Welcome to the Records Inventory Workbook!
      The Records Inventory is the primary document of the Records Management Plan. A well-maintained inventory details every record type a department creates. A 
      Records Inventory uses records series from the University of Texas at Austin Records Retention Schedule (UTRRS), which provides detailed guidance on the 
      retention requirements for records created, received, used, and stored at the university.
                                    Download this workbook to create your own records inventory.
      Contents
                 Instructions
                 References & Resources
                 Department Records Inventory - Simple Template
                 Department Records Inventory - UTRRS AALL Start Template
                 Department Records Inventory - Complex Template
                 Sample Records Inventory - Simple
                 Sample Records Inventory - Complex
                 UTRRS
                                                        CAUTION
                            A record may not be destroyed if there is any action pending against it.
        Even if a record meets retention requirements it may not be destroyed if any litigation, claim, negotiation, audit, public information request, 
        administrative review, or other action involving the record is initiated until the completion of the action and the resolution of all issues that arise from it.
   Records Inventory Workbook UTRRS 8.1 2021-09-28-0856
       Instructions for this Workbook
       Use the templates in this workbook to create your Records Inventory. You can create your Record Inventory by adding to your document through time, or you can 
       start with the entire UTRRS and remove record series that your department does not have.  All entries must have a UTRRS record series identified. 
                                       In order to dispose of any university record you must reference an entry from the UTRRS. 
                                     If there is not an entry that describes the records you have, contact rims@austin.utexas.edu. 
       Templates Available 
       There are three different inventory template tabs in this workbook from which you can choose to start your Records Inventory: 
          Department Records Inventory -      The Simple template has columns for the UTRRS Information for Department Record and one additional column for 
                                 Simple       Department Record Information where you will document how you manage, retain, and dispose of records. You can add 
                                              columns as needed if you want to track more information in a sortable manner. 
          Department Records Inventory -      The UTRRS Start template has all the UTRRS AALL record series in the UTRRS Information for Department Record; you'll 
                       UTRRS AALL Start       remove the rows for records that your department does not have, and add any series that are specific for your 
                                              department, e.g., ACC or DEV codes. Then complete the Department Record Information column for how you manage, 
                                              retain, and dispose of records. You can add columns as needed if you want to track more information in a sortable 
                                              manner. 
          Department Records Inventory -      The Complex template has columns for the UTRRS Information for Department Record plus columns for some of the 
                               Complex        standard types of metadata needed for a mature inventory. You can remove any of the Departmental Record 
                                              Information columns that you do not wish to track, or add new columns for additional information.  
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    Template Column Instructions 
    Column                        Instructions
      UTRRS Information for Department Record - in All Templates
                      UT Item Code  Enter a valid UT Item code from the UTRRS and the retention information autocompletes. 
                  Record Series Title
                         Ret. Code  These cells will autocomplete from the UTRRS if a correct UT Item code is entered. 
                        Retention   Do not change this information.
                          Archival
      Departmental Record Information - in Simple and UTRRS Start Templates
                Departmental Record Complete this cell for each record series your department has. Include information that describes your records, such as: 
                       Information
                                       What types of files or documents are included, if the title is not sufficient. For example, for Official Course Instructor 
                                       Surveys (CIS), you could write "Faculty, Teaching Assistant (TA), and Assistant Instructor (AI) surveys" 
                                       How records are managed, e.g., what files are included in the series; who owns the files; the record type, e.g., 
                                       master, convenience copies, or transitory); procedures for managing the records; etc.
                                       How records are retained, e.g., digital or paper format; storage location; longer retention periods; retention for each 
                                       administrative value (AV) record type determined by the business use, etc.
                                       How records are disposed, e.g., who submits request to dispose if different from the DRMC; when requests are 
                                       submitted (once or twice per year/schedule); if the paper records require secure destruction (secure bin or shredded) 
                                       or if they can be recycled; etc.
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    Column                                 Instructions
       Record Series Information from the University of Texas at Austin Retention Schedule (UTRRS) - in Complex Template
               Departmental Record Title      Enter a descriptive title or description for the types of records your department has within the series.
                            Record Type       Document the record status for master, convenience copy, transitory information, or a dual master. 
                          Record Format       Document if the records are paper, digital, or both
                   Master Record Owner        Enter who owns the record. Examples: For series that encompass an entire department's files, enter "all." For series that 
                                              are specific to one person, or if there is one person or group that the line refers to, enter the person's or group name.  
                                              For convenience copies or dual master records, enter the department, group, or person that owns the (other) master 
                                              record.
                         Record Location      Document to the best of your ability the location of the files, such as on UT Box, in a team or project wiki, or in email or 
                                              on the computer. For paper records, enter the location as specifically as you want, such as an office, a cube, or a drawer 
                                              in a desk or file cabinet.
                            Destroy Type      Document the destruction method for the records - secure or non-secure, which also documents if the records contain 
                                              confidential or sensitive information. 
                      Department Notes        Enter information about your department's unique retention plans, such as keeping administrative correspondence for 6 
                                              years instead of 4; procedures for convenience copies or transitory information; retention for administrative value (AV) 
                                              record types, determined by the business use; person responsible for disposition if not the DRMC.
      Request Disposal Time & Frequency       Enter the planned schedule for when you will submit requests to dispose. If the records are convenience copies or 
                                              transitory information, you can enter when you plan to destroy the records without a request to dispose.
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