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Departmental Records Schedules
 
 
 
 
UNC General Records Retention and 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.


 
<h3>Administrative Records</h3>
Item 1. ACCIDENT REPORTS. Accidents involving employees and/or equipment. Comply with applicable provisions of G.S. 97-92 (b) and 132.1.1 regarding confidentiality of personnel records.
Items: reports, drawings, incident Reports, OSHA Log
DISPOSITION INSTRUCTIONS: Employee Original: Transfer records resulting in workers’ compensation claims to Workers’ Compensation (GU46). Destroy in office remaining records in both categories after 6 years. Equipment Original: Destroy in office after 3 years.

Item 2. ACCREDITATION (See also: Self-Studies). Departmental, college, program and/or Southern Association of Colleges and/or Schools (SACS) accreditation.
Items: correspondence, reports, questionnaires, guides
DISPOSITION INSTRUCTIONS: Original: Transfer 1 copy of final report to the University Archives after process ends. Destroy in office remaining records when administrative value ends. Reference: Destroy in office when reference value ends.

Item 3. ACTIVITIES & EVENTS (See also: Conferences and Workshops). Activities and events that are initiated or sponsored by the University.
Items: bulletins, memorandums, circulars, invitations, announcements, press releases, photographs
DISPOSITION INSTRUCTIONS: Original: Transfer to University Archives after 3 years. Reference: Destroy in office when event is completed.

Item 4. ADMINISTRATIVE. Administrative and official operations of an individual office.
Items: reports, memorandums, correspondence, directives
DISPOSITION INSTRUCTIONS: Original: Transfer to University Archives after 5 years. Reference: Destroy in office when reference value ends.

Item 5. ADMINISTRATIVE REFERENCE. Convenience and reference records of transitory value.
Items: Subject / reference file, memorandums, duplicates, announcements
DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends.

Item 6. AGREEMENTS, CONTRACTS AND LEASES. With consultants, vendors and other firms concerning services, equipment and obligations.
Items: correspondence, memorandums
DISPOSITION INSTRUCTIONS:  Original: Destroy in office 5 years after expiration of all rights and obligations. For sealed agreements, destroy in office 10 years after expiration of all rights and obligations.  Reference: Destroy in office when reference value ends.

Item 7. AMERICANS WITH DISABILITIES ACT (ADA) COMPLIANCE. Efforts to comply with the Americans with Disabilities Act (42 U.S.C. 12101 et seq.).
Items: reports, correspondence, regulations, complaints
DISPOSITION INSTRUCTIONS: Destroy in office after 5 years, if no litigation, claim, audit or other official action involving the records has been initiated. If official action has been initiated, destroy after completion of action and resolution of issues involved.

Item 8. ANNUAL REPORTS. Report of work completed by office, unit, department, division, college/school each year.
Items:
DISPOSITION INSTRUCTIONS: Original: Transfer 1 copy to University Archives when completed; maintain 1 copy in office permanently. Reference: Destroy in office when reference value ends.

Item 9. AUDIT REPORTS. Reports generated by the Internal Auditor.
Items: reports, working papers, correspondence
DISPOSITION INSTRUCTIONS: Original: Transfer audit report to University Archives after 10 years for appraisal and final disposition. Destroy working papers after 3 years. Reference: Destroy in office after 3 years.

Item 10. AWARDS AND HONORS. Faculty, staff, student and alumni awards not associated with grants. Comply with applicable provisions of GS 126 and Family Educational Rights and Privacy Act (FERPA), 20 USCA 1232g, regarding confidentiality of records.
Items: applications, nominations, criteria, transcripts, vitae, press releases, funding data
DISPOSITION INSTRUCTIONS: Original: Transfer notification of award to appropriate personnel or student file. Transfer list of award recipients upon publication to the University Archives. Transfer remaining records to the University Archives after 5 years. Reference: Destroy in office when reference value ends.

Item 11. BIOGRAPHICAL. Biographical information for faculty and staff.
Items: vitae, clippings, photographs, speeches
DISPOSITION INSTRUCTIONS: Transfer to University Archives 1 year after separation.

Item 12. BOARD OF TRUSTEES. Records of the governing body of the university and its committees.
Items: minutes, correspondence, announcements, policies, oaths of office, briefing book, biographical data
DISPOSITION INSTRUCTIONS: Original: Transfer Board of Trustees minutes to University Archives upon approval. Transfer remaining records to University Archives after 5 years. Reference: Destroy in office when reference value ends.

Item 13. BUILDING USE. Comply with applicable provisions of GS 132-1.7 regarding confidentiality of building plans and specifications.
Items: correspondence, floor plans, room numbering scheme
DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.

Item 14. CALENDAR OF EVENTS. Used for keeping track of activities and events.
Items:
DISPOSITION INSTRUCTIONS: Original: Transfer to University Archives when published. Reference: Destroy in office when reference value ends.

