item Number: 11.1.002

Description: Alumni affairs records. May include but not limited to: lists of alumni club members, degree recipients, or class officers; minutes, bylaws and directories of clubs; and promotional materials concerning annual gatherings, homecoming, and alumni services.

Retention Code: AV

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: I

Remarks: See ADM420 Directory Information for alumni mailing list [5.1.004].

Legal Citations: N/A

Agency Item Number: ADV230

Record Series Item Number: 11.1.001

Description: This series documents the alumni association board of directors as well as programs administered by the office such as those relating to marketing products, credit cards, insurance, and football tickets.

Retention Code: N/A

Retention Period

• Year - 5
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: O

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADV300

Record Series Item Number: 1.1.019

Description: News, press releases, marketing files and collateral, or any public relations files maintained or issued by an agency. Includes print, electronic, audio, and audiovisual records.

Retention Code: N/A

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: O

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADV330

Record Series Item Number: 1.3.001

Description: One copy of each state publication as defined on page xi of this schedule, except a publication that is subject to a different retention period in this schedule. For example, a meeting agenda for the Board of Regents (ADM510) [1.1.058] also meets the definition, but it must be retained permanently; UAD120 Legislative Appropriations Requests [1.1.004], ADM640 Strategic Plans [1.1.055], UAD320 Annual or Biennial Agency Reports [1.1.066], ADM840 Agency Performance Measures [1.1.068], and FIN530 Annual Financial Report - Agency [4.5.003], which also meet the definition, are closely associated with the appropriations process and must be retained AC + 6.

Retention Code: AC

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: AC = Until superseded or obsolete.

Archival: N/A

Remarks: CAUTION: Many state publications must be submitted to the Texas State Publications Depository Program, Texas State Library and Archives Commission, by law (Government Code, 441.103-441.105). The Texas State Library and Archives Commission will retain a copy of all state publications submitted to it on a continuing basis, subject to periodic evaluation to determine if the publication merits further retention. For additional information and requirements concerning state publications made available to the public through the internet, consult the administrative rules of the Texas State Publications Depository Program of the Texas State Library and Archives Commission (13 TAC §§3.1-3.8).

Legal Citations: N/A

Agency Item Number: ADV340

Record Series Item Number: 1.3.001

Description: N/A

Retention Code: AC

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: AC = Until superseded or obsolete.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: ADV350

Record Series Item Number: 1.3.002

Description: Physical and digital development and design files used to create State Publications, including but not limited to background material, copy (drafts), original artwork, photo negatives, prints, flats, etc. This includes all work performed both inside and outside the agency.

Retention Code: AV

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: O

Remarks: See ADV330 for final State Publications created from development files [1.3.001]. ARCHIVES NOTE: Successive and substantive drafts of major publications may be archival. Major is defined by both the publication's authorship and its impact on Texas and Texans. Original artwork, including photo prints and negatives that have significant value as evidence of agency programs as well as the potential for re-use, may be archival. Clery Act Compliance Officer (CACO) will maintain all records and documents pertaining to the creation of the ASFSR.

Legal Citations: N/A

Agency Item Number: ADV360

Record Series Item Number: 11.1.014

Description: Subject files providing background information on institutional faculty and staff, buildings, events, traditions, and other special topics that document a university's history and culture. The records may be used to support research, in responses to inquiries, and other purposes. May include but not limited to: newspaper clippings; photographs; published and unpublished historical sketches; pamphlets; statistics; ephemera; biographical sketches; vitae; videos; personal history data sheets; newspaper clippings; retirement notices; funeral programs; and obituaries.

Retention Code: AV

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: O

Remarks: See ADV300 for press releases [1.1.019]. See ADM220/ADM230/ADM235 for Public Information Requests [1.1.019/1.1.020]. See ADM499 Transitory Information for classification of materials that are weeded out (as unusable, almost-duplicates, etc.)[1.1.057].

Legal Citations: N/A

Agency Item Number: ADV380

Record Series Item Number: 1.1

Description: Media that documents some aspect of the institution. Often created for public relations purposes or to document special events.

Retention Code: AV

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: O

Remarks: ARCHIVES NOTE: Archivists should apply archival selection criteria in the appraisal of these items. Selection criteria may include level of identification. Archivists may arrange with digital asset managers or similar personnel to identify historical photographs prior to transfer to the archives. Refer also to ADM499 Transitory Information for classification of those images that are weeded out (as unusable, almost-duplicates, etc.)[1.1.057].

Legal Citations: N/A

Agency Item Number: CHD100

Record Series Item Number: 16.5.006

Description: Records documenting the licensing of the university child care facilities by the Texas Department of Family and Protective Services (DFPS).

Retention Code: AC

Retention Period

• Year - N/A
• Months - 3
• Days - N/A

AC Definition: AC = After superseded, expiration, or obsolete.

Archival: N/A

Remarks: CAUTION: Refer to the Personnel section (PER) of the RRS for personnel and training records, including employee attendance records.

Legal Citations: 26 TAC 746.801 and 746.803.

Agency Item Number: CHD110

Record Series Item Number: 16.5

Description: Records document the administration of child care food programs which provide meals to children through the Child and Adult Food Program (CACFP).

Retention Code: N/A

Retention Period

• Year - 4
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: Complies with 7 CFR 210 and 225 (U.S. Department of Agriculture).

Agency Item Number: CHD120

Record Series Item Number: 16.5

Description: Includes healthcare professional recommendations or orders for providing specialized medical assistance to the child.

Retention Code: AC

Retention Period

• Year - N/A
• Months - 3
• Days - N/A

AC Definition: AC = Health-care professional has indicated that the specialized medical assistance is no longer needed.

Archival: N/A

Remarks: N/A

Legal Citations: 40 TAC §746.603(a)(10) and (b)(2).

Agency Item Number: CHD130

Record Series Item Number: 16.5.007

Description: Medication logs, instructions, and other records related to the administration of medication to children in the child-care facility's care.

Retention Code: AC

Retention Period

• Year - N/A
• Months - 3
• Days - N/A

AC Definition: AC = Administration of medication.

Archival: N/A

Remarks: See CHD200 for health-care professional recommendations or orders for specialized medical assistance [16.5.004].

Legal Citations: 40 TAC 746.603(a)(9) and (b)(1).

