Purchasing and Distribution Services Department

1. Purchasing and Distribution Services Department Record Retention Certification A to Z

2. 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

3. Purchasing and Distribution Services Department Hierarchy Business Affairs Mail Services 1604 Campus Central Receiving Contracts HUB Receiving

4. 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

5. Purpose of Records Retention Schedule The foremost purpose of the records retention schedule is to provide a solid foundation for an agency’s records management program.

6. 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 Purpose of a Records Retention Program

7. 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. Records Retention Terms

8. Reading the UTSA Records Retention Schedule

9. Reading the Retention Schedule • Retention Codes • Records Series Item and Agency Item Number • Record Series Title • Retention Period • Retention Remarks

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

11. 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.

12. 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)

13. 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.

14. 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.

15. 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)

16. 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

17. Determining Retention Time Frame Example 2 • Position/Job Description • 3.1.023 – Position/Job Descriptions • A (Agency) Retention period AC+5 • 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

18. Indicates whether the material is appropriate for permanent retention by the University Archives Archival Codes

19. Archival Codes • UTSA University Archives Codes: • I = Transfer to University Archives • O = Review by University Archivist

20. 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

21. University Archives We also maintain: • Copies of UTSA publications, such as the Roadrunner and the Sombrilla • Photographs documenting UTSA’s 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

22. 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.

23. 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@utsa.edu • http://www.lib.utsa.edu/Archives/Universityarchives/

24. Order Record Retention Boxes Create Record Retention Labels Complete Request for Storage Form Preparing for Storage

25. 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.

26. 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.

27. 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

28. Helpful Information • Create a Record Retention Folder or Notebook • Tips for record retrieval

29. 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

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

31. 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

32. 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 didn’t already know.

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