Record Disposition
Prepare for Disposition
Ready to review records and dispose of those that have met their retention requirements? You've come to the right place! Instructions are provided below. Be sure to also review the current Records Retention Schedule (RRS) as you go.
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. Disposition may not begin 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.
Recent News
Newly-Revised RRS Has Been Certified by the State
May 2024
The Texas State University and Texas State University System Records Retention Schedules submitted to the Texas State Library and Archives Commission Records Management Division have been approved and re-certified. This RRS will remain through April 2029.
Disposition Instructions
Before you begin, there are three ground rules to remember:
- When in doubt, treat it as a record. Not sure if you have a record or a convenience copy? Treat it as a record. There are no penalties for disposing of copies according to the Records Retention Schedule.
- If the record fits into more than one record series, always defer to the longest retention period. If there are external retention requirements that require a longer retention period than stated in our Records Retention Schedule, notify the Records Manager so that the schedule can be updated.
- If a file has multiple records with a variety of retention periods, always default to the longest retention period. In some cases, record series were created to accommodate files with multiple retention periods (for example, see PER550 - Departmental Personnel Records).
Step 1
Open the Records Disposition Log Form in Adobe Acrobat Sign. The form can be filled in online and submitted.
- Enter the name of the Records Administration – an employee who is authorized to maintain and dispose university records.
- This cannot be a student employee.
- Include the employee's title, contact information, and where on campus the office is located.
Step 2
View the University's Records Retention Schedule (RRS).
- Find the series that matches the records you wish to dispose. Read the narrative to verify your records match the series description.
- Note the retention period, and prepare to list only those records which have met the required retention period.
Columns 1, 2, and 3: Enter this information exactly as it appears on the RRS. Account for all copies of the record when preparing for disposition - paper and electronic. Only one line is required for each record series; there is no need to separate years or provide detailed inventories.
Note: If you have records with retention periods based on Fiscal Year End, keep the entire fiscal year together as one unity. If you have records with retention periods based on semester, keep the entire semester together.
Enter Dates for Columns 4 and 5: These dates indicate which records are to be disposed with the Start Date and the End Date of the records.
- View the How to Enter Dates page to determine which records have met the required retention period; dispose of records through that end date. This list changes 3x a year, so be sure to check the effective dates.
Tips:
- If retention is based on fiscal year (FE+x), keep the entire fiscal year together as one unit. If you have only one FY to dispose, use the same fiscal year date in the columns 4 and 5.
- If retention is defined by semester or makes sense for the records to be retained by semester (AC=semester), keep the entire semester together as one unit. If you have only one semester to dispose, use the same semester and year columns 4 and 5.
Common retention periods in effect through December 31, 2024
| FE+3 | Dispose of records through FY2021 |
| AC+2 | Where AC=end of semester, dispose of records through Fall 2022 (Fall 2024 was the last full semester completed). This date will change on the first day of Summer 2025 classes. |
| AC+5 | Where AC=date of separation, dispose of records for individuals separated through the end of the previous month in 2019. (For example, if you are filling out an RDL in October 2023, you can dispose of records through September 2019.) |
| AC+7 | Where AC=last semester attended, dispose of records through Fall 2017. (Fall 2024 was the last full semester completed.) Use this guideline for student-related records with a 7-year retention. |
Measure
Enter Column 6: Measure how many records are being disposed. For paper records, measure the stack and report in inches. For digital records, report however the system allows (number of files, amount of space freed, etc.).
Disposition Method
Enter Column 7: Indicate how the records will be disposed.
- Note that any sensitive or confidential information must be shredded; only public information can be discarded in the trash or recycled.
- When in doubt, shred.
Transferring Records to the Archives:
*Retention periods in the RRS that are marked with an asterisk mean those records may belong in the Special Collections and Archives. Archive staff will review your log and let you know if further action is needed to preserve those records. For materials to transfer to the archives, enter “TA=Transfer to Archives” in column 7.
For materials being transferred to the Special Collections and Archives, you will need to also fill out a Records Transfer Authorization Form that includes an inventory of the materials.
- See the Records Transfer Instructions page for more information on filling out and signing the form and including the required detailed inventory.
Stop: Submit Form
Forward the Form
Step 3
Once you have completed your information and added the information in columns 1-7 for the records in the Records Disposition Log, follow the instructions in Adobe Sign to forward the form to:
- Participant 2: Stephanie Towery (sst25@txstate.edu).
- Participant 3: Enter your first and last name, and email (i.e., NetID@txstate.edu), in order to receive the approved form back and to fill in column 8.
Your records disposition log will be sent to the Record Manager to review and then approve, or contact you if any other information is needed.
Wait for Approval
Step 4
The Records Manager will review your submitted Records Disposition Log and approve, or reach out if there are questions.
- Do NOT dispose of any records until you receive the approval and signature on the from from the Records Manager confirming the submitted Records Disposition Log.
Dispose of Records
Step 5
- When you receive the email notification of approval, dispose of the records as listed in the Records Disposition Log (column 7).
Done!
Step 6
- Record the date of the record disposition in column 8 of the form.
- Sign to verify and submit.
- And, you're done!
The Records Manager will retain the final signed Records Disposition Logs for ten years, as required.
Records Management Info
Contact Form
Shredding Options
Shredding is the preferred disposition method for sensitive, confidential, or personally-identifiable information. When in doubt, shred!
Departments are responsible for managing their own records throughout the entire life cycle of those records - from creation, through storage and use, and finally through disposition. Small amounts of records may be easy to shred in the department, but larger amount of records may require more planning. Fortunately, there are several options for shredding large volumes of records.
NOTE: The University Records Manager does not have detailed information about shredders on campus or shredding vendors - these options are listed here as general information.
If your department wants to explore shredding companies, please contact the companies directly to inquire about their status as an approved State (or University) vendor, services offered, costs, etc.
Shredding Vendors
Various departments on campus have contracted with vendors to shred large volumes of material; costs vary, so a cost comparison is recommended. Please contact the vendor(s) directly to inquire about their services and costs.
It is important to shred confidential records and other records with personally-identifiable information. Iron Mountain and WorkQuest are two vendors listed via the Texas Comptroller's Office for shredding services for fiscal year 2025.
Hard Drives and Other Media with Confidential Information
If a department does not have the means to dispose of hard drives and other media with confidential materials on its own, IT Security will provide assistance. This information was accurate at the time it was posted, but things can change! Check with Materials Management if you have questions.
Complete the Materials Management form titled "Requesting Pickup of Surplus Equipment". In the field that asks for "Description of surplus, if computers..." enter "Confidential [describe what you have - computers, hard drives, etc.] need(s) to be picked up and destroyed."