Preserving the history of Angelo State University.
State law requires every state agency adhere to a Certified Retention Schedule. Proper use of the retention schedule ensures that ASU complies with federal and state regulations concerning retention and disposition of official records and promotes efficient management of those records.
While the retention schedule and associated terms may seem daunting to navigate at first, the FAQs below are a great place to start. If you do not see the answer to your question or would like further clarification, please contact either Erin Johnson for further assistance.
While using the retention schedule, it is important to keep in mind that some records have enduring, historical value beyond the regular retention period. Some records require transfer to the University Archive while others require review by the archivist before disposition. Use the list below as a quick reference/guideline in assessing the long-term value of office records. The list is in no way complete, and the omission of a certain record or record series does not necessarily render it historically unimportant.
An Archive Transfer Form should accompany any record deemed appropriate for inclusion in the University Archive. All records, whether transferred to the Archive, shredded, recycled or deleted, must be placed on a Disposition Log. If there are any questions concerning the appropriateness of items for transfer to the Archive, please do not hesitate to contact us by phone at 325-942-2164 or via email at erin.johnson@angelo.edu.
The two key questions to ask when evaluating material to be transferred to the Archive are:
Does this record provide unique information?
Does this record provide information that may be historically valuable for future researchers?
Quick Reference/Guideline
Items generally considered historically valuable include, but are not limited to:
Laws, legislation and legal opinions
Strategic planning materials
Recurring or special reports/studies (fiscal and non-fiscal)
Meeting agendas, minutes and supporting documentation
News/Press releases and newsletters
Organizational charts
Administrative correspondence
Executive Orders
University publications and publication development Files
Event posters/brochures
Speeches, papers and presentations
Building records
Photographs
Memorabilia
Faculty, staff and student research/publications
Graduation programs
Items generally not included:
Routine correspondence, requests and acknowledgments
Active records (those that have not fulfilled their total retention period)
Records of routine matters, (requests for leave, purchase orders, etc.)
Confidential materials (i.e., those containing social security numbers, campus ID numbers, etc.)
Records Retention FAQs
Records management is the “application of management techniques to the creation, use, maintenance, retention, preservation, and destruction of state records for the purpose of improving the efficiency of record keeping, insuring access to public information under chapter 522, and reducing costs.” (Texas Government Code 441.180)
Good records management increases efficiency, protects confidential records, and helps preserve institutional history.
Most state employees create or receive records in the course of normal business. The task then becomes following good practices for filing, storing and retrieving these records (regardless of the format) until final disposition in accordance with the ASU Retention Schedule.
A state record is “any written, photographic, machine-readable, 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.” (Texas Government Code 441.80)
The record copy is the original or official document that is kept on file and is subject to the requirements of the retention schedule. The record copy must be listed on the disposition log upon destruction or transfer to the University Archive.
All copies of a document that are not the record copy are considered convenience copies. Convenience copies do not need to be listed on the disposition log and may be destroyed at any time within the retention period, but must not be kept longer than the record copy. Any convenience copy kept after the disposition of the record copy becomes the record copy and is subject to those requirements.
Some records have been determined to have enduring historical relevance. Once these records have fulfilled their prescribed retention period, they are transferred to the University Archive for preservation.
University Archive Mission Statement
As part of the Porter Henderson Library’s West Texas Collection, the mission of the University Archive (UA) is to identify, collect, organize and make available records and other materials that reflect the history and development of Angelo State University. Materials collected by the UA include, but are not exclusively: official university records, publications, photographs and slides, theses and committee records. Other areas of interest include materials that pertain to official university organizations, papers, research and publications of current and former faculty members and administrators, and various forms of school memorabilia.
Help us preserve ASU’s unique institutional history! If you feel you have a record of historical significance, but it is not scheduled as archival, do not hesitate to contact us for a review.
