Records Retention Information & Resources

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A state record whose retention period has expired may not be destroyed if any litigation, claim, negotiation, audit, public information request, administrative review, or other action involving the record is initiated; its destruction shall not occur until the completion of the action and the resolution of all issues that arise from it.

A state record whose retention period expires during any litigation, claim, negotiation, audit, public information request, administrative review, or other action involving the record may not be destroyed until the completion of the action and the resolution of all issues that arise from it.

Listed below is the Texas Southern University Records Retention Schedule. Please refer to the retention codes when reading this document. For more information, please contact the Office of Institutional Compliance.

Records Management

The function of records management is a component of The Office of Institutional Compliance. This site is designed to act as a reference guide and source of various forms of information concerning records management. This includes such factors as the inventory, organization and retention of state records. The information being provided has been designed to precisely detail the responsibilities of each department/area as well as the duties of the Records Management Coordinator, as detailed by the Texas State Library and Archives Commission, State and Local Records management Division. The information contained on this website has been obtained from Records Management Policy Model 2 (for Ordinance, Order, or Resolution) - Texas State Library as well as the Texas State Records Management Manual.

Please refer any questions or comments to instcompliance@tsu.edu

Introduction

Record: The Administrative Rules of the Texas State Library and Archives Commission, Texas Administrative Code, Chapter 13 § 6.1 defines a state record as any written, photographic, machine-readable, or other recorded information created or received by or on behalf of a state agency or an elected official that documents activities in the conduct of state business or use of public resources.

Record management: The application of management techniques to the creation, use, maintenance, retention, preservation, and disposal of records for the purposes of reducing the costs and improving the efficiency of record keeping. The term includes the development of records control schedules, the management of filing and information retrieval systems, the protection of essential and permanent records, the economical and space-effective storage of inactive records, control over the creation and distribution of forms, reports, and correspondence, and the management of micrographic and electronic and other records storage systems.

[Texas State Library Records Management Publications Policy Model 2 SUGGESTED POLICY MODEL FOR ESTABLISHING A RECORDS MANAGEMENT PROGRAM BY ORDINANCE, ORDER, OR RESOLUTION § 2 -11.]

  1. Department head (the officer who by ordinance, order, or administrative policy is in charge of an
    office that creates or receives records)
  2. Records Liaison Officer (usually the administrative assistant or office manager)
  3. Records Management Coordinator/ Officer

Records Inventory

[Texas Government Code § 441.185]Records Retention Schedule: The records retention schedule is the required document that lists the agency's records and establishes the retention period for each records series title including the length of time the records will be maintained in agency offices and inactive storage before final disposition. The document also shows the security status of the records, designates records that have archival value, verifies the record medium, and identifies vital records.