Item 15. COMMITTEES, COUNCILS, TASK FORCES. Official university committees, councils or task forces appointed, elected or ad hoc.
Items: correspondence, minutes, notifications of meetings, agendas, reports, briefing materials, working papers
DISPOSITION INSTRUCTIONS: Original: Transfer to University Archives at end of academic year or at expiration of group. Reference: Destroy in office when reference value ends.

Item 16. COMPLAINTS. Complaints concerning services.
Items: correspondence
DISPOSITION INSTRUCTIONS: Destroy in office after 2 years.

Item 17. CONFERENCES, TRAINING PROGRAMS AND WORKSHOPS - ATTENDED (See also: Training Programs in Personnel Section). See Series Title
Items: agendas, handouts, training materials, travel
DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends.

Item 18. CONFERENCES, TRAINING PROGRAMS AND WORKSHOPS - CONDUCTED (See also: Training Programs in Personnel Section). University initiated or sponsored conferences, programs, or workshops
Items: correspondence, agendas, handouts, training materials, critiques, reports, contracts, registration
DISPOSITION INSTRUCTIONS: Original: Transfer to University Archives after 5 years. Reference: Destroy in office when reference value ends.

Item 19. COPYRIGHT RECORDS. Records related to preparation, filing, maintenance, and rights
Items: applications, registration, notices, correspondence
DISPOSITION INSTRUCTIONS: Transfer to University Archives when copyright expires or is not renewed.

Item 20. EMERGENCY MANAGEMENT. Disaster preparedness and response.
Items: policies, procedures, incident reports.
DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.

Item 21. ENERGY CONSERVATION. Measures undertaken by university to conserve energy
Items: inspection reports, correspondence, plans
DISPOSITION INSTRUCTIONS: Destroy in office after 5 years.

Item 22. EQUIPMENT MAINTENANCE AND REPAIR. Routine maintenance or repair work done to equipment.
Items: correspondence, work orders, contracts, service logs
DISPOSITION INSTRUCTIONS: Destroy in office 2 years after completion of service.

Item 23. FACILITY SECURITY. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of building plans and specifications.
Items: surveillance videos, incident reports, procedures, keys, building plans
DISPOSITION INSTRUCTIONS: Original: Destroy in office when superseded or obsolete. Reference: Destroy in office when reference value ends.

Item 24. FACULTY GOVERNANCE. Records of the faculty senate or council and its committees.
Items: minutes, correspondence, reports, faculty code
DISPOSITION INSTRUCTIONS: Original: Transfer Faculty Governance Minutes to University Archives upon approval. Transfer remaining records to University Archives after 5 years. Reference: Destroy in office when reference value ends.

Item 25. FILMS / VIDEOTAPES (See also: Historical Memorabilia). Produced by and for the university including sporting events, interviews and other related activities.
Items: film, videotapes, audiotapes, dvd, cd-rom
DISPOSITION INSTRUCTIONS: Original: Transfer to University Archives after 10 years. Reference: Destroy in office when reference value ends.

Item 26. GRANTS, AWARDED. See Series Title
Items: proposal, application, notice of award, accounting records, progress reports, patents, audit findings, contracts, research data.
DISPOSITION INSTRUCTIONS: Original: Follow records retention requirements for grant. Transfer final reports to University Archives 3 years after completion and clearance from all audits. Reference: Destroy in office when reference value ends.

Item 27. GRANTS, PROPOSALS. See Series Title
Items:
DISPOSITION INSTRUCTIONS: Original: Transfer successful grant proposals to Grants Awarded. Destroy in office rejected proposals when reference value ends. Reference: Destroy in office when reference value ends.

Item 28. HISTORICAL MEMORABILIA (See also: Film / Videotape). Items that mark significant events or times for the unit.
Items: plaques, scrapbooks, press releases, clippings, newsletters, photographs
DISPOSITION INSTRUCTIONS: Transfer to University Archives after 5 years.

Item 29. INTERNSHIPS / ASSISTANTSHIPS / FELLOWSHIPS. Student internships and assistantships within department. Comply with applicable provisions of 20 USC 1232g regarding confidentiality of records.
Items: applications, approvals, credit earned, accounting records, correspondence, award notifications, eligibility criteria, guidelines
DISPOSITION INSTRUCTIONS: Original: Transfer information regarding individuals to Registrar’s Office and fiscal information to Business Affairs (if applicable) at end of each grading period. Destroy in office remaining records after 5 years. Reference: Destroy in office when administrative value ends.

Item 30. MAILING LISTS. See Series Title
Items:
DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.

Item 31. NEWS RELEASES AND PUBLIC RELATIONS. Information used to promote the university and university activities.
Items: photographs, press kits, press releases
DISPOSITION INSTRUCTIONS: Original: Transfer to University Archives after 5 years. Reference: Destroy in office when reference value ends.

Item 32. PATENT RECORDS. Records related to preparation, filing, maintenance, and rights
Items: patents, applications, notice of award, correspondence
DISPOSITION INSTRUCTIONS: Transfer to University Archives when patent expires.