Agency Item Number: CHD200

Record Series Item Number: 16.5.004

Description: Childcare center records, including child enrollment agreement; admission information; health and medical records or test results; licensing incident/illness report form; attendance lists; healthcare professional recommendations or orders for providing specialized medical assistance to a child; and all records required to be kept on file by 26 TAC 746.801.

Retention Code: AC

Retention Period

• Year - N/A
• Months - 3
• Days - N/A

AC Definition: AC =Child's last day in care.

Archival: N/A

Remarks: See CHD130 for medication administration [16.5.007].

Legal Citations: 26 TAC 746.801 and 746.803.

Agency Item Number: CHD210

Record Series Item Number: 16.5

Description: Clinical files for individual children enrolled in TxState child care programs. Includes client records for evaluation, therapy and diagnostic services such as Speech Therapy and Audiology.

Retention Code: AC

Retention Period

• Year - 7
• Months - N/A
• Days - N/A

AC Definition: AC = Last contact with client (or retain until client reaches age 21, whichever is longer).

Archival: N/A

Remarks: N/A

Legal Citations: 22 TAC 165.

Agency Item Number: CHD300

Record Series Item Number: 4.1

Description: Records supporting subsidies for expenses related to child care.

Retention Code: FE

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: EDP100

Record Series Item Number: 2.2.018

Description: Biennial information security plan for protecting the security of the agency’s information.

Retention Code: US

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: 1 TAC 202.23; 1 TAC 202.73.

Agency Item Number: EDP110

Record Series Item Number: 2.2.010

Description: Manuals, guidelines, or similar documents establishing data processing policies and procedures in an agency in such areas as access and security, systems development, data retention and disposition, data ownership, production control, system back-up, etc.

Retention Code: US

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: CAUTION: Does not include technical documentation of procedures necessary for reading or processing of electronic records. See item EDP270 for Hardware and Software Technical Documentation [2.1.009].

Legal Citations: N/A

Agency Item Number: EDP130

Record Series Item Number: 2.2.002

Description: Records documenting usage, costs, billing, cost recovery, budgeting, and administrative functions of computer usage and data processing services for individual units/departments/divisions in an agency.

Retention Code: FE

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: EDP150

Record Series Item Number: 2.2.016

Description: Records documenting the registration and licensing of a software application to activate the software for legal use by the end users of a state agency, along with warranties providing that the software will perform in accordance with functional specifications.

Retention Code: LA

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: EDP170

Record Series Item Number: 2.2.017

Description: Records documenting the request for and response to help desk tickets received by divisions or units, such as information technology.

Retention Code: AV

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: EDP210

Record Series Item Number: 2.1.010

Description: Files needed for electronic data audits. Records include but are not limited to: reports showing transactions accepted, rejected, suspended, and/or processed; history files or tapes; records of updates to application files; and security logs.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = All audit requirements have been met.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: EDP220

Record Series Item Number: 2.1.002

Description: Relatively long-lived computer files containing organized and consistent sets of complete and accurate electronic records and associated processing files. Examples include, but are not limited to, data tables of relational databases used by applications or computer programs.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Until electronic records are transferred to and made usable in a new system environment, or there are no electronic records being retained to meet an approved retention period established in this schedule that require the use of the system.

Archival: N/A

Remarks: CAUTION: Records management officers must be certain before assigning the retention period of AC to agency master files and application data that the files do not fall under records series listed elsewhere.

Legal Citations: N/A

Agency Item Number: EDP240

Record Series Item Number: 2.1.008

Description: Records documenting operational and maintenance requirements of computer hardware such as operating manuals, hardware/operating system requirements, hardware configurations, equipment control systems, and associated processing files.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Until electronic records are transferred to and made usable in a new hardware environment or there are no electronic records being retained to meet an approved retention period that require the hardware to be retrieved and read.

Archival: N/A

Remarks: CAUTION: Hardware needed for access to electronic records must be retained for the period of time required to access the records.

Legal Citations: 13 TAC 6.94.

Agency Item Number: EDP260

Record Series Item Number: 2.1.007

Description: Agency-developed automated software applications, operating system files, and associated processing files, including job control language, programs, applications, scripts, source code, etc.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Until electronic records are transferred to and made usable in a new software environment or there are no electronic records being retained to meet an approved retention period that require the software to be retrieved and read.

Archival: N/A

Remarks: CAUTION: Software needed for access to electronic records must be retained for the period of time required to access the records.

Legal Citations: 13 TAC 6.94.

Agency Item Number: EDP270

Record Series Item Number: 2.1.009

Description: Records adequate to specify all technical characteristics necessary for reading or processing electronic records; to document modifications to computer programs; to access, retrieve, manipulate, and interpret data in an automated system; and allow for their timely, authorized disposition. Records include but are not limited to: user guides, system or sub-system definitions, system specifications, input and output specifications, system flow charts, program flow charts, program maintenance logs, change notices, data element dictionaries, file layouts, code books or tables, and other records that explain the meaning, purpose, structure, logical relationships, and origin of the data elements.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Until electronic records are transferred to and made usable in a new hardware or software environment with new documentation or there are no electronic records being retained to meet an approved retention period that require the documentation to be retrieved and read.

Archival: N/A

Remarks: CAUTION: Hardware and software needed for access to electronic records must be retained for the period of time required to access the records.

Legal Citations: 13 TAC 6.94.

Agency Item Number: EDP310

Record Series Item Number: 2.2.011

Description: Forms and logs used to enter and reconcile data sets submitted for processing.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Data entered into applicable system and, if required, verified.

Archival: N/A

Remarks: Data logs submitted monthly by data liaisons are maintained by Clery Act Compliance Officer (CACO).

Legal Citations: N/A

Agency Item Number: EDP335

Record Series Item Number: 2.2.014

Description: A record of web pages visited during an internet session, including data files of user-specific information created by the webserver, that allows users to access previously visited pages more quickly or to generate a record of usage of a state-owned computer.

Retention Code: AV

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: The disposal of internet history records need not be documented through ADM730 Destruction Authorizations [1.2.001] or in ADM740 Records Disposition Logs [1.2.010], but agencies should establish procedures governing disposal of these records as part of its ADM710 records management plan [1.2.014].

Legal Citations: N/A

Agency Item Number: EDP350

Record Series Item Number: 2.2.013

Description: Information verifying the quality of system, hardware, or software operations. Records include but are not limited to: records of errors or failures and the loss of data resulting from such failures; documentation of abnormal termination and of error-free processing; checks of changes put into production; transaction histories; and other records needed as an audit trail to evaluate data accuracy.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = No longer needed as an audit trail for any records modified.

