Records Management Forms

Intended Audience: Faculty and Staff

Summary

Managing university records requires both documentation and oversight. Forms like the Records Destruction Form and the Records Coordinator Form are essential to maintain compliance, preserve institutional integrity, and confirm accountability when records are disposed of or managed within each department.

Problem

Without the proper use of Records Management forms, departments risk mishandling university records. This can result in loss of important documentation, premature destruction of files, or failure to comply with legal and state retention requirements.

Solution

Departments must use the Records Destruction Form before disposing of records (except Convenience Copies) and designate a Records Coordinator and backup using the Records Coordinator Form. These processes provide clarity on retention, ensure proper authorization, and maintain compliance with state and university guidelines.

Steps

Records Destruction Form

The Records Destruction Form is required before destroying records to ensure compliance and accountability.

Steps to Complete the Records Destruction Form

Before starting, ensure you have the records identified and organized according to the Retention Schedule. Then, proceed with the following:

  1. Enter the Department Name, Date, Location, and Phone Extension.

  2. Select the Agency Item Number from the drop-down menu.

  3. Enter a description of the document type. If the records relate to a specific semester, include this detail.

  4. Enter the Date Range (MM/YYYY), from the oldest to the most recent dates of the records.

    • Example: January 20, 1990 to September 8, 2000 would be listed as 01/1990 – 09/2000.

  5. Select the Medium (Paper or Electronic).

  6. Select the Location (shared drive, file cabinet, imaging system, etc.).

  7. Choose the Destruction Method (Shred for paper, Delete for electronic).

  8. The Department Head must sign and date the form.

  9. At the time of destruction, the department records coordinator must have a witness sign and date the form to attest they were present.

  10. The University Records Officer will sign and date the form, leave a copy with the department, and maintain the original according to the state retention schedule.

Records Coordinator Form

Each department must designate a Records Coordinator and a backup. These individuals serve as the official points of contact for all records-related matters in their department and liaise with the University Records Officer.

PVAMU Records Coordinator Form

Additional Resources

  • PVAMU Record Retention Schedule

  • State of Texas Records Management Resources

  • University Records Management Officer contact information

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