Archival records are identified in the records retention schedule and maintained in accordance with Texas Government Code Section 441. An archival record is any record that is retained permanently for lasting historical value and may be used for research and reference by university offices and the general public. Archival or historical records are to be preserved in the archives of the institution. The schedule is revised periodically by the records management officer to include newly created record series, to change retention periods, or to delete a record series no longer used. Appropriate approval procedures must be followed and completed before any revision would become effective.
All records are to be kept for the minimum periods listed in the records retention schedule.
Notwithstanding such minimum retention periods, all records must be maintained until all required audits are completed and should be retained beyond the listed retention periods when there is a probability of litigation either involving records or requiring their use. No records may be destroyed without permission from the Texas State Library as outlined in Texas Government Code Section 441. The Texas State Library has two established methods for obtaining legal authority to destroy records. Procedures differ for records listed on the records retention schedule and any records not listed. Contact the records management officer in Records Management for the proper method to use.