On the Record

June 22, 2026

In This Issue

  • RIM Month 2026 Wrap-Up
  • Publication of Updated HOP 3-1410 Records Management
  • Change of Document Destruction Vendor on State Contract
  • Updated “Records Inventory Workbook” Template
  • 2026 Training Schedule

RIM Month 2026 Wrap-Up

RIM Month is now behind us, and we want to thank everyone again who participated in any of our nine training sessions. We really enjoyed seeing you, answering your questions, and getting your feedback on what worked and what didn’t. 

Unfortunately, due to some staffing changes, RIMS is running behind on captioning and posting the webinar recordings on the event SharePoint page. As they become available, you can find them here: https://utexas.sharepoint.com/sites/RIMS-DRMCPublicResources/SitePages/RIM-Month-2026.aspx.

If you remember something from a webinar that you want to review, but you don’t want to watch the whole video, open it in Panopto, and you can use the Chapter headings on the left to click through the major sections of the training.

Please let us know if you have any trouble accessing the videos.

Publication of Updated HOP 3-1410 Records Management

Effective May 7, 2026, the updated HOP 3-1401 Records Management has been published and is available for review.

What you need to know:

  • Departments will now be required to update and submit their Departmental Records Inventory to RIMS at least every two years. The first submission deadline will be August 31, 2028.
  • RIMS will roll out a new Departmental Records and Information Management Compliance Assessment. Departments will be required to complete and submit to RIMS at least every two years. The first submission deadline will be August 31, 2029.
  • The Departmental Records Management Plan document is now optional.

This summer, the Records and Information Management Services (RIMS) team will update Part 20 of the Handbook of Business Procedures with detailed instructions. We will also audit and update DRMC assignments in the Organizational Hierarchy System (OHS) and finalize a training timeline in support of these two new submission requirements. RIMS will reach out to DRMCs in the fall to provide to you and your leadership detailed information about the rollout of these new requirements.

Questions? Email rims@austin.utexas.edu.

Change of Document Destruction Vendor on State Contract

Effective April 6, 2026, document destruction vendor ATI Secure Docs/Austin Task is no longer subcontracting for WorkQuest under the Texas Comptroller’s state contract for shredding. While WorkQuest sent notifications to all of their contacts at UT, RIMS wanted to ensure that all DRMCs were also aware of the change.

If your department needs immediate shredding services, RIMS recommends working with UT’s Document Solutions to set up services to meet your needs. 

Departments may also work with Business Contracts to pursue outside services with a qualified third-party vendor.

Visit Document Solutions for Shredding Services.

Updated “Records Inventory Workbook” Template

We’re excited to announce the rollout of our updated Records Inventory Workbook, designed to make the records inventory process more consistent across the University. To support more standardized data collection, we are phasing out the simple inventory format. The new format organizes information across multiple clearly labeled columns and includes in-cell guidance to explain each field. 

  • Departments with an existing inventory do not need to move to the new Workbook immediately (older formats will be accepted through the August 31, 2028, compliance deadline listed above).
  • All future updates or new inventories should use the new Workbook.

In the new template, we have replaced the “AALL All Start” worksheet with the “AALL Checklist” worksheet, which can be used as a quick way to identify relevant record series that are used by many departments. Find detailed instructions in the Workbook.

2026 Training Schedule

Our training schedule for 2026 (and a little bit of 2027) is now up and available for registration in UTLearn.

In support of our updated HOP, RIMS will be offering more frequent trainings on electronic records, records inventories, and the new RIM Compliance Assessment (coming this fall). If registration is not open yet for a class that you are interested in, you can go to the class page in UTLearn and select “Notify Me” to get a notification when registration is open. See links below.  

Remember that if you’re ever interested in a class for a group in your department, please reach out to us! We are happy to present one of our regular classes or customize a training for your needs.

  • IG101: Records and Information Management for DRMCs
    • Target Audience: Departmental Records Management Contacts (DRMCs)
    • Format: Webinar
    • Upcoming Dates: June 25, 2026, September 2, 2026, and December 8, 2026
    • Register here in UTLearn
  • IG103: What Everyone Needs to Know about University Records
    • Target Audience: All UT employees
    • Format: Webinar
    • Upcoming Dates: July 14, 2026, October 22, 2026, and January 13, 2027
    • Register here in UTLearn
  • IG110: Learning the Records Lifecycle
  • Tackling the Digital Sprawl
    • Target Audience: All UT employees
    • Format: Webinar
    • Upcoming Date: August 20, 2026
    • Register here in UTLearn
  • IG105: Knowing What You’ve Got: Inventorying Your Department’s Records (New Course Number)
    • Target Audience: DRMCs
    • Format: Webinar
    • Upcoming Dates: September 22, 2026, and November 4, 2026
    • Register here in UTLearn
  • IG107: Knowing Where You’re At: Assessing Your Department's RIM Compliance (New Course Number)
    • Target Audience: DRMCs
    • Format: Webinar
    • Upcoming Date: September 30, 2026
    • Register here in UTLearn
  • IG112: DRMC Fundamentals – The Records Inventory
  • Manage Your Mailbox Before It Manages You
    • Target Audience: All UT employees
    • Format: Webinar
    • Upcoming Date: February 10, 2027
    • Register here in UTLearn 

Resources 

News and Information from RIMS

If you are not a designated department records management contact (DRMC) listed in the OHS and would like to receive records management news and information updates, subscribe to our RM Contacts mailing list.

On the Record Archive

Contact RIMS

Email:

rims@austin.utexas.edu

Website:

https://records.utexas.edu