Handbook of Business Procedures

20.3. APPLYING RETENTION TO MASTER RECORDS AT THE DEPARTMENT LEVEL

Departments at The University of Texas at Austin are responsible for the integrity of all records created or received in the operation of the department and the administration of its programs. Departments have records management responsibilities for master records that are in the possession or under the control of the department rather than managed at the enterprise level in systems such as Workday.

Departmental management of master records includes:

• Developing a Departmental Records Management Plan and a Records Inventory to ensure all records are given appropriate consideration
• Keeping master records for the required retention period listed for each type of record as listed in the UTRRS
• Using university repositories:
  • One Drive
  • SharePoint
  • Other Microsoft Office apps such as Outlook
  • UT Box
  • Departmental servers
  • Documentum or other managed repository services offered by university ITS

***Consider any storage limits or quotas before selecting a repository to use for long-term storage.

***Please review the ISO Local and Cloud Services Decision Matrix before storing records that contain controlled or confidential information.

• Using file naming conventions and folder structures that support the retrieval of the records for as long as they are retained by the department and that will assist in determining eligibility for disposition. Refer to the Labeling and Filing quick guides for additional information.
• Conducting periodic reviews in accordance with the Departmental Records Management plan to identify records that are eligible for disposition
• Submitting requests for authorization to dispose of records that are eligible for disposition and that have no further administrative value in the department
• Disposing of records authorized for disposition

Additional guidance and tips for departmental management of records created by specific administrative and program-related processes will be available in the DRMC Guides and Handouts folder.

Part 20. Records Management - Table of Contents