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A record is any written, photographic, machine-readable, or other information created or received that documents activities in the conduct of university business. Below is brief list of commonly held university records in our department, their UTRRS code you can use to look up the retention period, and the procedures to follow for record disposal. It is important to adhere to these record retention and disposal procedures strictly. |
Retain
All University Records must be kept for a specific length of time before being disposed of. This Retention Schedule is determined by
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UT Records Management Office. We advise that you retain your records in labeled bankers boxes. You should label your boxes with the following:
- The official UTRRS code (which indicates what TYPE of record is contained)
- The date range of the records in the box
- The # of years of retention required
Find all this information in the UT Record Retention Schedule. Additionally, the table below lists the retention periods for our most common records. Even if your record has been kept as long as the UTRRS requires, you
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go through the official records disposal process established by The Records Administration Office in order to destroy
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said records.
Dispose
Our Departmental Records Management Contact person is Natasha Small
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. Our Records Management Contact will initiate the records disposal process as needed throughout the year. Faculty and staff will be notified via email when a records disposal process is scheduled. At that point, you will bring your labeled files to the department contact for approval, cataloging and disposal. Remember that you must go through this approval process to dispose of official records.
NOTE: For those using scantrons in their courses (specifically those teaching TD301): Digital files of scanned results from Test Scanning Services at the Center for Teaching and Learning may be maintained as "master copies" in place of the physical scantrons. The original scantrons should be kept through the end of the semester in which the course occurs, but after grades are submitted, these originals may be shredded if the digital results are maintained for the time specified by the UT Retention Schedule.
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For additional information see the Handbook: Records Management Procedures.
| RECORD TYPE | UTRRS CODE | RETENTION PERIOD |
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Course Materials, tests, assignments, roster | AALL350 |
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| 3 years | ||
Applications for employment (not hired) | AALL191 | |
Applications for employment (hired) | AALL193 | |
Faculty recruiting records | AALL206 | |
Position and job description | AALL222 | |
Employee Contracts | AALL202 | |
Departmental Employee Folder | AALL207 | |
Graduate Student Files | AALL362 |
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| 3 years | ||
Scholarship / Fellowship supporting docs | AALL399 | |
Accreditation files | AALL394 |