• 
  
• Introductions
  
• Listserv Instructions
  
• Dates of Transfer
  
• Binding of Catalogs
  
• Student Records
  
• Teleworking
• UNC General Schedule
• Univeristy Records Managers Groups
• 
  

Adina Lack Riggins

Adina,
At UNCG, we do not have a particular day for that. We do have an annual letter that goes out from the Vice Chancellor towards the end of the Academic year reminding everyone about proper records management and the retention schedule. This is a good question. I will ask Betty Carter. our Archivist, if she thinks that this would be a good idea for UNCG. Thank you for bringing this up. -Barbara Tookey

Adina,
We encourage campus units to have a "records management day" each year, but we leave the actual date up to them, and we really don't think anyone actually follows our recommendation. Transfer of records here at UNC-CH seems to be driven by retirements, impending remodeling or destruction of buildings, and the season of the year (mostly summer).
Janis Holder

Barb and everyone:
We do not have a specific day at UNCG. As Janis responded, transfers can depend on renovations, staff time, retirements, staff turnover, etc. And most of our "stuff" comes in the summer. I prefer not to have a specific day--you don't want to make it difficult or confusing for the campus offices. Just take the records whenever they suddenly decide that the time is right!
Betty Carter

Adina and everyone,
At UNC Charlotte campus offices follow pretty much the same routine as the other UNC campuses and for the same reasons. Several departments regularly transfer in the summer [chancellor, academic affairs, etc.]. We try to discourage records arriving without prior notice.

When I know there will be a major move I contact the affected offices and remind them of their retention/disposition schedule. At the same time I will put an announcement in the "Green Sheet" (employees newsletter). This insures that files ready for the archives are transferred to us and also so the office can discard/destroy any non-archival, out-dated files before they move them.
Madeleine Perez

Hi Adina.
Currently, ASU accepts transfers throughout the calendar year, although these are weighed in favor of warmer months. We are working on additional prompts for transfers via electronic means.
Mark Brittain.
Appalachian State University.

Adina,
At UNCA we have no schedule for accepting records. They are reviewed and accepted at any transfer time. Summer generally has a higher transfer rate.
Helen Wykle

Have any of you addressed records management for teleworkers? UNCG just had a policy written, but there was no specific mention about how records are to be handled. When I asked our University Counsel, he thought that it might be a good idea to have a something about RM as an addendum.

Your experience, thoughts?
Barbara Tookey

Barbara has raised an interesting question and I, too, would be interested in any existing University policies that govern teleworking.

My impression is that policies on teleworking vary from state agency to state agency, but it is permitted only under very strict conditions (I am going partly on memory here): among them, the staff member must not be required to be at the physical location of the agency in order to serve public clients; home computers must have the same antivirus and anti-unauthorized access protection as that used at the agency office; accountability for work and time is detailed; there may even be a provision that the home have a visibly separate work area. Provisions for records management under these conditions would proceed under the assumption that work done at home produces public records in the same manner as work done in one's office. Only the venue and location are different. In the case of the Universities, records and their management would come under the University General Schedule or under the particular University's schedules. The same obligations would apply. G.S. 132 and its provisions would apply, even though the records were produced in your home. Your home is essentially functioning as a work site.

Ed Southern

Hello all,
This isn't exactly a teleworking policy for ECU, but I doubt very much that anyone working from home here is using their personally paid for computer. I'm sure they are being supplied with laptops purchased by ECU. And while any employee can delete stuff off any computer they are using at anytime, the laptop would eventually return to ECU and files might be recoverable, just like any computer being used in any building here.

In Section VII of the ECU Student & Employee Computer Use Policy, ITCS department has put a statement in regarding the Public Records Law.

Would that be sufficient to add to a policy regarding teleworking?

Barbara, where is your teleworking policy going to be located at? Business manual, employee manual, faculty handbook or part of ITCS policies? Just curious.
Suellyn Lathrop

Listserve/Suellyn:
The policy is part of the University wide policy manual, and is located at: http://www.uncg.edu/apl/POLICIES/teleworking.htm. Suellyn, thank you for the information and ideas. We currently have someone that is working in New Jersey for us. I can only imagine what it might be like in the future.
Barbara

A. Bind all documents of roughly the same size and same academic year into a single hardcover book? This would mean that the the December 2003 Commencement Program and the May 2004 Commencement Program would be in the same bound copy since they cover the same academic year and are roughly the same size documents (5.5 x 8.5). Then the 2003-2004 Undergraduate Catalog and the Summer 2003, Fall 2003 and Spring 2004 Schedule of Courses would be in a separate bound copy since they cover the same year and are roughly the same size (8.5 x 11). Finally the 2003-2004 Graduate Catalog would be in a separate bound document since it doesn't match the size of any of the other documents (7 x 10).

B. Bind multiple years of the same subject documents into a single bound copy. This would mean putting multiple years of the Undergraduate Catalog into a single bound hardcover book, multiple years of the Graduate Catalog into a separate bound book, multiple years of the Commencement Programs into yet another separate bound book, etc.

I'm sure many of you can answer these questions off the top of your head and I'd appreciate any suggestions you have! -Michelle

Michelle Johnson
Associate Registrar
North Carolina State University

Michelle,
My advice would be not to mix your publications if you choose to bind them, in other words keep all Undergraduate Catalogs together, all Graduate Catalogs together, etc. and bind multiple years of each together. And if binding them doesn't work because they are different sizes (as we found at UNCG when I worked there), then why not just keep them in archival boxes? They would be better protected, and easier to retrieve.
Janis Holder

Michelle,
I agree with Janis.

Here at ECU we no longer bind the catalogs. We've found that the early ones are very tightly bound and are hard to make photocopies from.

We've been buying acid free archival magazine holders from University Products to store the catalogs upright on the shelf. They have different sizes and they can be labeled just like archives boxes.
Suellyn Lathrop