The Department of Records Management is a part of UXS in the IT Department, and is located in the Operations Center Building (OCB).
Our mission is to support you in managing physical records responsibly, securely, and efficiently.
Services
Document Storage
We can store your physical records. Simply label and box your documents, provide details on their contents and creation dates for retention purposes, and request space early—storage is limited and allocated on a first-come, first-served basis.
Document Destruction
We provide secure disposal for records, particularly in large volumes. Departments must certify that records have met their retention period and are eligible for destruction before the process can proceed.
Document Scanning
We offer a convenient way to digitize records for long-term access. Simply organize your documents and remove any staples or fasteners—ideal for clinical trials or important departmental records.
Mission Statement
Our goal is to provide long-term offsite storage of static and dynamic records according to the State of Texas's retention schedule in order to:
- Provide excellent customer service, guaranteeing a swift response
- Effectively manage information resources
- Improve productivity
- Offer new records technologies
- Ensure compliance with the State of Texas's directives
- Minimize litigation risks
- Ensure the safeguard of vital information
- Support management
- Preserve corporate memory
Vision
The philosophy of the records program is to be a supportive resource for the UTHealth Houston community and to partner with our colleagues to find and implement innovative solutions for the maintenance and protection of information.
Helpful Links
Retention Schedule
All Retention periods are subject to the following cautions:
A state record may not be destroyed if any litigation, claim, negotiation, audit, open records request, administrative review, or other action involving the record is initiated before the expiration of a retention period for the record set by the Texas State Library and Archive Commission or in the approved Records Retention Schedule of The University of Texas Health Science Center at Houston (UTHealth Houston) until the completion of the action and the resolution of all issues that arise from it, or until the expiration of the retention period, whichever is later.
Records Retention Certification Letter.
Records Center
The Records Center is an off-site storage facility located at OCB 1.260, maintained and operated by the Records Management Systems and Services Department, which is part of Information Technology. The Center provides a secure, climate-controlled environment for the storage of inactive permanent and non-permanent records created by The University of Texas Health Science Center at Houston.
We store approximately 10,000 boxes for over 120 departments across the campus. Space is a valuable commodity everywhere in the Medical Center and we ask for your participation in obtaining the most out of our limited facility.
Space is available on a first come, first served basis provided that the request meets the criteria for records storage.
Imaging
Imaging is simply the process of moving paper documents to an electronic format so that they can be accessed online. Here are some factors to consider when determining whether imaging is the right solution:
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Do multiple people in multiple locations need to access the same records?
If the answer is yes, then an imaging solution may be the right choice.
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Are there high paper volumes or retrieval rates?
Very high volumes or retrieval rates for documents could indicate that an imaging requirement exists.
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Could Imaging Significantly Improve Customer Service?
In some organizations, it is very important to be able to retrieve documents related to a customer while they are on the phone. This saves tracking inquiries and can significantly improve the customer service levels.
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Does the Document Work Flow Involve Complex Routing?
Imaging systems work very well in organizations whose documents have complex routing requirements with multiple decision points. Examples include Accounts Payable invoices and Student Applicant Records.
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Is File or Document Contention an Issue?
Sometimes there are multiple people who need to work with the same documents at the same time. Examples include litigation support documents and customer requests.
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Is the Value of Each Document High?
Sometimes the retrieval rates or paper volumes are not large, but each document is valuable enough that imaging systems are well justified. Examples include customer contracts and legal documentation.
Trash It or Stash It
Get ready to declutter like a pro! From now through the end of August, take charge of your files, outsmart data clutter, and become a retention champion during UTHealth Houston’s Trash It or Stash It campaign.
The Trash It or Stash It webinar was presented on Wednesday, July 30, hosted by Christina Solis. Click to view the Trash It or Stash It presentation.
