MSU is required to adhere to State of Texas laws and regulations as well as MSU Operating Policies and Procedures OP 02.34 for the management of its state records. Texas Government Code §441.180 defines state records as any written, photographic, machine-readable, or other recorded information created or received by or on behalf of a state agency or an elected state official that documents activities in the conduct of the state business or use of public resources. Each university department head is responsible for proper retention and disposition of their files.
In addition to records management and the Records Retention Schedule, the university archivist must ensure all historically significant records, images, publications, audio visual materials and other documents at MSU Texas and the surrounding community are preserved and maintained for future access. For questions on materials that should be archived, please contact the Special Collections Department at 940-397-4755 or alissa.russell@msutexas.edu.
- MSU Records Retention Schedule (updated March 2025)
- Records Disposition Request Form (updated June 2025)
- Records Disposal Verification Form (updated July 2025) - affix this form to the top of the shred box prior to pickup
- Insert the name of the person completing the request, the department where the files are kept, and the department's phone number.
- Add the following information that is found in the Records Retention Schedule:
- Enter the Agency Item Number
- Enter the Record Series Item Number
- Enter the Record Series Title
- Enter the Total Retention Time
- Enter the beginning and ending dates of the records being submitted for disposal.
- Mark if physical or digital files.
- Read both statements. Be sure the records that are being submitted for disposition meet the conditions outlined. If so, check both statements.
- Have Department Contact sign, date, and forward to Department Supervisor for signature. Be sure to save a copy for your records.
- Records may not be disposed of until the Records Management Officer has reviewed and approved the request. Submit the request by email to Cortny Moorehead at cortny.moorehead@msutexas.edu and wait for written approval before proceeding with disposal.