Archival: N/A

Remarks: For quality control records related to non-IT procedures, see EQS110 Quality Control Reports [5.2.018].

Legal Citations: N/A

Agency Item Number: EDP360

Record Series Item Number: 2.2.001

Description: Hardware and software components for monitoring agency’s computer system resources and performance.

Retention Code: AV

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition:

Archival: N/A

Remarks: The disposal of monitoring records that are automatically overwritten need not be documented through destruction authorizations (ADM730) or in records disposition logs (ADM740), but agencies should establish procedures governing disposal of these records as part of its ADM710 records management plan [1.2.014].

Legal Citations: N/A

Agency Item Number: EQS110

Record Series Item Number: 5.2.018

Description: Documentation and reporting on adherence to procedures that ensure quality of a process, product, or service.

Retention Code: N/A

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: See EDP350 for quality control records related to IT procedures [2.2.013].

Legal Citations: N/A

Agency Item Number: EQS210

Record Series Item Number: 5.2.005

Description: Records documenting the determination, checking, or rectifying of any instrument giving quantitative measurements.

Retention Code: N/A

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: CAUTION: Some equipment and instruments may require longer retention period. State agencies must determine if longer retention period is required based on the type of equipment or instruments they use within their agency.

Legal Citations: N/A

Agency Item Number: EQS230

Record Series Item Number: 5.2.008

Description: Equipment history file, which may include logbooks and requests for installation, moves, service, repair, etc.

Retention Code: LA

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: For service agreements or contracts related to equipment repairs and service, retain in accordance with LEG400.a/b [5.1.001a/b]. For vehicle maintenance records, see VCL130 [5.6.003].

Legal Citations: N/A

Agency Item Number: EQS235

Record Series Item Number: 5.2.019

Description: Requests or work orders for repairs or maintenance to facilities, vehicles, or equipment completed by internal agency personnel or external service providers.

Retention Code: N/A

Retention Period

• Year - 1
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: EQS250

Record Series Item Number: 5.2.010

Description: N/A

Retention Code: LA

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: EQS260

Record Series Item Number: 5.2.010

Description: N/A

Retention Code: LA

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: EQS270

Record Series Item Number: 5.2.011

Description: N/A

Retention Code: AC

Retention Period

• Year - 1
• Months - N/A
• Days - N/A

AC Definition: AC = Expiration of Warranty.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: EQS280

Record Series Item Number: 5.2.012

Description: N/A

Retention Code: N/A

Retention Period

• Year - 1
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: EQS350

Record Series Item Number: 5.2.016

Description: Listing shows all additions, changes, deletions, and transfer times for the monthly processing period.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Transfer of information into annual inventory listing.

Archival: N/A

Remarks: See FCL330 for annual Inventory and Property Control Records [5.2.006].

Legal Citations: N/A

Agency Item Number: FCL100

Record Series Item Number: 5.2.002

Description: Project records related to planning, design, construction, infrastructure, and systems, including feasibility, screening, and implementation studies; topographical and soil surveys and reports; as-builts; laboratory test reports; environmental impact statements; correspondence; successful and unsuccessful bid documentation and other related documentation.

Retention Code: AC

Retention Period

• Year - 10
• Months - N/A
• Days - N/A

AC Definition: AC = Completion of project.

Archival: O

Remarks: See FCL120, FCL130 and FCL135 [5.2.003a/b and 5.2.028] for further retention of completed building documentation. See SVC220.a/b [5.3.007a/b] for additional bid documentation retention periods, including SVC222 [5.3.007c] for invalid bids that do not meet agency submission requirements. ARCHIVES NOTE: Archival review designation is for state-owned buildings only.

Legal Citations: N/A

Agency Item Number: FCL110

Record Series Item Number: 5.2.002

Description: Project records related to conversion or modernization of state facilities, structures

Retention Code: AC

Retention Period

• Year - 10
• Months - N/A
• Days - N/A

AC Definition: AC = Completion of Project.

Archival: O

Remarks: See FCL120, FCL130 and FCL135 [5.2.003a/b and 5.2.028] for further retention of completed building documentation. See SVC220.a/b [5.3.007a/b] for additional bid documentation retention periods, including SVC222 [5.3.007c] for invalid bids that do not meet agency submission requirements. ARCHIVES NOTE: Archival review designation is for state-owned buildings only.

Legal Citations: N/A

Agency Item Number: FCL120

Record Series Item Number: 5.2.028

Description: Building construction contracts, surety bonds, and inspection records.

Retention Code: LA

Retention Period

• Year - 10
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: O

Remarks: See also FCL100 [5.2.002] and FCL130/FCL135 [5.2.003a/b].

Legal Citations: N/A

Agency Item Number: FCL130

Record Series Item Number: 5.2.003a

Description: Includes architectural and engineering drawings, profiles, and blueprints of planning, design, construction, conversion, or modernization of state-owned facilities, structures, infrastructure, and systems.

Retention Code: LA

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: O

Remarks: See also items FCL110 [5.2.002] and FCL120 [5.2.028].

Legal Citations: N/A

Agency Item Number: FCL135

Record Series Item Number: 5.2.003b

Description: Includes architectural and engineering drawings, profiles, and blueprints of planning, design, construction, conversion, or modernization of leased facilities, structures, infrastructure, and systems.

Retention Code: AC

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: AC = Termination or cancellation of lease according to its terms.

Archival: N/A

Remarks: See also items FCL110 [5.2.002] and FCL120 [5.2.028].

Legal Citations: N/A

Agency Item Number: FCL140

Record Series Item Number: 5.2.024

Description: Equipment and material descriptions and specifications that may include but are not limited to detailed descriptions; lists of raw materials and ingredients; physical characteristics of items; special handling procedures; or technical drawings.

Retention Code: AC

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: AC = Equipment or material is no longer in the agency.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FCL210

Record Series Item Number: 5.2.004

Description: Records documenting building space requests and approvals. Information on request forms may include but is not limited to: the building and room; the reason for the change; parties involved in the request; date of request and approval.

Retention Code: N/A

Retention Period

• Year - 1
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FCL220

Record Series Item Number: 5.2.027

Description: Reports summarizing efficiency of facility space utilization, which may include data on room usage, demand, allocation, and capacity.

Retention Code: AV

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FCL230

Record Series Item Number: 5.2.026

Description: Reservation logs or similar records relating to the use of agency facilities such as meeting rooms, auditoriums, etc.

