Forms & Training

Forms and Training

The records disposition process is multi-stepped and may involve several forms:

Contact the University Archivist / Records Manager

When an employee of UT Tyler is ready to properly dispose of inactive records, they should contact the University Archivist and designated Records Manager, Rachel Motes, at rmotes@uttyler.edu or 903.566.7165, to begin the records disposition process.

Review the Records Retention Schedule

By working with the University Archivist / Records Manager, an employee can ensure that only the records that have met or exceeded their retention period are disposed of; and that records marked for archival transfer or review are retained for the University Archives and Special Collections.

This can be done by using the UT Tyler Records Retention Schedule to determine if records have reached their retention end date and can be transferred or shredded or must continue to be retained in-office due to still being within their retention period.  More information about the retention schedule can be found on the UT Tyler's Records Retention Schedule webpage.  The University Archivist / Records Manager can assist with determining records types and retention dates.

Complete a Records Transfer Form

If records have been marked as being archival or of intrinsic value, a UT Tyler Records Transfer Form must be completed.  This form can also be found within DocuSign under Envelope Templates > Shared Folders > Records Management or by conducting a search of "records transfer" within All Templates under Envelope Templates.

Records may only be transferred once their retention period has been met.  Other material and items, not classified as records, may also be transferred to the University Archives and Special Collections.  Work with the University Archivist to determine what can be accepted as transfers.

Complete a Records Disposition Log after reading its Instructions

Once records have been deemed eligible for disposition via shredding or deletion, a UT Tyler Records Disposition Log must be completed.  This form, with instructions for how to fill it out, can also be located within DocuSign under Envelope Templates > Shared Folders > Records Management or by conducting a search of "records disposition" within All Templates under Envelope Templates.  For questions or concerns regarding the disposition log or its instructions, please contact the University Archivist / Records Manager.

When completing a records disposition log, the current UT Tyler Records Retention Schedule must be referenced.  It is also important that the employee work with their Dean or Department Head during this step to make sure that none of the records listed within the disposition form are a part of any impending or ongoing audit, claim, litigation, negotiation, review, Public Information Act request, or any other legal action.

Records may only be recycled, shredded, deleted, or otherwise destroyed once their records disposition log has been completed by the employee and signed by all required parties.  Employees and their departments are responsible for shredding or disposing of their own records that have been approved for disposition through destruction.

Retain copies of completed Records Disposition Logs

When a records disposition log has been completed and signed by all approving parties, a copy of it must be retained by the employee for their department as well as by the University Archivist and designated Records Manager.

As a state agency of Texas, employees of the University of Texas at Tyler are required to complete and keep records disposition logs (13 Texas Administrative Code §6.8(3))

To better understand the records disposition process, a basic introduction to records management at the University of Texas at Tyler can be found below:

UT Tyler Records Management Training

UT Tyler Handbook of Operating Procedures - 1.14 Records Management