On the Record - May 13, 2020

May 13, 2020

As we are all coping with the university closure due to the coronavirus, we wanted to share with you the resources available from Records and Information Management Services.

Virtual Records Management Training

We are conducting monthly virtual training using Zoom @ UT for each of our two “in-person” courses:

• IG 101: Records and Information Management for Department Record Managers
• IG 103: Records and Information Management: What Everyone Needs to Know about University Records  

Monthly sessions: We scheduled additional sessions so each class is taught once a month – we wanted everyone to be able to take advantage of additional training time to learn about managing university records.

Visit Records Management Training to learn more about each course, or visit UTLearn to find and register for one of the available sessions.

University Records Guidance While Working Remotely

We created a guide to help you control and protect university records while you are working from home. Please visit University Records Guidance While Working Remotely to learn how to securely manage, retain, and dispose of university records during these unprecedented times.

Retaining Class or Meeting Recordings

Be aware that if you record meetings in Zoom, Microsoft Teams, Google Hangouts, or other platforms those recordings are state records that must be managed according to the content/purpose of the meeting. We are working on guidance and a set of common records series for recordings that we will share when it is finalized.

Requests to Dispose of Records

We continue to process requests to dispose of records during the closure. Now is the perfect time to go through your electronic files and sort, classify, and identify which records are eligible for disposition. As always, you can use the University of Texas at Austin Records Retention Schedule (UTRRS) to categorize your records, or reach out to us for help determining the records series to apply.

The University Archives is able to conduct reviews and transfer of digital records, but an archival review or transfer of paper records is on hold until the university and the archives reopen.

UTRRS Recertification

RMS submitted the proposed schedule to the Texas State Library and Archives Commission (TSLAC) at the end of February and it continues to be under review. Until the eighth recertification is approved by TSLAC, the UTRRS Version 7.4 (recertification 7, amendment 4) remains in effect. We will announce the new version of the UTRRS when it is available for use.

New List Name: RM-Contacts

We renamed our records management contacts list to rm-contacts@utlists.utexas.edu; all previous users remained subscribed.