Request to Dispose of Records

The University of Texas at Austin is required to retain one copy of every record created through university business processes, and retention requirements apply to that copy, which is the master record. Whether a master record is created and maintained within the university or by a private contractor to the university, its life cycle ends with disposition, which takes one of two forms: the record is transferred to University Archives or the record is destroyed.

Before a master record may be disposed, it must meet all retention requirements listed in The University of Texas Records Retention Schedule (UTRRS) and its disposition requires authorization from the Records Management Officer (RMO).

Disposition Process

The Department Records Manager Contact (DRMC) is responsible for submitting a Request to Dispose of Records Form and obtaining authorization from the RMO prior to destroying or transferring master university records. The disposition process comprises:

  1. Identify the master records in your department that are eligible for disposition based on the applicable record series and retention periods found in the UTRRS
  2. Complete the Request Form with the department information and the description of the master records that are eligible for disposition
    • RIMS is happy to review request forms in advance of submissions; send a copy of the draft form to rims@austin.utexas.edu if you have any questions about what to enter
  3. Submit the Request Form to Records and Information Management Services (RIMS)
  4. Receive RMO authorization to dispose via an email from RIMS and follow any instructions for requests for additional information
  5. Destroy or transfer the records within 90 days of approval
  6. Notify RIMS within 5 days of the destruction or transfer to archives

 

Request to Dispose of Records Workbook

DRMCs should download a copy of the Request to Dispose of Records Workbook in order to complete and submit a request form. The Excel workbook includes tabs for:

  • Introduction and table of contents
  • An overview of the dispostion process
  • The Request to Dispose of Records form
    • If you enter a correct UT Item code in the first column of the description of records section, the Record Series Title and retention information will autocomplete.
  • A copy of the UTRRS 8.0 used for autocompletion in the form
  • Links to references and resources

Download a copy of the Request to Dispose of Records Workbook from UT Box. You can also download a copy of the Request to Dispose of Records Form Only.