Handbook of Business Procedures
Date published: October 23, 2012
Last revised: May 22, 2022
Issued by: Records and Information Management Services
20.5.2. CONTROLLED OR CONFIDENTIAL RECORDS VERSUS NONCONFIDENTIAL RECORDS
A. Disposition of Controlled or Confidential Records
Any record created and maintained within The University of Texas at Austin or by a private contractor to the university can contain controlled or confidential information, whether it is a master record, a convenience copy, or transitory information. Records that contain controlled or confidential information have additional requirements for management.
Master records, convenience copies, or transitory information records that meet retention requirements and do contain controlled or confidential information must be disposed of in a manner that preserves confidentiality throughout the entire disposal process. When records that need to be transferred to archives contain controlled or confidential information, Records and Information Management Services (RIMS) notifies The University of Texas at Austin Briscoe Center for American History archivist. Master records that contain controlled or confidential information and are approved for destruction by RIMS must be protected and disposed of following the guidelines in 20.7.2. Destruction Options for Controlled or Confidential Records.
For more information, refer to:
- 20.7.1. Managing Controlled or Confidential Records
- 20.7.2. Destruction Options for Controlled or Confidential Records
- 20.7.3. Contact and Payment Procedures for Document Destruction Vendors
B. Disposition of Nonconfidential Records
Master records, convenience copies, or transitory information records that meet retention requirements and do not contain controlled or confidential information can be disposed by any method available in accordance with 20.5.1 Requirements for Disposition of Records. There are no special requirements for nonconfidential records that are approved for archival transfer. Records that do not contain controlled or confidential information and are approved for destruction by RIMS can be placed in recycle bins or disposed of by any method available.