Purchasing and Distribution Services Department

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Purchasing and Distribution Services Department

• Record Retention Certification
• A to Z

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Agenda

• Meeting the Records Retention Staff
• Purpose of a Records Retention Program
• Understanding Terms
• Reading the UTSA Records Retention Schedule
• Examples
• Archiving Records
• Preparing for Storage
• Requesting Records for
• Retrieval
• Certification

Records Retention
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Purchasing and Distribution Services Department
Hierarchy
Business Affairs
Mail Services 1604 Campus
Central Receiving
Contracts
HUB
Receiving
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Downtown General Services

• Yolanda Miller
• Purchasing and Distribution Services Department
  Director and Records Retention Officer
• Ext 4975
• Frank Salinas
• Manager, Mail Services
• Ext 2781
• John Salas
• Senior Mail Clerk
• Ext 2780
• Ernest Valdez
• Mail Clerk II
• Ext 2780

Ernest, John and Frank
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Purpose of Records Retention Schedule

• The foremost purpose of the records retention
  schedule is to provide a solid foundation for an
  agencys records management program.

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Purpose of a Records Retention Program

• Comply with legal requirements.
• Destroy records that no longer have value to the
  agency.
• Provide legal protection to the agency when
  destroying records.
• Retain records of permanent value.
• Improve protection of vital records.

• Provide security for records with confidential or
  sensitive information.
• Provide offsite storage access to inactive
  records.
• Move inactive records into less expensive storage
  areas, if possible.
• Maintain records in the formats offering optimum
  cost-effectiveness

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Records Retention Terms

• Record Management
• The systematic control of all records, regardless
  of media format, from initial creation to final
  disposal.
• Record Retention
• Holding documents for future use.
• Retention Schedule
• A table that identifies retention periods for
  official records.

• Retention Period
• The amount of time a record series must be
  retained before destruction or archival
  preservation.
• Final Disposition
• The final treatment of the record, which will be
  either archival preservation or destruction.

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Reading the UTSA Records Retention Schedule
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Reading the Retention Schedule

• Retention Codes
• Records Series Item and Agency Item Number
• Record Series Title
• Retention Period
• Retention Remarks

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Retention Codes

• Schedule Key
• AC After Closed, Terminated, Completed,
  Expired, Settled
• AC14 Keep 14 years after it has expired.
• CE Calendar Year
• LA Life Asset
• LA3 Retained past owner ship plus 3 years.
• PM Permanent
• AV Administrative Value
• FE Fiscal Year
• FE3 Retain current fiscal year plus 3
  additional years
• US Until Suspended
• US3 Retain until the project is no longer
  exists plus 3 additional years.

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Record Series Item and Agency Item Number

• Identifies how records are filed at the State of
  Texas.
• The Record Series Item Number corresponds to the
  State Library Retention numbering system.
• The Agency Item Number corresponds to UTSA
  Retention numbering system.

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Record Series Title

• Indicates how each content area is classified.
• Records titles are determined by the State and
  University needs.
• Records are divided into categories, sections,
  and specific content.
• Administration Records (Category)
• Section 1.1 General (Section)
• 1.1.102 Audits (Specific Content Title)

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Retention Period

• The records life expectancy
• Separated into three areas
• A Agency Retention Period
• S Storage
• T Total Retention Period
• Follow the Agency (A) Retention column for UTSA
  record processing.

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Retention Remarks

• Provides additional clarification for the
  retention period.
• May also provide specific instructions in the
  retention of a particular record.
• List additional information the state may use
  when archiving records.

