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 Chris Matz or 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 firstname.lastname@example.org.
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?
Records Retention FAQs
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.