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Records Management and the UT HSC Warehouse

Types of Records that can be sent to the Warehouse

Records that are stored in the warehouse must meet the following requirements:

Certificate of Destruction

The warehouse issues a Certificate of Destruction to departments after it destroys records belonging to that department. Certificates issued after May 22, 2006 may be used in lieu of filling out a Disposition Log if the department has provided the following information on the General Services Storage Request form for each box sent to the warehouse:

  • Agency Item Number from the UT HSC RRS for the material in the box. (Example: 50 for 4.2.005 Purchase Vouchers. Requisitions, orders, receiving reports, invoices, or statements, change orders, etc.)
  • Record Series Title from the UT HSC RRS for the material in the box. (Example: Purchase Vouchers, Requisitions, etc.). This may be up to 255 characters so you may include additional information to help identify the records.
  • Date range of materials in box (Example: 9/1/2001 - 8/31/2002)
  • Retention period for materials in box (Example: FE+3)
  • Date material may be destroyed. (Example: 9/1/2008).

The information should be typed into the Description column of the General Services Storage Request form.