Texas Tech University's Records Retention Schedule: The record series are listed by category along with a brief description. Tech's newest approved schedule was officially signed off on April 4, 2011, by the State of Texas. *Revisions to the schedule were approved effective 8/28/12.
When disposing of TTU records, the records disposition log should be completed. The Records Disposition Log form is available online. Instructions for filling out the form and examples for filling out the form are shown as well.
To help Tech employees better manage their records the following documents have been created:
- Frequently Asked Questions Regarding Records Management at Texas Tech [PDF]
- Frequently Asked Questions Regarding Employee Records and Records Management [PDF]
Shred Day Events:
The next Shred Day event will be held in October, 2012, in the United Spirit Arena parking lot. Disposition Logs should be filled out by the department BEFORE university records are brought to the Shred Day site. Representatives from the University Archives will on hand to help offices cull their records and determine which items could be disposed. Members of the TTU community can bring personal and/or work related materials to be shredded. Shred Day is sponsored by the TTU IT Division's Department of Chief Information Officer.
|Date of Shred Day event:||# of boxes disposed:||Total weight:|
|September 28, 2007||123.5||2,600 lbs|
|April 11, 2008||413.5||7,816 lbs|
|October 24, 2008||336||10,360 lbs|
|May 1, 2009||775||14,420 lbs|
|October 16, 2009||645||16,530 lbs|
|April 30, 2010||859||34,396 lbs|
|October 22, 2010||1025||40,132 lbs|
|May 6, 2011||1233||42,752 lbs|
|October 11, 2011||1117||42,978 lbs|
|May 22, 2012|
Regarding electronic records: Section 441.189. Electronic State Records: a) Any state record may be created or stored electronically in accordance with standards and procedures adopted as administrative rules of the commission. [full citation] CAUTION - the retention time for an electronic copy is still the same as a paper copy. An electronic copy must also be readable and accessible for the duration of the retention time and should be disposed of after it has fulfilled its retention time. If the record has been flagged as having archival value, the University Archivist should be contacted at 742-3749 about preserving the record.
When disposing of master copies TTU records, the records disposition log should be completed. The Records Disposition Log form is available online. Instructions for filling out the form and an example of a completed form is shown as well.
Texas Tech University Health Sciences Center's Records Retention Schedule: The record series are listed alphabetically along with a brief description.
The Records Management Office is available to help any Texas Tech department with its records retention needs, and can be contacted at (806) 742-8675 or email inquires. The Records Management Office is currently housed in the Southwest Collection/Special Collections Library.
Texas Tech University's authority for the legal disposal of records is covered under the TTU Operating Policy and Procedure's OP10.10 and the TTUHSC Operating Policy and Procedure's OP10.09. Texas Tech undergoes a records survey about every three years, then submits an updated records retention schedule to the State of Texas for approval. Once approval has been received, the revised records retention schedule will be made available on this website.
Disaster Recovery- It is the responsibility of TTU administrators to have a backup plan to protect their vital records (i.e. those records that are irreplaceable, unique, or necessary for the operation of their department and the University). The Libraries' disaster recovery procedures are set forth under the Disaster Response Plan. The rest of the University's responsibility to disaster recovery is outline under the Operating Policy and Procedure's OP76.01.
In 1992, Texas Tech University began its Records Retention Project, in response to state law which required all state agencies, colleges, and universities to implement and adhere to a records retention schedule. At the direction of then University President Robert Lawless, Texas Tech University and the Texas Tech University Health Sciences Center pooled their funds and hired a project administrator, staff personnel, and funded the purchase of necessary supplies. This led to the eventual establishment of an active Records Management Office that carries on the records retention scheduling, identifying and classifying university record types. These record types are used to compile a university-wide retention schedule that satisfies both the state and Tech's requirements. The final retention schedule is submitted every two years for approval to the Texas State Library's Records Management Division.
Other Records Management Links of Interest:
The Texas State and Local Records Management Division has a vast amount of information available. On their Resources page, they present information on topics such as electronic records, microfilming standards, records retention scheduling, etc.
The University of Texas's site has several points of interest, including links to the Texas Public Information Act (Open Records), and the Public Information Act.
Texas A&M's University Records website has a lot of useful information on records management.
The University of Houston also has its retention schedule online.
Last Updated 9/6/12