ECU Logo
 
Joyner Library


BlackBoard
Help Desk
PirateID
Index
Email
OneStop
Calendar
BlackBoard IT Help Desk PirateID Index Email and Phone OneStop Calendar
 
 
 
 
Departmental Records Schedules
 
 
 
 
East Carolina University General Schedule
Records Retention & Disposition Schedule
 
 
 
 

This Schedule applies to records in all media, unless otherwise specified.

Items – a sample listing of items found within a series. Other related records not listed may also be part of a series. Disposition – all dispositions are minimum requirements and include, where applicable, transfer to the custody of the University Archives for appraisal and final disposition.


Destruction
– takes place in the office. Any record with confidential or sensitive information shall be properly destroyed by shredding or by means to ensure that the records cannot be physically recreated.

Original and Reference Copy original copy (also known as a record copy) is the official authorized copy kept by the office charged with creating or maintaining the record copy. Reference copies (also known as convenience copies) are preserved for the convenience of reference or ease of access.

There must be no destruction of records if litigation or audits or other official action involving the records is pending or reasonably anticipated or foreseeable.

Refer to prefatory material for additional instructions or contact your university's records officer for clarification.


 
<b><a name="egs">ECU General Schedule</a></b>
Item 1. ALCOHOLIC BEVERAGE APPROVAL FORMS. Requests for permission to serve alcohol at University events.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

Item 2. BILLING. See series title
Items: billing sheets, insurance information, patient information
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years and when released from all audits, whichever occurs later.

Item 3. CLASS SCHEDULES. Departmental class schedules.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office after 5 years.

Item 4. CLINICAL RESEARCH. Clinical research performed by the unit. (Comply with applicable provisions of 21 CFR 312, 21 CFR 812, 20 USCA 1232g and common law principles of physician-patient privilege regarding confidentiality of records.)
Items: research protocols, consent forms, research data
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years, if notified of FDA withdrawal or withdrawal by sponsor marketing product and if no litigation, claim, audit or other official action has been filed. If no FDA or sponsor notification occurs, transfer to the University Records Center 3 years after completion of project. Records will be retained for office in the Records Center 12 additional years if no notification of FDA or sponsor action occurs regarding the records and then destroyed if no litigation, claim, audit or other official action has been filed. If FDA or sponsor notification occurs, destroy in University Records Center 3 years after notification. If official action has been initiated, destroy in the University Records Center upon completion of action and resolution of issues involved.

Item 5. COURSE SYLLABI/OUTLINES.
Items: syllabi, outlines
DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.

Item 6. CURRICULUM. See Series Title.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.

Item 7. GRAND ROUNDS. Faculty participation in the weekly grand rounds.
Items: correspondence, information used to update curriculum vitae.
DISPOSITION INSTRUCTIONS: Transfer data concerning continuing medical education credit to the CME office weekly. Destroy remaining records in office after 1 year.

Item 8. PATIENT REFERENCE. Official and reference copies of records concerning patients' medical information. (Official copies maintained at either Pitt County Memorial Hospital Medical Records or ECU Medical Records.) (Comply with applicable provisions of 20 USCA 1232g, Health Insurance Portability and Accountability Act of 1996 and common law principles of physician-patient privilege regarding confidentiality of health-related information.)
Items: correspondence, diagnostic reports, insurance/billing information, laboratory data, x-rays, catheterization reports
DISPOSITION INSTRUCTIONS: Transfer official copy to Pitt County Memorial Hospital Medical Records and/or ECU Medical Records, as appropriate, at the conclusion of each consultation. Destroy in office reference copy when administrative value ends if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

Item 9. PERSONNEL FILE (ACTIVE) - CSS. All employees classified as Clinical Support Services. Comply with applicable provisions of GS 126-22, GS 126- 23 and GS 126-24 regarding confidentiality of records.
Items: applications, correspondence, resumes, vitae, promotions, demotions, transfers, suspensions, disciplinary actions, personnel action forms, salary, termination of employment, social security verification, drivers license
DISPOSITION INSTRUCTIONS: Transfer to Personnel File (Inactive) – CSS after separation or termination of service.

Item 10. PERSONNEL FILE (INACTIVE) - CSS. All employees classified as Clinical Support Services. Comply with applicable provisions of GS 126-22, GS 126- 23 and GS 126-24 regarding confidentiality of records.
Items: applications, correspondence, resumes, vitae, promotions, demotions, transfers, suspensions, disciplinary actions, personnel action forms, salary, termination of employment, social security verification, drivers license
DISPOSITION INSTRUCTIONS: Destroy in office 30 years after separation or termination.

Item 11. PROCUREMENT CARD.
Items: Statements, bills and payments.
DISPOSITION INSTRUCTIONS: Original: Destroy in office scanned paper records after verification and quality procedures have been completed. Destroy in office records in electronic formats after 7 years if no litigation, claim, audit or other official action involving the records has been initiated. If official action has been initiated, purge records after completion of action and resolution of issues involved. Reference: Destroy in office after 2 years if no litigation, claim, audit or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

Item 12. PROFESSIONAL ORGANIZATIONS AND ASSOCIATIONS FILE. Records concerning professional organizations and associations with which the department deals.
Items: reports, correspondence, publications, newsletters, and other related records.
DISPOSITION INSTRUCTIONS: Transfer correspondence and reports after 3 years to the University Records Center. Records will be retained for office in the University Records Center 2 additional years and then transferred to the University Archives for appraisal and final disposition. Destroy in office remaining records after 5 years.

Item 13. PUBLICATIONS FILE. Publications produced by and concerning the activities and programs of the unit.
Items:
DISPOSITION INSTRUCTIONS: Transfer 2 copies to the custody of the University Archives at the conclusion of each fiscal year for permanent retention. Transfer copies (as required) to the State Document Clearinghouse, North Carolina State Library when received from the printer, in accordance with GS 125-11.8 (b). Destroy in office remaining copies when reference value ends.

Item 14. RESEARCH PROJECTS FILE. Records concerning various departmental research projects.
Items: reports, correspondence, project descriptions
DISPOSITION INSTRUCTIONS: Transfer after 4 years to the University Records Center. Records will be retained for office in University Records Center 1 additional year and then transferred to the custody of the University Archives for appraisal and final disposition.

Item 15. RESIDENTS (Active). Records concerning medical residents.
Items: correspondence, applications, evaluations
DISPOSITION INSTRUCTIONS: Transfer to Residents (Inactive) File when program is concluded.

Item 16. RESIDENTS (Inactive). Records concerning all residents formerly employed by the division.
Items: correspondence, evaluations, applications
DISPOSITION INSTRUCTIONS: Permanent