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
Request to dispose of records in accordance with UNT Health.
UNT System Consolidated CORE Records website has more information about approved record series.
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.
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.
Shredding Charges
| Service | Cost | Notes |
|---|---|---|
| On Campus per bin charge | $ 20 - $30 | Per month (2 pickups per month) |
| OffCampus | $ 55.00 | 1 pickup per month. |
| Box or shred bag - $5.00 each | $ 15.00 | Each |
Record Center Storage
(Charges per month.)
| Service | Cost | Notes |
|---|---|---|
| Based upon box size. Call for pricing on box sizes not listed. | (Standard cubic foot box) | |
| 10x12x15 | $ 0.20 | |
| 10x12x15 ClimateControl | $0.50 | |
| 10x12x24 | $0.40 | |
| 10x12x24 ClimateControl | $1.10 | |
| 10x15x24 ClimateControl | $0.50 | |
| 15x10x24 | $0.50 | |
| 15x10x24 ClimateControl | $1.38 | |
| 6x15x20 | $0.20 | |
| 6x15x20 ClimateControl | $0.55 | |
| 9x6x24 | $0.20 | |
| 9x6x24 ClimateControl | $0.55 |
Empty/New Box for Record Storage
| Service | Cost | Notes |
|---|---|---|
| Standard Size 10x12x15 | $ 1.75 | Per box |
| Call for pricing for alternative sizes. |
Retrieval/Re-Entry Charge
| Service | Cost | Notes |
|---|---|---|
| per file and/or box | $ 4.25 | Doe |
| Rush Charge for Records | $ 15.00 | Doe |
| Indexing per Box | $ 2.00 | Doe |
| Indexing per File | $ 2.50 |
Microfiche/CD Printing
| Service | Cost | Notes |
|---|---|---|
| per page | $ 0.10 |
Imaging Services
| Service | Cost | Note |
|---|---|---|
| Each job request is evaluated to determine cost per job. | Please email to schedule a time to meet and determine job requirements |
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