• It is not a document-by-document inventory, but a descriptor of the function, use, or content of the records (i.e. correspondences, reports, raw data).
    Each item is categorized based on a records series, which is a group of similar records that are normally filed in close proximity or used in conjunction with one another.
  • The record inventory should be completed on a records inventory worksheet (the worksheet lists a description of the records, the manner in which they are categorized, the location and retention period of the record, as well as the record's medium, i.e. paper, tape, electronic).                         
  • Each records liaison officer should conduct an inventory on an annual basis (this may vary, based on the completion of the retention schedule).
    The records management coordinator should act as a guide and source of reference for the records liaison officer.
    Each inventory that is completed supersedes the previous inventory.
  • Each time a record is transferred to another location.
  • It makes future inventories effortless.
    Faster retrieval of needed documents by all office personnel.
    States the specific location of record and the medium of which the record is composed.
    Assists in the disposition of outdated records.
    It is a foundation for the records retention schedule.
    Assists in audits.
  • Reflects the type of equipment used for housing records.
  • Determine the best plan for surveying records, confer with colleagues.
    Begin moderately as to not become overwhelmed.
    Develop a schedule and implement deadlines for completion.
  • Work together as a unit within the department, obtain support from all records management role players.                         

[Texas Government Code ยง 441.185]Records Retention Schedule: The records retention schedule is the required document that lists the agency's records and establishes the retention period for each records series title including the length of time the records will be maintained in agency offices and inactive storage before final disposition. The document also shows the security status of the records, designates records that have archival value, verifies the record medium, and identifies vital records.

  • It is maintained on a biannual basis (based on timeliness of approval and recertification by Texas State Library & The State Auditors Office).                         
  • It allows the university to comply with legal obligations concerning retention and disposition of records.
    It lists an accurate inventory of the location, retention period and types of record available.
    It is a concise reference guide for audit purposes.
    It is based on the university's inventory.
  • It is the basis by which records may be legally disposed.

Please click here to view Texas Southern Univeristy Retention Schedule.

Last Updated: 8/10/17