Retention Code: N/A

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FCL330

Record Series Item Number: 5.2.006

Description: Records documenting the inventorying, maintenance, usage, checkout, and disposal of supplies, equipment, and property of a state agency. Includes lost, stolen, and damage reports.

Retention Code: FE

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: See EQS230 for the maintenance logs of individual pieces of equipment [5.2.008].

Legal Citations: N/A

Agency Item Number: FCL410

Record Series Item Number: 5.2.022

Description: Any type of usage report or log used to monitor utilities such as gas, electric, water, etc.

Retention Code: AV

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: CAUTION: Does not include utility usage reports for agencies that operate their own utilities.

Legal Citations: N/A

Agency Item Number: FCL420

Record Series Item Number: N/A

Description: N/A

Retention Code: AC

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: AC = Completion of project requiring the locate request

Archival: N/A

Remarks: CAUTION: If damage to lines or cables becomes subject to litigation, the locate records must be retained in accordance with LEG610 Litigation Files [1.1.048].

Legal Citations: N/A

Agency Item Number: FCL425

Record Series Item Number: N/A

Description: N/A

Retention Code: N/A

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: CAUTION: If damage to lines or cables becomes subject to litigation, the locate records must be retained in accordance with LEG610 Litigation Files [1.1.048].

Legal Citations: N/A

Agency Item Number: VCL110

Record Series Item Number: 5.6.007

Description: Vehicle titles, registration information, and owner manuals for state vehicles.

Retention Code: LA

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: VCL120

Record Series Item Number: 5.1.013a

Description: Insurance policies. executed, renewed, or amended on or after August 31, 2015.

Retention Code: AC

Retention Period

• Year - 7
• Months - N/A
• Days - N/A

AC Definition: AC = Expiration or termination of policy according to its terms.

Archival: N/A

Remarks: NOTE: Refer to SB20 (84th Leg.) for retention period context.

Legal Citations: Government Code, 441.1855.

Agency Item Number: VCL120.b

Record Series Item Number: 5.1.013b

Description: Insurance policies executed, renewed, or amended on or before August 31, 2015.

Retention Code: AC

Retention Period

• Year - 4
• Months - N/A
• Days - N/A

AC Definition: AC = Expiration or termination of policy according to its terms.

Archival: N/A

Remarks: NOTE: Refer to SB20 (84th Leg.) for retention period context.

Legal Citations: Government Code, 441.1855.

Agency Item Number: VCL130

Record Series Item Number: 5.6.003

Description: Records and documentation related to ownership and activity, including inspections, repairs, and maintenance for state vehicles.

Retention Code: LA

Retention Period

• Year - 1
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: See EQS230 Inspection, Repair, and Maintenance Records - Equipment for non-vehicle equipment maintenance records [5.2.008].

Legal Citations: N/A

Agency Item Number: VCL150

Record Series Item Number: 5.6.005

Description: Includes mileage, fuel/oil consumption, passengers carried and other related operational information.

Retention Code: FE

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: VCL210

Record Series Item Number: 5.6.004

Description: N/A

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Until superseded or until termination of employment.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: VCL230

Record Series Item Number: 5.6.001a

Description: Logs and related documentation used to maintain information about state owned aircraft flight data.

Retention Code: LA

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: VCL240

Record Series Item Number: 5.6.001b

Description: Logs and related documentation used to maintain information about leased aircraft flight data.

Retention Code: FE

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: VCL245

Record Series Item Number: 5.6.002

Description: List of passengers on an aircraft.

Retention Code: FE

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: VCL500

Record Series Item Number: 5.6.009

Description: Records documenting issuance of parking permits and assignments.

Retention Code: US

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: See FIN100 Accounts Receivable Information for payment of permit fees [4.1.009].

Legal Citations: N/A

Agency Item Number: VCL502

Record Series Item Number: 5.6.009

Description: N/A

Retention Code: US

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: See FIN100 Accounts Receivable Information for payment of permit fees [4.1.009].

Legal Citations: N/A

Agency Item Number: VCL510

Record Series Item Number: 16.3.039

Description: Citations issued to regular on-campus parking, including petitions to appeal citations.

Retention Code: AC

Retention Period

• Year - N/A
• Months - 6
• Days - N/A

AC Definition: AC = Payment of ticket or resolution of appeal, whichever applicable.

Archival: N/A

Remarks: See FIN100 Accounts Receivable Information for payment of fines [4.1.009].

Legal Citations: N/A

Agency Item Number: FIN100

Record Series Item Number: 4.1.009

Description: Bill copies or stubs, statements, billing registers, account cards, deposit warrants, cash receipts, credit card receipts, receipts books, cash transfers, daily cash reports, reconciliations, general journal vouchers, special vouchers, and similar records that serve to document money owed to or received by a state agency and its collection or receipt.

Retention Code: FE

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FIN110

Record Series Item Number: 4.1.001

Description: Claims; invoices; statements; copies of checks and purchase orders; expenditure authorizations; ledgers; encumbrance, purchase, general journal, expenditure, and special vouchers; and similar records that serve to document disbursements, including those documenting claims for and reimbursement to employees for travel and other expenses.

Retention Code: FE

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FIN120

Record Series Item Number: 4.1

Description: N/A

Retention Code: FE

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: CAUTION: Does not include long distance telephone billing detail. See items SVC330 Telephone Activity Records [5.5.002] and SVC350 for Disputed Call Documentation [5.5.007].

Legal Citations: N/A

Agency Item Number: FIN121

Record Series Item Number: 4.1.009

Description: N/A

Retention Code: AC

Retention Period

• Year - 10
• Months - N/A
• Days - N/A

AC Definition: AC = Student account settled and all debts are resolved.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FIN123

Record Series Item Number: 15.3

Description: Short-term promissory notes and payment option agreements, such as loans for books or other expenses.

Retention Code: AC

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: AC = Fiscal year in which student account settled and all debts are resolved.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FIN125

Record Series Item Number: 4.1

Description: N/A

Retention Code: FE

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FIN160

Record Series Item Number: 4.1.006

Description: Records documenting the investment of any public funds that evidence the investment of such funds, the cancellation or withdrawal of investments, and similar activities.

Retention Code: FE

Retention Period

• Year - 5
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: See FIN520 Internal Fiscal Management Reports [4.5.002] for reports associated with investments.

