Records Disposition
Prepare for Disposition
When records have met retention requirements stated in the Records Retention Schedule, and there are no legal reasons to retain them, they are ready for disposition. Disposition includes shredding, deleting, trash, recycling, and transfer to the University Archives. If an archive code in the RRS indicates a University Archives review or transfer, you must follow the instructions found here. This guide provides step by step instructions for completing the disposition log.
CAUTION: As per Texas Government Code 441.187(b), a state record may not be destroyed if any litigation, claim, negotiation, audit, open records request, administrative review, or other action involving the record is initiated before the expiration of a retention period for the record. Disposition may not begin until the completion of the action and the resolution of all issues that arise from it, or until the expiration of the retention period, whichever is later.
Disposition Instructions
Before you begin, there are three ground rules to remember:
- When in doubt, treat it as a record. Not sure if you have a record or a convenience copy? Treat it as a record. There are no penalties for disposing of copies according to the Records Retention Schedule.
- If the record fits into more than one record series, always defer to the longest retention period. If there are external retention requirements that require a longer retention period than stated in our Records Retention Schedule, notify the Records Manager so that the schedule can be updated.
- If a file has multiple records with a variety of retention periods, always default to the longest retention period. In some cases, record series were created to accommodate files with multiple retention periods (for example, see PER550 – Departmental Personnel Records).
Recent News
The newly revised Records Retention Schedule (RRS) has been certified by the State of Texas.
January 2025
The University of Texas Health San Antonio State University Records Retention Schedule (RRS) submitted to the Texas State Library and Archives Commission Records Management Division has been approved and re-certified. This RRS will remain through January 2030.
IMPORTANT! The new RRS has many changes. Before you fill out a disposition log, check the new RRS as record series titles, retention periods and other requirements have changed. See the RRS Revision Map for help finding changes to the superseded schedule.
Handouts and Quick Reference
Step 1 – Begin
Download and open the Records Disposition Log Form.
- Enter the department name and ID, date, and the contact information for the Records Management Coordinator– an appointed employee who is authorized to maintain and dispose of university records.
Step 2 – Consult the Records Retention Schedule to locate the information needed to fill out the Disposition Log form.
View the University’s Records Retention Schedule (RRS).
- Find the series that matches the records you wish to dispose of. Read the description to verify your records match.
- Note the retention period and prepare to list only those records that have met the required retention period.
The following will outline what should go in each column.
Agency Identification Number and Record Series Title
Column 1: Enter the Agency Identification Number (AIN) and the Record Series Title exactly as it appears on the RRS.
Account for all copies of the record when preparing for disposition – paper and electronic. Only one line is required for each record series; there is no need to separate years or provide detailed inventories.
Note: If you have records with retention periods based on Fiscal Year End, keep the entire fiscal year together as one unit. Keep the entire semester together if you have records with retention periods based on the semester.
Retention Period
Column 2: Enter retention period listed on the RRS. Retention codes can be found at the top of each page of the RRS.
Dates of Records
Column 3: Enter the start and end dates of the records to be disposed of. You do not need to list all record dates in between.
Fiscal End (FE) or Calendar End (CE): If retention is based on fiscal year (FE) or calendar year (CE), keep the entire fiscal or calendar year together as one unit.
- Example 1: for FY23, a FE (Fiscal End) retention period would include records dating anytime during FY23 (Sept. 1, 2022 – August 31, 2023). Retention requirements are met on August 31, 2023 and the records in this example are eligible for disposition on September 1, 2023.
- Example 2: If a record was created on Feb. 11, 2000, and the retention period for its record series is CE+5 (Calendar End plus 5 years), the Disposition Log date entry would look like this: Feb. 11, 2000 – Dec. 31, 2005.
- The trigger date for the countdown of the (+5 years) does not happen on Feb. 11, 2000. The 5-year countdown begins on Dec. 31, 2000 (CE). Thus, the date entry in column 3 is Feb. 11, 2000 – Dec. 31, 2005.
Disposition Method
Column 4: Indicate how the records will be disposed of.
Note that sensitive or confidential information must be shredded; only public information can be discarded or recycled in the trash.
When in doubt, shred.
Transferring Records to the Archives
Records series with the archive code “O” or “I” need special attention and mean those records may belong in the University Archives. Archive staff will review your log after submission and let you know if further action is needed to preserve those records. In Column 4, enter “A” to flag for archive review.
Off-site Storage
If the department has arranged for off-site storage, please include details in the Disposition Method column. For example, an entry with a permanent (PM) retention period might read: Disposition Method – Storage, Iron Mountain. If off-site storage disposes of records, please send a copy of the receipt to the RMO.
Volume
Column 5: Measure
- For paper records, measure the stack and report in inches, or number of file folders. For digital records, record however the system allows (number of files, amount of space freed, etc.).
STOP: You are finished filling out the form until you reach Step 5.
Step 3 – Submit Form
Once you have added the information in columns 1– 5 in the Records Disposition Log, the log will be sent to the Record Management Officer to review and then approve or contact you if any other information is needed.
The University Archives staff will review any records that may need to be transferred to the archives for permanent preservation.
Email the Disposition Log to libraryrecordsmgtsvc@uthscsa.edu.
Step 4 – Wait for Approval
The Records Manager will review your submitted Records Disposition Log and approve, or reach out if there are questions.
- DO NOT dispose of any records until you receive the approval and signature on the from from the Records Manager confirming the submitted Records Disposition Log.
Step 5 – Dispose of Records
When you receive the email notification of approval, dispose of the records as listed in the Records Disposition Log.
Disposition Date(s)
Column 6: Record the date of the record disposition.
When you receive the email notification of approval, dispose of the records as listed in the Records Disposition Log (column 4) and list the date(s) the records were actually destroyed, stored, or transferred to the archives.
For materials approved for transfer to the University Archives, be sure “TA=Transfer to Archives” is entered in column 4.
See the Archives Transfer page for more information and instructions on completing archive forms.
Step 6 – Sign
Column 7: The authorized Records Management Coordinator signs the log.
- The signature may be either physical or electronic.
- Disposition Logs will be returned if the signature is missing.
Keep a departmental copy of the log only for as long as it is administratively valuable. Do not retain the log past 10 years.
Step 7 – Submit
Submit completed Disposition Log to libraryrecordsmgtsvc@uthscsa.edu.
The Records Management Officer will retain the final signed Records Disposition Logs for ten years, as required.