Item 33. PLANNING. Planning activities of the university, divisions, departments, and units.
Items: correspondence, reports, statistics
DISPOSITION INSTRUCTIONS: Original: Transfer to University Archives after 5 years. Reference: Destroy in office when reference value ends.

Item 34. SELF STUDY (See also: Accreditation). Study of departmental goals and performance over time, academic program reviews.
Items: reports, correspondence
DISPOSITION INSTRUCTIONS: Original: Transfer to University Archives after study ends. Reference: Destroy in office when reference value ends.

Item 35. SPEECHES. Speeches made by the Chancellor, Provost, and Senior staff for significant events such as Commencement, Convocation, and Installation of Chancellor.
Items: transcripts, tapes, videos
DISPOSITION INSTRUCTIONS: Original: Transfer to University Archives after 5 years. Reference: Destroy in office when reference value ends.

Item 36. STAFF ORGANIZATION. See Series Title
Items: minutes, correspondence, reports, newsletters
DISPOSITION INSTRUCTIONS: Original: Transfer to University Archives after 5 years. Reference: Destroy in office when reference value ends.

Item 37. STUDENT SURVEYS. Completed student surveys.
Items: summary reports, conclusions
DISPOSITION INSTRUCTIONS: Transfer results and conclusions to University Archives after 5 years. Destroy in office surveys and working papers when administrative value ends.

Item 38. SUPPLIES AND EQUIPMENT. See Series Title
Items: warranties, manuals, accounting records, inventories
DISPOSITION INSTRUCTIONS: Destroy in office inventories when superseded. Dispose of warranties and operating manuals in accordance with Property Office procedures. Destroy in office accounting records after disposition of equipment.

Item 39. SURPLUS PROPERTY. See Series Title
Items: inventories, disposal logs
DISPOSITION INSTRUCTIONS: Destroy in office 3 years after property disposal.

Item 40. TRADEMARK RECORDS. Records related to preparation, filing, maintenance, and rights
Items: applications, registration, notices, correspondence
DISPOSITION INSTRUCTIONS: Transfer to University Archives when trademark expires or is not renewed.

Item 41. TRAVEL REQUESTS AND REIMBURSEMENTS. Comply with applicable provisions of 5 USC 552a regarding confidentiality of social security numbers.
Items: authorizations, receipts, correspondence
DISPOSITION INSTRUCTIONS: Original: Destroy in office after 5 closed fiscal years and when released from all audits. Reference: Destroy in office after 2 closed fiscal years.

Item 42. UNIVERSITY CODE. University standards for professionalism, ethics and operations.
Items:
DISPOSITION INSTRUCTIONS: Original: Transfer to University Archives when superseded and revised. Reference: Destroy in office when superseded or obsolete.

Item 43. VEHICLE TITLES. See Series Title
Items:
DISPOSITION INSTRUCTIONS: Dispose of in accordance with instructions by State Surplus Property Office / Motor Fleet Office upon disposition of vehicle.

Item 44. VEHICLE OPERATIONS AND MAINTENANCE. Records involved with the use and maintenance of University owned vehicles.
Items: request forms, vehicle inspection reports, vehicle accident reports, mileage logs, maintenance schedules
DISPOSITION INSTRUCTIONS: Destroy in office request forms and mileage logs after 3 years. Destroy in office remaining records upon disposition of vehicle.

Item 45. VENDORS INFORMATION. Marketing information from vendors.
Items: catalogs, brochures, price lists
DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

Item 46. VISITOR REGISTRATION LOGS. See Series Title
Items: visitor log
DISPOSITION INSTRUCTIONS: Destroy in office after 1 year.

Item 47. WORK ORDERS. Requests for services or repairs.
Items: work orders, service tickets correspondence, estimates,
DISPOSITION INSTRUCTIONS: Destroy in office 1 year after completion of work.

Item 48. WORK SCHEDULES. Variable, flexible and shift work schedules used to calculate overtime and compensatory time.
Items:
DISPOSITION INSTRUCTIONS: Original: Destroy in office when administrative value ends. Reference: Destroy in office when reference value ends.

Item 49. WORKER'S COMPENSATION. Comply with applicable provisions of GS 8-53, GS 97-72 (b), GS 126-7, 333 NC 258 SE 2d 698 (1993), regarding confidentiality of records.
Items: employer’s report of injury (form 19), accident investigation reports, progress reports, medical reports, copies of medical invoices, return to work instructions, legal opinions and briefs, court documents, transcripts, affidavits, photographs, correspondence, findings, recommendations
DISPOSITION INSTRUCTIONS: Transfer official copy of claim records to the Industrial Commission in compliance with GS 97-92(a) and in accordance with Office of State Personnel procedures. Retain in office records concerning claims filed for injuries which occurred prior to July 6, 1994, permanently. Retain in office records concerning claims filed for injuries which occurred on or after July 6, 1994, where the Industrial Commission form “Employee’s Claim for Additional Compensation Pursuant to GS 97-25.1” (Form 18M) has been filed, permanently. Destroy in office remaining records after 5 years, in accordance with GS 97-24(c).