Legal Citations: N/A

Agency Item Number: FIN511

Record Series Item Number: 4.5

Description: N/A

Retention Code: FE

Retention Period

• Year - 15
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: Retention period requested by finance department.

Legal Citations: N/A

Agency Item Number: FIN520

Record Series Item Number: 4.5.002

Description: Internal and external periodic fiscal management reports and associated working files such as worksheets, including federal financial reports, salary reports, HUB reports, investment performance reports, etc.

Retention Code: FE

Retention Period

• Year - 5
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: CAUTION: This series does not include fiscal reports created to fulfill grant requirements. See RSP102.a/b Grant Research Records - Working Files [4.7.008].

Legal Citations: N/A

Agency Item Number: FIN530

Record Series Item Number: 4.5.003

Description: Annual Financial Reports (AFR) required by the General Appropriations Act (100 Day Report).

Retention Code: AC

Retention Period

• Year - 6
• Months - N/A
• Days - N/A

AC Definition: AC = September 1 of odd-numbered years.

Archival: N/A

Remarks: ARCHIVES NOTE: The final version of Annual Financial Reports must be submitted to the Texas State Publications Depository Program per 13 TAC 3.3(a)(2)(a). Working files and related documentation used in creating the final plan are not subject to archival review and may be disposed of at the expiration of the retention period. CAUTION: If an agency does not produce a biennial or annual narrative report as described in UAD320 [1.1.066], then, is met by sending the required copies of the reports to the Texas State Publications Depository Program, Texas State Library and Archives Commission.

Legal Citations: N/A

Agency Item Number: FIN551

Record Series Item Number: 4.5

Description: Federal tax returns sent to the IRS in compliance with federal reporting requirements.

Retention Code: FE

Retention Period

• Year - 8
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: IRS pub 552 and 583.

Legal Citations: N/A

Agency Item Number: FIN552

Record Series Item Number: 4.5

Description: N/A

Retention Code: FE

Retention Period

• Year - 8
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: IRS pub 552 and 583.

Legal Citations: N/A

Agency Item Number: FIN560

Record Series Item Number: 4.9.001

Description: Required by the General Appropriations Act. Includes encumbrances and documentation about budget transfers and revisions, as well as detail charts of accounts.

Retention Code: FE

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FIN570

Record Series Item Number: 4.5.007

Description: Periodic reports compiled from information entered into the Uniform Statewide Accounting System (USAS).

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Receipt and reconciliation of annual report.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FIN574

Record Series Item Number: 4.5.009

Description: Yearly report compiled from information entered into the Uniform Statewide Accounting System (USAS).

Retention Code: FE

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FIN600

Record Series Item Number: 4.7.001

Description: Records documenting the internal and external procedural requirements with respect to the accounting department of a state agency.

Retention Code: US

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FIN621

Record Series Item Number: 4.6

Description: N/A

Retention Code: N/A

Retention Period

• Year - 25
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FIN622

Record Series Item Number: 4.6

Description: N/A

Retention Code: N/A

Retention Period

• Year - 25
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FIN710

Record Series Item Number: 4.8.001

Description: Bank statements, credit card statements, cancelled checks, check registers, deposit slips, debit and credit notices, reconciliations, and other banking related records.

Retention Code: FE

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FIN730

Record Series Item Number: 4.7.003

Description: Records of accounts deemed uncollectible, including write-off authorizations and returned checks, warrants, and drafts.

Retention Code: AC

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: AC = Date account deemed uncollectable.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FIN740

Record Series Item Number: 4.7.004

Description: Documentation relating to the capital and fixed assets of a state agency, including equipment or property history cards containing data on initial cost, depreciation schedules or summaries used for capital outlay budgeting, and property sale, auction, or disposal records of agency owned equipment and property.

Retention Code: LA

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FIN750

Record Series Item Number: 4.7.005

Description: Records documenting requests for payment of a sum of money according to the terms of a policy or contract.

Retention Code: AC

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: AC = Resolution of claim.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FIN760

Record Series Item Number: 4.5.010

Description: Sufficient records to verify information on unclaimed property previously reported to the State Comptroller showing the name and last known address of the apparent owner of reportable unclaimed property, a brief description of the property, and the balance of each unclaimed account, if appropriate.

Retention Code: AC

Retention Period

• Year - 10
• Months - N/A
• Days - N/A

AC Definition: AC = Date on which property is reportable.

Archival: N/A

Remarks: Property Code, Section 74.103(b).

Legal Citations: N/A

Agency Item Number: FIN770

Record Series Item Number: 4.9.001

Description: N/A

Retention Code: FE

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FIN775

Record Series Item Number: 4.7.004

Description: N/A

Retention Code: LA

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FIN810

Record Series Item Number: 4.7.010

Description: Records documenting financial obligations of a state agency that are not payable within one year of the date of the balance sheet, including debentures, loans, deferred tax liabilities, bonds, and pension obligations.

Retention Code: AC

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: AC = Retirement of debt.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FIN830

Record Series Item Number: 4.7.012

Description: Signature cards or similar records establishing authority of an agency employee to initiate or authorize financial transactions on behalf of an agency.

Retention Code: AC

Retention Period

• Year - 4
• Months - N/A
• Days - N/A

AC Definition: AC = Until superseded, date of expiration, or termination of employee, whichever sooner.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: FIN840

Record Series Item Number: 13.1.001

Description: Logistics and management of ticket disbursement for university-sponsored performing arts and other non-athletic events where tickets are sold for admission. May include but not limited to: ticket stock orders; ticket type reports; total ticket sales summaries and reports; ticket printing and control records; season ticket sales lists; free ticket sign-up sheets; and reports of free ticket disbursement.

Retention Code: FE

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: See FIN100 Accounts Receivable Information for records of financial deposits or receipts [4.1.009]. See items ICA710 and ICA715 for records related to tickets for athletic events.

Legal Citations: N/A

Agency Item Number: FIN850

Record Series Item Number: 4.7.013

Description: Logs documenting requests and receipt of FTI, including any information created by the recipient that is derived from federal return or return information received from the IRS or obtained through a secondary source.

Retention Code: N/A

Retention Period

• Year - 5
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: IRS Publication 1075.

Agency Item Number: FIN860

Record Series Item Number: 4.7.014

Description: Indirect cost plan and supporting documentation created or maintained in the development of the plan.

Retention Code: AC

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: AC = If submitted for negotiation of rate, date of submission; if not submitted for negotiation, the end of the fiscal year covered by the proposal, plan, or other computation.

