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office of Institutional Compliance

Records Management

Disposing of State Records

All records in the Record Retention Schedule may be disposed of in one of two ways.

Archival Preservation: If a record is designated in the Record Retention Schedule as one which should be kept as an archival record or if a department believes that a record should be kept for archival purposes and placed in the university archives, the department should complete the Record Disposition Log. Record Disposition Log is necessary for both records that have been designated as archival records and for records that have been approved for destruction per the Retention Schedule.

  • If a record is being sent to the archives for preservation, then it is necessary only to record this in the Disposition Log.
  • If a record has been approved for destruction, then it has to be recorded in both the Disposition log and in the Destruction Form.
  • Important: You must send a copy of the completed Disposition Form to the University Records Officer and retain the original form in the department for future reference.

Destruction: If a record has met the retention period in the Record Retention Schedule it must be destroyed in a timely manner and this process has to be approved and documented using the Records Destruction Form. This process is extremely important as we must verify that there is no reason that documents may not be destroyed such as pending litigation, claims, negotiations, audits, open records requests, or administrative review. If any of these are pending then records must be kept until the completion of these actions.

  • The record Destruction form is necessary to record the destruction process as evidence of lawful destruction.
  • This form documents the destruction of public records in accordance with the system regulations 61.99.01 and the Texas Government Code §441.180.
  • Important: You must ensure that once the destruction takes place, the completed original destruction forms are sent to the University Records Officer and copies of the completed forms are maintained at the department.

Completed forms may be scanned and sent by email to d.rivera@ct.tamus.edu or sent via campus mail to the attention of Deserie Rivera.

Records Destruction Process

  1. Identify non-archival records that have met the designated retention period.
  2. Inform the Records Officer of pending destruction
  3. Ensure records are not part of an active administrative review, open records request, litigation, claim, negotiation, and/or audit.
  4. Complete the Records Disposition/Destruction Form (appropriate signatures must be obtained).
  5. Destroy records appropriately.  Confidential records must be destroyed in a manner that ensures the confidentiality of the records (i.e. cross shredding)
  6. Obtain witness signature on the destruction form.
  7. Make copies of the completed Disposition/Destruction form.  Originals are provided to the Records Officer and copies filed as departmental copies.

Forms

Records Disposition/Destruction Form
Disposition Log

Reporting Fraud, Waste, or Abuse

Employees of the A&M System are required to report factual information regarding fraudulent, wasteful, or abusive activities that may involve the System or any of its members. To report such activities, employees can call the A&M System Risk & Misconduct Hotline at 1-888-501-3850 or submit a report via the Internet at the System's Risk & Misconduct hotline. Employees can also call the State Auditor's Office at 1-800-892-8348 or submit a report via the internet at http://sao.fraud.state.tx.us/

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