Texas Tech University's Records Retention Schedule 2019-2024
An explanation of archival and retention codes and notes can be found at the bottom of this page

TEXAS TECH UNIVERSITY SYSTEM RECORDS RETENTION SCHEDULE (RRS)

Please note, the retention times listed below apply to the ONE "master" version of a document which is the original or "master" copy. Any extra copies of a document are considered to be "convenience copies" [aka duplicates], which can be disposed of at any time when its usefulness ends.  At no time should a convenience copy be kept longer than the record copy.

*The comments following the record type headings are meant to help elaborate on the description of each the record type and come mostly from the Texas State Library and Archives Commission.

**CAUTION: A state record may not be destroyed if any litigation, claim, negotiation, audit, open records request, administrative review, or other action involving the record is initiated before the expiration of a retention period for the record set by the commission or in the approved records retention schedule of the agency until the completion of the action and the resolution of all issues that arise from it, or until the expiration of the retention period, whichever is later.
-Section 441.187 (b), Government Code

***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.

Guide to the Codes and Notes in the TTU System's Records Retention Schedule (RRS)

Retention Codes (field 7 on the RRS):

  • AC – After Closed, Terminated, Completed, Expired, Settled or otherwise specified.
  • AV – Administrative Value
  • CE – Calendar Year End
  • FE – Fiscal Year End
  • LA – Life of Asset
  • PM – Permanent
  • US – Until Superseded

Archival Codes (field 8 on the RRS):

  • I – Transfer to University Archives
  • O – Review by University Archivist

Notes in Remarks Field (field 9 on the RRS):

NOTE 1..... a) raw data input or source file which replaces or serves as the basic source document in lieu of a textual or other source document - Follow the retention period approved for the equivalent type of textual record or as long as administratively valuable, whichever longer.  b) Routine or benchmark data file used in testing a system or program - As long as administratively valuable.  c) File which facilitates processing of a particular job or system run, but which does not add to, delete from, or substantively modify information in a master file - As long as administratively valuable.

NOTE 2..... Caution for ELECTRONIC RECORDS:  If an electronic record is schedule for permanent retention, software needed for access to the record must also be retained permanently.

Further Explanation of Fields on the Retention Schedule:

Field 4..... Record Series Item No. - Denotes the number assigned by the State of Texas to a particular record type.

Field 5..... Agency Item No. - Denotes the number a particular record type on the Texas Tech University System Records Retention Schedule. There are several record types at the university that are not found on the State of Texas's RRS.

Field 6..... Record Series Title - Name of a record series as identified through the record survey and recertification process.

Field 7..... Retetion Period - Minimum retention time required for a record series, which is comprised of the following:

  • Agency..... Denotes how long a record is kept in active use at the agency or office.
  • Storage..... Denotes how long a record is kept in inactive storage.
  • Total..... Denotes the total retention time for a record by combining the "Agency" and "Storage" times.

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