Records Retention and Management

Records management is the systematic control of records from creation to final disposition. A record is any written, photographic, machine-readable, or other information created or received that document activities in the conduct of university business. Each university department or area has a responsibility to preserve and to protect all records that are under its control. Each department also has the responsibility to follow the policies and procedures of good records management as set out in this website.

As a state agency, it is UT Tyler's responsibility to comply with local, state and federal mandates including records management. The UT Tyler Records Retention Schedule is certified by the Texas State Library and Archives Commission. All official university records (paper, microfilm, electronic or any other media) listed in the schedule must be retained for the minimum period designated. Once official records have met retention requirements, they must be disposed in accordance with the policies and procedures as described in this website and in the UT Tyler Records Retention Schedule.

The Office of Legal Affairs is responsible for records management administration, and the Senior Vice President & Chief Legal Officer of Legal Affairs serves as the interim university's records management officer.  For questions regarding records management, please contact Records Manager and University Archivist, Joy Pitts at jpitts@uttyler.edu or 903.566.7165. 

In addition to records management and the Records Retention Schedule, the university archivist must ensure all historically significant records, images, publications, audio visual materials and other documents at UT Tyler and the surrounding community are preserved and maintained for future access. For questions on materials that should be archived, please contact the Records Manager and University Archivist, Joy Pitts at jpitts@uttyler.edu or 903.566.7165.