Records Management FAQ

What is records management?

  • It is the control of records throughout their life-cycle.  The university records management program oversees records and ensure that we remain in compliance with Texas recordkeeping laws.  

What is a record?

  • Any written, photographic, electronic, or other recorded information created or received by or on behalf of a state agency or an elected state official that documents activities in the conduct of state business or use of public resources.  

Can I destroy a paper original after digitizing/scanning?

  • Yes, record management laws allow for records to be kept electronically instead of physically.

Are personal documents and correspondence university records?

  • Personal documents and correspondence are not university records as long as they do not pertain any university business.

How do I know if I am responsible for the retention of a record?

  • Records remain the responsibility of the office that created them.  If you didn't create the document, but were provided a copy for your records then it is considered a convenience copy and you can recycle/trash/delete when it is no longer useful.

  What is the difference between a permanent record and an archival record?

  • Archival records have enduring historical relevance.  After these records have reached their retention period they are transferred to the University Archives for preservation. 
  • Permanent records have reached their retention period but possess enduring legal, fiscal, or administrative value and must be preserved permanently in the department they originate.  

If you have any questions or need assistance, contact Frances Serrano, Special Collections and Record Retention Specialist at 940-898-3740  or


Article ID: 146715
Tue 9/20/22 2:42 PM
Wed 5/3/23 7:39 AM