Records Management

Records Management

The Department of Records and Information Management (RIM) provides critical services to the campus. RIM has evolved into an essential component used to accomplish UNT Health’s Mission. RIM is a key resource for attaining strategic goals, enhancing efficiency, and reducing costs.

Records and Information Management provides systematic control of records, regardless of medium from creation to disposition,  liability associated with records and information management relative to space, litigation, privacy, regulatory non-compliance. RIM also provides training and support to UNT Health employees  in all areas of Records and Information Management.

Records and Information Management maintain records, containing adequate and proper documentation of UNT Health functions, policies, decisions, procedures and essential transactions of the institution; designed to furnish information to protect the legal and financial rights of the state as well as of any person directly affected by activities of the institution.

 

Understanding Records

Records are the evidence of what the organization does. They capture its business activities and transactions, such as contract negotiations, business correspondence, personnel files, and financial statements, just to name a few.

State law defines a state government record 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 state business or use of public resources”.

 

Records come in many formats:
  •  Physical paper in each employee’s files, such as memos, contracts, marketing materials, and reports
  • Electronic messages, such as e-mail content and their attachments and instant messages
  • Content on the websites, as well as the documents that reside on the PDA’s flash drives, desktops, servers, and document management systems
  • Information captured in the organization’s various databases
Examples of Non Records:
  • Stocks of publications and printed brochures
  • Library materials
  • Quasi-official notices, unsolicited announcements, invitations, or other materials that are not filed as evidence of operations
  • Preliminary drafts, worksheets, informal notes
  • Routing slips that contain no pertinent information or approvals
  • Personal property such as employee copies of personal file, certificates, training documentation
  • Extra copies of records in addition to the official record
  • Blank forms, file and office supplies

 

* When there’s a lawsuit, all of these – including the copies that individuals have retained and any items prematurely deleted or destroyed – may be identified as discoverable. This means they could be used against the organization in a lawsuit.

 

Resources

A records transmittal form detailing the transfer of documents to storage or archives per UNT Health Science Center guidelines.
Records Transmittal Form

Request To Transfer Records to Storage/Archives In Accordance With UNT Health's Retention Schedule.

Download Transmittal Form
A "Records Disposition Form" for the University of North Texas Health Science Center. It includes fields for department, person’s name, phone, and checkboxes.
Records Disposition Form

Request to dispose of records in accordance with UNT Health.

Download Disposition Form
Table listing various service charges including shredding, storage, retrieval, and printing. Includes conditions like climate control and specific sizes.
Records and Information Management Fees

Review the fees associated with records and information requests.

View Fee Table

To learn more about approved record series that comprise the UNT System Records Retention Schedule, visit
UNT System Consolidated CORE Records Retention Schedule for more information. 

View CORE Records

 

Frequently Asked Questions

Scheduled days are the first and third Tuesday of every month. Anything outside the normal schedule will result in an additional $40.00 fee. If you need assistance with either receiving a new bin or removing an existing bin, please contact Bhavna Desai, Compliance and Privacy Auditor, at bhavna.desai@unthealth.edu. 

You will need to contact Dennys Arrieta, Senior Executive Assistant, at dennys.arrieta@unthealth.edu to obtain the appropriate materials required for proper labeling. The department will, also, be responsible for providing and maintaining a Transmittal Log of all contents within. Once this process is complete, our office will submit a request for pickup from the department’s location. 

As the Record Management Representative (RMR), you will need to confirm records have met the Retention Law by reviewing the Records Retention Schedule.

Please email Dennys Arrieta at dennys.arrieta@unthealth.edu a copy of the Records Disposition Form. Once all required signatures have been obtained, the office will coordinate with our vendors to have the records disposed.

Yes. There are two options available.

Option 1: Records can be delivered to your location for review, but there is a delivery fee associated with this option. Also, records must be stored in a secure area with limited access.

Option 2: Records can be reviewed at the off-site location. You will need to contact Dennys Arrieta at dennys.arrieta@unthealth.edu to coordinate a date and time with the off-site vendor. 

 

Contact Us

 

Records and Information Management

Gibson D. Lewis Library
3500 Camp Bowie Blvd.
Fort Worth, Texas 76107-2699
Email: RecMgmt@unthealth.edu
Fax: (817) 735-5139

Non-Forensic Records

Ramona Holmes
Library Director & Records Management Coordinator
Gibson D. Lewis Library
817-735-2590
ramona.holmes@unthealth.edu

Off-Site PHI Records

Dennys Arrieta
Senior Executive Assistant
(817) 735-0272
dennys.arrieta@unthealth.edu