Archival: N/A

Remarks: N/A

Legal Citations: 2 CFR 200.333(f)(1) and (2).

Agency Item Number: FIN910

Record Series Item Number: 5.2.001

Description: Assessments or evaluations of the value of state-owned buildings or property.

Retention Code: AV

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: O

Remarks: N/A

Legal Citations: N/A

Agency Item Number: GRC100

Record Series Item Number: 12.1

Description: Records maintained by the Graduate College for nominating individuals to be appointed graduate faculty status. Individuals who are nominated for appointment as graduate faculty must meet criteria set forth in AA/PPS No. 04.01.30 (7.03)

Retention Code: N/A

Retention Period

• Year - 4
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: Retention recommended by the Graduate College; records are subject to SACS review and/or audit.

Legal Citations: N/A

Agency Item Number: GRC200

Record Series Item Number: N/A

Description: Records of the Graduate College that document exceptions to the graduate student employment requirements.

Retention Code: N/A

Retention Period

• Year - 4
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: Retention recommended by the Graduate College; records are subject to SACS review and/or audit.

Legal Citations: N/A

Agency Item Number: LEG100

Record Series Item Number: 4.7004

Description: N/A

Retention Code: LA

Retention Period

• Year - 10
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: I

Remarks: Records have historical value; long-term preservation storage should be addressed. Contact University Archives for long-term digital and physical storage arrangements. Clery Act Compliance Officer (CACO) will request from and keep VPSS quarterly updates of property acquired so the Clery geography can be updated as needed.

Legal Citations: N/A

Agency Item Number: LEG110

Record Series Item Number: 5.1.010

Description: Licenses and permits obtained from external agencies or organizations in order to perform operations.

Retention Code: AC

Retention Period

• Year - 2
• Months - N/A
• Days - N/A

AC Definition: AC = Expiration date of license or permit.

Archival: N/A

Remarks: CAUTION: Does not include licenses and permits issued by an agency as part of its statutory responsibilities.

Legal Citations: N/A

Agency Item Number: LEG200

Record Series Item Number: 5.1

Description: N/A

Retention Code: AC

Retention Period

• Year - 4
• Months - N/A
• Days - N/A

AC Definition: AC = Expiration of license.

Archival: N/A

Remarks: Per General Counsel.

Legal Citations: N/A

Agency Item Number: LEG250

Record Series Item Number: 1.1.079

Description: Copyright records which pertain to employees’ original work (including works such as intellectual, artistic, computer software, and literary). May include but not limited to a copy of the work itself as submitted to the United States Copyright Office and the corresponding copyright application, registration notice, and supplementary documents.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Expiration of copyright.

Archival: O

Remarks: N/A

Legal Citations: 17 U.S.C. 302; URRS-301.

Agency Item Number: LEG300

Record Series Item Number: 17.3.008

Description: Includes license agreements, know-how agreements, and other contractual agreements resulting from the licensing of technology or the transfer of intellectual property.

Retention Code: AC

Retention Period

• Year - 7
• Months - N/A
• Days - N/A

AC Definition: AC = Completion of all terms and extensions of the agreement.

Archival: O

Remarks: CAUTION: Does not include patent records; see LEG310 Patent and Invention Records [17.3.011]. Some records have historical value and require preservation; contact the University Archives when the active retention period has expired. For ongoing contracts and releases, long-term preservation storage may need to be addressed.

Legal Citations: NIH Guidelines, OMB Circular A: 110-.53, 2 CFR 200.334.

Agency Item Number: LEG310

Record Series Item Number: 17.3.011

Description: This series documents the transfer of technology from this institution to outside agencies as the result of research projects and grants carried out at the institution. May include but not limited to: original patents; international licensing agreements; and invention disclosure forms that list the names of the inventors and to whom the inventions have been disclosed.

Retention Code: AC

Retention Period

• Year - 6
• Months - N/A
• Days - N/A

AC Definition: AC = Expiration of the patent.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: LEG312

Record Series Item Number: 17.3.010

Description: Records relating to disclosures or applications for patents that are either not filed or otherwise pursued by the university, or which are denied by the US Patent and Trademark Office (USPTO).

Retention Code: AC

Retention Period

• Year - 7
• Months - N/A
• Days - N/A

AC Definition: AC = Date of last office action or related correspondence in file.

Archival: O

Remarks: NOTE: Patent applications remain confidential unless published by the US Patent and Trademark Office or an international patent office.

Legal Citations: N/A

Agency Item Number: LEG314

Record Series Item Number: 17.3.009

Description: This series documents the transfer of technology from the institution to outside agencies as the result of research projects and grants carried out at the institution. May include but not limited to: patent applications; agreements giving permission for institutional researchers to use other patented inventions in their research; descriptions and titles of inventions; sources of funding to create the inventions; details of the provenance of the inventions and their documentation; suggested manufacturers; reports issued concerning the inventions; and signatures of inventors and technically qualified witnesses.

Retention Code: N/A

Retention Period

• Year - 7
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: O

Remarks: N/A

Legal Citations: N/A

Agency Item Number: LEG400

Record Series Item Number: 5.1.001a

Description: Contracts, leases, and agreements include general obligation, land lease, utilities, and construction except for buildings. Documents include specifications, affidavits of publication of calls for bids, performance bonds, contracts, purchase orders, inspection reports, and correspondence. May also include other applicable documentation in the master contract file per Texas Comptroller of Public Accounts Contract Management Guide. Executed, renewed, or amended on or after September 1, 2015.

Retention Code: AC

Retention Period

• Year - 7
• Months - N/A
• Days - N/A

AC Definition: AC = Expiration or termination of the instrument according to its terms.

Archival: N/A

Remarks: See related SVC220.a/b and SVC222 for bid documentation [5.3.007a/b/c]. See FCL120 for building construction contracts [5.2.028]. See LEG420 for contract logs [5.1.017].

Legal Citations: Government Code, 441.1855.

Agency Item Number: LEG400.b

Record Series Item Number: 5.1.001b

Description: Contracts, leases, and agreements include general obligation, land lease, utilities, and construction except for buildings. Documents include specifications, affidavits of publication of calls for bids, performance bonds, contracts, purchase orders, inspection reports, and correspondence. May also include other applicable documentation in the master contract file per Texas Comptroller of Public Accounts Contract Management Guide. Executed, renewed, or amended on or before August 31, 2015.

