SAP100

Academic Records / Transcripts

Description: Transcript, or a record equivalent in function, of the academic achievement of each enrolled student, documenting courses taken, credits granted, grades received, and any degrees or certification awarded (including any narrative assessments or evaluations prepared in lieu of an assigned grade).

Typical Records Include: Transcripts and related documents. Records are held by the Registrar's Office.

Retention Period: PM
Retention Code Defined: PM=Permanent.
Note: All numbers in the retention period refer to years (unless otherwise indicated).

Retention Comments: Registrar is the office of record.

Disposition Instructions: Records are permanent and require preservation and vital record protection.

Note: All records containing sensitive or restricted/confidential information must be disposed of by shredding.  
For definitions and examples of public, sensitive, and restricted/confidential information, visit the Data Classification-Best Practices page.

If in doubt about the type of information contained within the records, shredding is recommended.


Should these records be transferred to the University Archives? No
Contact the University Archives with questions, or to request assistance with transferring expired records or preserving permanent records.

Legal References: AACRAO Schedule C; TLSAC Local Schedule JC 3725-11.


Before disposing of any University records, please complete a Records Disposition Log. Detailed instructions are printed on the form. If you wish to dispose of the records that are described on this page, the following information will help with filling out the first few columns on the form:

1. Agency Item Number 2. Record Series Title 3. Retention Period 4. Start Date 5. End Date 6.Amount of Records 7. Disposition Method
SAP100 Academic Records / Transcripts PM

What is the date of the oldest record you want to dispose?

If retention of based on an event (AC), use that AC date here (semester, month, etc.).

If retention is based on fiscal year, list as Sep 1, [year] or FY[year].

What is the date of the newest record you want to dispose? The End Date + Retention Period should = a date that has already passed.

If retention of based on an event (AC), use that AC date here (semester, month, etc.).

If retention is based on fiscal year, list as Aug 31, [year] or FY[year].

How many inches of paper records do you want to dispose? Provide a simple measurement in inches.

For electronic records, please provide number of records or space freed - whatever the system reports.

Indicate how these records will be disposed.

If in doubt, shredding is recommended.

If transferring archival records to the University Archives, include a copy of this form with the records.


The first major revision of this Records Retention Schedule (RRS) was certified by the State of Texas in December 2009. This RRS was revised and recertified in July 2013 and is valid through June 2016. This schedule supersedes all other versions.

CAUTION

A state record whose retention period has expired may not be destroyed if any litigation, claim, negotiation, audit, public information request, administrative review, or other action involving the record is initiated; its destruction shall not occur until the completion of the action and the resolution of all issues that arise from it.

A state record whose retention period expires during any litigation, claim, negotiation, audit, public information request, administrative review, or other action involving the record may not be destroyed until the completion of the action and the resolution of all issues that arise from it.


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