The meeting was held at UNC General Administration in Chapel Hill.

Lillian Brewington, Mark Brittain, Betsy Bunting, Betty Carter, Kelly Eubank, Janis Holder, Hal Keiner, Todd Kosmerick, Suellyn Lathrop, Ron Leach, Cat McDowell, Juanita Midgette, Madeleine Perez, Gloria Pitts, Adina Riggins, Ed Southern, Kim Stahl, Sheryl Sutton, Barbara Tookey, Eloise Vowotor and Caroline Walters present.

The meeting was convened at 11:00 with introductions.

The first agenda item was the report on the general schedule by Ron Leach, Ed Southern and Betsy Bunting.  Ron began by thanking the general schedule task force for their work and discussing the review process.  A few series had been added during the review period such as Employee Surveys and Patents, Copyrights.  The schedule, once approved will reside on the Department of Cultural Resources website in pdf format and may eventually appear as a searchable database.

Betsy Bunting was asked about having President Bowles send the schedule out to all the chancellors.  She responded that the schedule was not a GA document so they did not have the authority to approve the schedule.  She said that the authority to approve the schedule came from DCR.  The discussion went on to resolve the issues regarding approval of the general schedule for use. 

Two approaches were discussed, the first being approval of the schedule by DCR as a replacement to the 1991 schedule or each university records manager submitting the schedule for approval as their general schedule.  The second approach was to take the schedule to the Vice President of Academic Affairs Harold Martin for his input on how best to proceed in light of the work of the PACE Task Force.  PACE has just issued its’ final report on Friday which has a section regarding records management.  http://intranet.northcarolina.edu/docs/finance/pace/PACE-Final_Report.pdf The records managers agreed to take the schedule to Dr. Martin for his input. Betsy will set up a meeting after the first of the year with Dr. Martin and members of the General Schedule Drafting Task Force.

During the lunch break there was a discussion of the disposition of personnel records.  The Office of State Personnel has issued a guideline of disposition 30 years after separation.  There are concerns that former staff members may need the records longer than that period of time.  NARA uses a 65 year retention and neighboring states vary between 60 years to permanent retention for personnel records. 

Betsy Bunting suggested that this issue be discussed with the Human Resources directors in the system.  She asked each of us to gather information regarding the retention time currently used on our campuses and what parts of the records would be considered vital over time to prove a persons work history.  Suellyn Lathrop agreed to collect the information and submit it to her.  Betsy will then try to get this on the HR groups’ agenda when they meet in the spring.

Barbara Tookey and Kelly Eubank gave a presentation regarding the imaging of permanent records, see power point presentation attached.  After the presentation Barbara asked for volunteers to draft recommendations regarding long term storage recommendations for general schedule items listed as permanent or having over 10 year retentions.  Kim Stahl, Caroline Walters, Adina Riggins and Gloria Pitts volunteered to work with her.

Cat McDowell and Janis Holder gave a presentation regarding institutional repositories.  Cat’s portion of the presentation will be published in the near future.  She gave us a definition of institutional repositories as being an institutional wide repository for the posting of faculty scholarship in multiple formats along with any metadata.  According to her definition there are currently 96 institutional repositories in the U.S. and one in North Carolina at Fayetteville State University.  Janis’ portion of the presentation focused on the work being done at UNC-CH.

Issues for the next meeting were discussed.  Some preliminary ideas included:

• Back to Basics, how we do records management on campuses, comparison of procedures, forms, etc.
 
• Marketing of Records Management
 
• Exit Interviews with Employees
 
• Internal Audits
 
• Legal Holds

The meeting adjourned at 3:15.

Minutes submitted for approval by Suellyn Lathrop.