Retention Code: AC

Retention Period

• Year - 4
• Months - N/A
• Days - N/A

AC Definition: AC = Expiration or termination of the instrument according to its terms.

Archival: N/A

Remarks: See related SVC220.a/b and SVC222 for bid documentation [5.3.007a/b/c]. See FCL120 for building construction contracts [5.2.028]. See LEG420 for contract logs [5.1.017]. NOTE: Refer to SB20 (84th Leg.) for retention period context.

Legal Citations: Government Code, 441.1855.

Agency Item Number: LEG410

Record Series Item Number: 5.1

Description: Contracts and agreements made within areas of the university, such as contracts for service and repair of departmental computers and peripherals.

Retention Code: AC

Retention Period

• Year - 4
• Months - N/A
• Days - N/A

AC Definition: AC = Expiration of contract.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: LEG420

Record Series Item Number: 5.1.017

Description: List of agency contracts, leases, and agreements, including general obligation, land lease, utilities, and construction contracts.

Retention Code: FE

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: LEG450

Record Series Item Number: 5.1.001a

Description: N/A

Retention Code: AC

Retention Period

• Year - 7
• Months - N/A
• Days - N/A

AC Definition: AC = Expiration of agreement.

Archival: N/A

Remarks: Executed, renewed, or amended on or after September 1, 2015.

Legal Citations: Government Code, 441.1855.

Agency Item Number: LEG450.b

Record Series Item Number: 5.1.001b

Description: N/A

Retention Code: AC

Retention Period

• Year - 4
• Months - N/A
• Days - N/A

AC Definition: AC = Expiration of agreement.

Archival: N/A

Remarks: b) Executed, renewed, or amended on or before August 31, 2015.

Legal Citations: Government Code, 441.1855.

Agency Item Number: LEG451

Record Series Item Number: 16.3

Description: Executed, renewed, or amended on or after September 1, 2015.

Retention Code: AC

Retention Period

• Year - 7
• Months - N/A
• Days - N/A

AC Definition: AC = Expiration of agreement.

Archival: N/A

Remarks: MOUs for or including First Responders are referenced in the ASFSR and must be kept for 7 years per the Clery Act.

Legal Citations: N/A

Agency Item Number: LEG500

Record Series Item Number: 1.1.078

Description: Waivers of liability, including statements signed by volunteers acknowledging non-entitlement to benefits, agreeing to abide by state agency policies, etc.

Retention Code: AC

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: AC = Date of cessation of activity for which the waiver was signed.

Archival: N/A

Remarks: CAUTION: If an accident occurs to any person covered by a signed waiver of liability, it must be retained for the same period as accident reports. See RSK150 Occupational Accident Reports [5.4.001] and RSK162 Accident Reports - Adults / RSK162 Accident Reports - Minors [5.4.014a/b].

Legal Citations: N/A

Agency Item Number: LEG600

Record Series Item Number: 1.1.014

Description: From agency legal counsel or the Attorney General, including any requests eliciting the opinions.

Retention Code: AV

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: O

Remarks: CAUTION: Does not include legal opinions or advice rendered on a matter in litigation or with regard to pending litigation, or opinions rendered for Public Information Act Requests. See LEG510 Litigation Files [1.1.048], and ADM220/230/235 Public Information Requests [1.1.020 and 1.1.021]. ARCHIVES NOTE: Opinions and advice that set legal precedent or exhibit historical value will be evaluated by the University Archives for archival preservation.

Legal Citations: N/A

Agency Item Number: LEG610

Record Series Item Number: 1.1.048

Description: Records created by or on behalf of an agency in anticipation of or in the adjudication of a lawsuit.

Retention Code: AC

Retention Period

• Year - 1
• Months - N/A
• Days - N/A

AC Definition: AC = As applicable, decision of an agency not to file a lawsuit or decision that a lawsuit will not be filed against it on a matter; dismissal of a lawsuit for want of prosecution or on motion of the plaintiff; or final decision of a court (or of a court on appeal, if applicable) in a lawsuit.

Archival: O

Remarks: Some records have historical value and require preservation; contact the University Archives when the active retention period has expired.

Legal Citations: N/A

Agency Item Number: LEG620

Record Series Item Number: 1.1.076

Description: Subpoenas for production of evidence produced for litigation in which the state agency is not a party. Includes legal documents requiring recipient to appear in court to testify, or to produce records to be used in litigation.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Date request fulfilled.

Archival: N/A

Remarks: For subpoenas related to litigation in which the state agency is a party, see LEG610 Litigation Files [1.1.048].

Legal Citations: N/A

Agency Item Number: LEG630

Record Series Item Number: 1.1.077

Description: Records that document the release of records or information through any method other than a Public Information Act request or subpoena (including employment verification).

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Date records released.

Archival: N/A

Remarks: See ADM230/235 for records released under the Public Information Act [1.1.020]. See LEG620 for records produced for a subpoena [1.1.076]. See LEG610 for records produced for litigation [1.1.048]. CAUTION: Some records releases may require a longer retention period. Agencies must determine if a longer retention period is required based on any federal or state statutes or regulations that apply to the agency's functions. Agency legal staff should be consulted.

Legal Citations: N/A

Agency Item Number: LEG700

Record Series Item Number: 1.1.027

Description: Drafts of proposed legislation and related correspondence.

Retention Code: AV

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival:

Remarks: N/A

Legal Citations: N/A

Agency Item Number: LEG710

Record Series Item Number: 1.1.053

Description: Logs or similar records used to register persons appearing before state agencies as required by Chapter 2004, Government Code, including quarterly reports filed with the Texas Ethics Commission (TEC).

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Report filed with the Texas Ethics Commission, or date quarterly report would have been filed when the agency has no information to report.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: LEG800

Record Series Item Number: 15.5.010

Description: Title IX complaints, investigations, and determination of responsibility, including informal resolution or appeal.

Retention Code: AC

Retention Period

• Year - 7
• Months - N/A
• Days - N/A

AC Definition: AC = Final resolution of issue and appeals.

Archival: N/A

Remarks: Due to VAWA requirements these are tied to Clery.

Legal Citations: 34 CFR 106.45(b)(10).

Agency Item Number: LIB100

Record Series Item Number: 16.2.008

Description: Catalog of bibliographic records used as a guide to library holdings.

