Handbook of Business Procedures

20.6.3. TRANSITORY INFORMATION RECORDS

The University of Texas at Austin is required to retain transitory information records only until they have served their purpose. Transitory information records may be received, created, or retained in any medium, e.g., voice mail, fax, email, hard copy. Transitory records are records of temporary usefulness that meet all of the following criteria:

• are not essential to compliance with state law
• do not document, support, or arise from university business processes
• are transferred to a master record, e.g., supervisory notes that are transferred to a personnel evaluation or disciplinary record
• cannot be classified as an integral part of any record series of The University of Texas at Austin Records Retention Schedule (UTRRS) other than UT Item AALL083 Transitory Information

Some examples of transitory information include the following:

• departmental social invitations to luncheons, showers, etc.
• unsolicited advertisements
• memoranda of transmittal that add nothing of substance to enclosures
• routine information used for communication for any purpose that is not related to university business

Transitory information records must be retained only until they have served their purpose, as required by UT Item AALL083 Transitory Information in the UTRRS. Once the creator or receiver of transitory information determines that its purpose has been served, it must be destroyed in accordance with the department’s records management plan. For more information, refer to 20.4.3. Records Management Plan. Records designated as transitory information do not require authorization for disposal from Records and Information Management Services (RIMS).

Note: Before designating any record as transitory information, ensure that it is not listed as part of another record series in the UTRRS.

Part 20. Records Management - Table of Contents