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UTHSCSA Archives Collection
Transfer of Records to Archives
Records which have historical or archival value but no longer have administrative, fiscal or legal value to their originating offices are transferred to the University Archives at The University of Texas Health Science Center at San Antonio. Records are maintained permanently there and become the property of the Archives. Only about 2% of all records created have archival or historical value.
The UTHSCSA Records Retention Schedule identifies records which are archival or have historical value. These are marked with an I in the Archival column and must be transferred to the Archives. Also identified are records which should be considered for archival review or evaluation by the Archivist before destruction. These are marked with an R in the Archival column. These designations are consistent with the listings of Archival records in the Texas State Records Retention Schedule. In addition to records series already identified as historical, Records Management Representatives are encouraged to contact the Records Management Coordinator regarding groups or series of records which may have historical value.
When records are transferred to the Archives, contents of each records box must be listed on a transfer list by the office from which the records are being transferred using the Archives Transfer List Form. The records should also be listed on the Disposition Log for the office with "Archives" listed as the method of disposition.
The Records Management Coordinator provides the transfer list to the Archives when records are transferred and maintains a listing of records transferred. The Form to Request Transfer of Records to Archives should be completed by the Department Head. Records transferred to the Archives become property of the Archives.
Required forms for transferring records:
Form to Request Transfer of Records to Archives
Archives Transfer List Form
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