HBP Part 20.2.1. Records Management Services Documents

Handbook of Business Procedures

Date published: October 23, 2012
Last revised: November 03, 2020
Issued by: Records Management Service


A. The University of Texas Records Retention Schedule (UTRRS)

The UTRRS is the foundation document of the university records management program. It is used by departments to develop a records inventory as well as to request to dispose of records. It is used by Records and Information Management Services to authorize the disposition of records.

This is the authoritative copy of the University of Texas at Austin Records Retention Schedule. Any discrepancies with local copies will be resolved in favor of this version.

The University of Texas Records Retention Schedule (UTRRS)
8th Recertification Approved for use September 16, 2020

B. Records Management Forms

The following forms are used to manage records at the department level:

  • UTRRS Resource Version
    The resource version of the UTRRS includes the official certified retention schedule as well as directions, guides, and other information to assist users in applying retention rules to their records.
  • Records Inventory Workbook
    The Records Inventory Workbook is used to develop a list of records managed in the department and information about their management.
  • Request to Dispose of Records Form
    The Request to Dispose of Records Form is used to request authorization to dispose of university master records.
  • Imaged Master Records Acknowledgment
    The Master Records Acknowledgment is used by departments to acknowledge standards required for imaging master records.
  • Records Management Language for Contracts
    Records Management Language for Contracts is a resource for federal agencies that can be adapted for university contracts for services that create, manage, or maintain state data, information, or records, such as hosted services, or cloud-based storage solutions by using the references to Texas laws and University policy provided in 20.4.4 Contracts Pertaining to State Records



Part 20. Records Management - Table of Contents