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Searching within the Retention Schedule

• Example 1
• Retaining Departmental leave reports
• Identify the proper Record Series Title
• Employment Records (Category)
• Find the appropriate Subsection
• Section 3.4 - Time and Leave Reports (Subsection)
• Identify the Record Series Item
• 3.4.001 Leave Status Report (Record Series Item)

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Determining Retention Period

• Use the Agency (A) column to determine the
  Retention Period
• 3.4.002 Leave Status Reports
• A (Agency) Retention period is FE 3
• Records are retained FE (Current FY) plus 3
  previous years
• Records must be retained current fiscal year
  (2008) plus 3 previous years (2007, 2006, 2005)
• UTSA calendar runs 2007/2008 (FY08) therefore,
  retention will be maintained until 2004/2005
  (FY05)
• Subsequent records to FY05 (2004/2005) maybe
  destroyed

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Determining Retention Time Frame

• Example 2
• Position/Job Description
• 3.1.023 Position/Job Descriptions
• A (Agency) Retention period AC5
• Records are kept on file until the position has
  been filled or terminated, plus an additional
  five years
• Records must be retained from 2008 until 2013

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Archival Codes

• Indicates whether the material is appropriate for
  permanent retention by the University Archives

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Archival Codes

• UTSA University Archives Codes
• I Transfer to University Archives
• O Review by University Archivist

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University Archives

• At the end of the retention period
• Who maintains it?
• Purpose of the University Archives

Letter from first ITC director to Gov. John
Connally, UTSA Institute of Texan Cultures
Records, 1965-2006, Archives and Special
Collections, UTSA Library
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University Archives

• We also maintain
• Copies of UTSA publications, such as the
  Roadrunner and the Sombrilla
• Photographs documenting UTSAs early years up to
  2000
• Meeting minutes of the Faculty Senate, University
  Assembly, Graduate Council
• Papers of selected faculty, staff, and
  administrators
• Course schedules and catalogs
• Brochures, postcards, posters, and artifacts

The Discourse, Vol. 1, No. 5 (June 1973).
Archives and Special Collections, UTSA Library
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University Archives

• Benefits
• Preserve organizational memory
• Policy background
• Marketing and community relations
• Histories

Gil Barrera Photographs of UTSA, 1972-1978, MS
27, Archives and Special Collections, UTSA
Library.
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University Archives

• Please contact us if you have
• Questions about your materials
• Items with Archival Code O
• Items to transfer/deliver
• Questions about the University Archives and its
  holdings
• Location
• Institute of Texan Cultures campus, 2nd floor
• Staff
• Mark Shelstad, Head of Archives and Special
  Collections
• Angela McClendon, Archivist
• Contact
• x 2381
• archives_at_utsa.edu
• http//www.lib.utsa.edu/Archives/Universityarchive
  s/

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Preparing for Storage

• Order Record Retention Boxes
• Create Record Retention Labels
• Complete Request for Storage Form

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Order Record Retention Boxes

• Create a General Store Requisition to obtain
  storage boxes.
• Use the Commodity code 615-37-09030-2
• Fax the Requisition to 4607
• Boxes will be delivered to the requesting
  department.

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Create Record Retention Box Labels

• Create a Retention Label from the PDS website
• Include the following information on the label
• Record Series Item Number
• Year of Material
• Destruction Date
• Print and place label on the outside of the box.

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Complete Request for Record Storage Form

• Submit a Request for Storage Form
• Fill in the contact information
• Length of time the material will be stored
• Box Number
• Record Series Number
• Description / Content
• Fax the form to the Records Retention Center,
  2844
• Approved form will be returned

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Helpful Information

• Create a Record Retention Folder or Notebook
• Tips for record retrieval

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A Retention Notebook

• It helps to be organized
• Create a Retention Records Notebook
• This will help when requesting records to be
  pulled from retention
• File by Box Number
• Copies of Box Labels
• Copies of Request for Storage forms

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Requesting Records for Retrieval

• Contact DT Mail Services Manager, Frank Salinas,
  at the Records Retention Center
• Frank.Salinas_at_utsa.edu
• 2781
• Box number(s) and content description
• Boxes will be couriered to the requesting office

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Records Retention Representative

• Appointed by your Department Head
• Assist others in your department on how to read
  the Records Retention Schedule
• Prepare department documents for Records Storage
• Complete annual training

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Certification

• What is the purpose of Records Retention?
• Name at least three Retention Codes.
• If you need assistance with Records Retention,
  who do you contact?
• List at least two things you learned today, that
  you didnt already know.

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