Handbook of Business Procedures

20.5.1. REQUIREMENTS FOR DISPOSITION OF RECORDS

Whether a record is created and maintained within The University of Texas at Austin or by a private contractor to the university, its disposition requirements depend on whether the record is a master record, a convenience copy, or transitory information. For detailed instructions regarding records that contain controlled or confidential information, refer to 20.7.1. Managing Controlled or Confidential Records and 20.7.2. Destruction Options for Controlled or Confidential Records.

• Master Records
  Master records must meet all retention requirements listed in The University of Texas Records Retention Schedule (UTRRS), and their disposition requires authorization from Records and Information Management Services (RIMS). 
  
  For more information and instructions on disposing of master records, refer to:
  • 20.6.1. Master Records
  • 20.5.3. Archival Review/Transfer Procedures
  • 20.5.4. Destruction Procedures and Form

• Convenience Copy Records
  Convenience copies may be destroyed at any time prior to the date the master record has met its retention requirement. They must be destroyed no later than the date the master record has met its retention requirement. Any convenience copy retained after the disposition of the master record becomes a master record.
  Caution: If a determination cannot be made as to whether a record is a master record or a convenience copy, the record must be treated as a master record and all requirements for disposition of master records must be applied. For more information, refer to 20.6.2. Convenience Copies.
   
• Transitory Information Records
  Transitory information records may be destroyed when they have served their purpose. RIMS recommends that transitory information records be disposed at regularly scheduled intervals, e.g., daily, weekly, or monthly. For more information, refer to 20.6.3. Transitory Information Records.
   

Note: Destruction of convenience copies and transitory information records does not require authorization from RIMS.

Part 20. Records Management - Table of Contents