Retention Code: US

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: CAUTION: See LIB140 Library Collection Asset Records [4.7.004] for records documenting purchase of library materials. The disposal or supersession of library catalog records need not be documented through destruction authorizations (ADM730 [1.2.001v]), or in records disposition logs (ADM470 [1.2.010]).

Legal Citations: N/A

Agency Item Number: LIB110

Record Series Item Number: 1.1.069

Description: N/A

Retention Code: N/A

Retention Period

• Year - 1
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: CAUTION: If reports are used to document performance measures, see ADM610 [1.1.064].

Legal Citations: N/A

Agency Item Number: LIB120

Record Series Item Number: 1.2.013

Description: Records that indicate the location of materials.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = When control aid is updated, revised, or no longer needed.

Archival: N/A

Remarks: CAUTION: These records must carry the same retention period and archival code of the records they support.

Legal Citations: N/A

Agency Item Number: LIB130

Record Series Item Number: 1.1.064

Description: Statistical information related to functions such as acquisition, cataloging, reference, and collection storage.

Retention Code: FE

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: See ADM840 [1.1.068] for reports on agency performance measures. CAUTION: The FE+3 retention period overrides any shorter retention period for a records series in this schedule if the records series is needed for documentation of agency performance measures. Relates to SACS Outcomes Assessments and other performance measures.

Legal Citations: N/A

Agency Item Number: LIB140

Record Series Item Number: 4.7.004

Description: Records of payments made by the University for library books and library reference materials (i.e. journals, microforms, audio/visual media, computer-based information, manuscripts, maps, documents and similar items) that provide information essential to learning or that enhance the quality of academic, professional or research libraries.

Retention Code: LA

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: LA = For financial purposes, the life of asset for library collection materials is 15 years.

Archival: N/A

Remarks: Life of Asset time period determined by the university's General Accounting Office, in conjunction with recommendations from the State Comptroller.

Legal Citations: N/A

Agency Item Number: LIB210

Record Series Item Number: 2.2.016

Description: Records documenting the registration and licensing of a software application to activate the software for legal use by the end users of a state agency, along with warranties providing that the software will perform in accordance with functional specifications.

Retention Code: LA

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: LIB300

Record Series Item Number: 16.2.009

Description: Records of the acquisition and cataloging of library material.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Catalog updated.

Archival: N/A

Remarks: See LIB100 for the library catalog [16.2.008]. See LIB140 Library Collection Asset Records for records documenting purchase of library materials [4.7.004]. The disposal or supersession of library catalog records need not be documented through destruction authorizations (ADM730 [1.2.001v]), or in records disposition logs (ADM470 [1.2.010]).

Legal Citations: N/A

Agency Item Number: LIB330

Record Series Item Number: 16.2.001

Description: Records documenting the borrowing of circulating library materials or equipment by qualified patrons (including courtesy and guest borrowers). May include but not limited to: the name and identification of the borrower; material due dates; and overdue item notations.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Transaction is completed.

Archival: N/A

Remarks: See LIB335 for fines [4.1.009]. The disposal of circulation records need not be documented through destruction authorizations (ADM730 [1.2.001v]), or in records disposition logs (ADM470 [1.2.010]).

Legal Citations: N/A

Agency Item Number: LIB332

Record Series Item Number: 16.2.001

Description: N/A

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Expiration of borrowing privileges and clearing of fines.

Archival: N/A

Remarks: CAUTION: If borrower application serves as an agreement between the borrower and the institution (e.g., to follow library rules), refer to LEG450 or LEG500 as appropriate.

Legal Citations: N/A

Agency Item Number: LIB334

Record Series Item Number: 5.2.006

Description: Records documenting the physical control of the library’s lending program for equipment (e.g., laptops, tablets, cameras, etc.) to individual borrowers.

Retention Code: FE

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: LIB335

Record Series Item Number: 4.1.009

Description: N/A

Retention Code: FE

Retention Period

• Year - 3
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: LIB340

Record Series Item Number: 16.2.007

Description: Interlibrary loan requests fulfilled by the university library system for materials from outside institutions for materials requested from outside library systems.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Transaction is completed.

Archival: N/A

Remarks: See FIN110 for accounts payable records [4.1.001].

Legal Citations: N/A

Agency Item Number: LIB360

Record Series Item Number: 16.2.009

Description: N/A

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = After cataloging complete.

Archival: N/A

Remarks: N/A

Legal Citations: N/A

Agency Item Number: LIB410

Record Series Item Number: 16.2.002

Description: Collection control records documenting accessioning, cataloging, preserving, and referencing. May include but not limited to: deeds of gift; appraisal reports (monetary or non-monetary); accession sheets and reports; archives transmittal lists; deaccessioning recommendations; and loss of archival materials.

Retention Code: PM

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: See LIB120 Location Guides for archival finding aids [1.2.013].

Legal Citations: N/A

Agency Item Number: LIB420

Record Series Item Number: 16.2.003

Description: Artifact and material loans contracted between units of the institution or between the institution and either other institutions or individuals. May include but not limited to: signed and legally binding agreements for incoming and outgoing loans between the collection administrators; receipts for loans and return of materials to the legal holder; and related forms, documentation, and correspondence.

Retention Code: AC

Retention Period

• Year - 7
• Months - N/A
• Days - N/A

AC Definition: AC = Expiration or termination of the loan agreement according to its terms.

Archival: N/A

Remarks: Upon the expiration of the retention period, repositories should consider transferring loan records to LIB410 Archives Collection Control Records if they possess continuing reference or administrative value.

Legal Citations: N/A

Agency Item Number: LIB440

Record Series Item Number: 16.2.006

Description: Exhibit records documenting the display and use of artifacts and materials. May include but not limited to: artifact labels or placards; photographs of exhibits; exhibit renderings; and exhibit assembly and presentation instructions.

Retention Code: AC

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: AC = Conclusion of exhibit.

Archival: O

Remarks: ARCHIVES NOTE: For museums, archival review and selection may be performed by museum curatorial staff. Materials pertaining to major exhibits may possess long-term historical value and may be retained either in the institutional archives or the museum unit, as appropriate.

Legal Citations: N/A

Agency Item Number: LIB450

Record Series Item Number: 5.4.011

Description: N/A

Retention Code: PM

Retention Period

• Year - N/A
• Months - N/A
• Days - N/A

AC Definition: N/A

Archival: N/A

Remarks: Retention for access to secure collections is a security measure; log records help date last known access in the event of missing materials.

Legal Citations: N/A