The archivist coordinates unit record surveys and recommends methods of disposal, storage, or preservation of documents. Probably only 3% of the paper produced each year by the university is worthy of permanent preservation. The archivist works with staff to determine which materials can be safely destroyed and how long non-permanent records should be retained for reference and legal use.
The University Records Center houses records that need to be retained for a specified period of time but only rarely need to be consulted. Storing records in this manner reduces the need for expensive office space while retaining access and proper security for office files. Records are maintained for a period of years in accordance with unit retention schedules. Records of value are then transferred to the University Archives for permanent preservation.
There is no cost to the unit for this service. The records remain the property of the unit until transfer to the archives or destruction of the records takes place.
The archivist is also available to consult on records management issues such as filing systems, computerization, and microfilming.
At those times records may be destroyed within your unit or transferred to the University Records Center.
The first major task to be completed was to tackle the main storage area of University records housed in the basement of Fleming Dormitory. This involved utilizing the labor of the students taking the Archives Administration course in the History Department at ECU to help sort out which material needed to be moved to the Records Center for permanent archiving or review and which material could be destroyed. Other University records were discovered in places such as campus building attics and closets. A fair amount of early records had been preserved by people with vision.
In February of 1983 the first permanent archivist was hired and the Records Management Program began moving forward more swiftly.