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.

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Item 248. ADVANCED PLACEMENT. Comply with 20 USCA 1232g.
Items: placement tests, test results
DISPOSITION INSTRUCTIONS: Enrolled students, destroy 5 years after graduation or separation. Non-enrolled, destroy 1 year after application period.

Item 249. APPLICATIONS FOR ADMISSION (Graduate). Comply with 20 USCA 1232g.
Items: applications, correspondence, recommendations, transcripts,
DISPOSITION INSTRUCTIONS: Enrolled student, destroy letters of recommendation 3 years after admission and transfer remaining records to Registrar’s Office when accepted. Non-enrolled, destroy 3 years after application period.

Item 250. APPLICATIONS FOR ADMISSION (Undergraduate). Comply with 20 USCA 1232g.
Items: applications, correspondence, recommendations transcripts,
DISPOSITION INSTRUCTIONS: Enrolled students, destroy letters of recommendation 3 years after admission and transfer remaining records to Registrar’s Office when accepted. Non-enrolled, destroy 3 years after application period.

Item 251. ENTRANCE EXAMINATION REPORTS / TEST SCORES. Comply with 20 USCA 1232g.
Items: ACT, CEEB, GRE, SAT, LSAT, MCAT
DISPOSITION INSTRUCTIONS: Enrolled students, destroy 5 years after graduation or separation. Non-enrolled, destroy 1 year after application period.

Item 252. RESIDENCY CLASSIFICATION FORMS. Comply with 20 USCA 1232g.
Items: classification forms, change of residency status forms
DISPOSITION INSTRUCTIONS: Destroy in office 5 years after graduation or separation and when released from all audits.

Item 253. STUDENT WAIVERS FOR RIGHTS OF ACCESS TO LETTERS OF RECOMMENDATION. Comply with 20 USCA 1232g.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office when letters of recommendation are destroyed.