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 296. HOUSING APPEALS. Records concerning decisions on refunds and/or dismissal of housing deposits and other charges. Comply with 20 USCA 1232g.
Items: correspondence, policies, decisions
DISPOSITION INSTRUCTIONS: Destroy in office 1 year after settlement of appeals.

Item 297. HOUSING SECURITY REPORTS. See Series Title
Items: security reports, condition reports, with resulting list of repairs to be made
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.

Item 298. STUDENT GUEST SIGN-IN LOGS. Sign-in sheets for guests of residential students.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office after 2 years.

Item 299. STUDENT HOUSING APPLIANCE RENTAL CONTRACTS. Comply with 20 USCA 1232g.
Items: rental contracts
DISPOSITION INSTRUCTIONS: Destroy in office 3 years after termination of agreement.

Item 300. STUDENT HOUSING APPLICATIONS. Comply with 20 USCA 1232g.
Items: applications, correspondence
DISPOSITION INSTRUCTIONS: Destroy in office after 1 year.

Item 301. STUDENT HOUSING CONTRACTS. Comply with 20 USCA 1232g.
Items: contracts, correspondence, cancellations
DISPOSITION INSTRUCTIONS: Destroy in office 3 years after termination of agreement.

Item 302. STUDENT HOUSING DAMAGES. Concerning damages to student residence halls and assessment of costs. Comply with 20 USCA 1232g.
Items: damage assessment forms, reports
DISPOSITION INSTRUCTIONS: Transfer records concerning individual damage assessments to Registrar’s Office and Business Affairs. Destroy in office remaining records after 3 years.

Item 303. STUDENT HOUSING DISCIPLINARY ACTIONS. Disciplinary actions brought against students for alleged violations of university rules and regulations found in student housing contracts. Comply with 20 USCA 1232g.
Items: correspondence, disciplinary action report form, reports
DISPOSITION INSTRUCTIONS: Destroy in office 5 years after resolution.

Item 304. STUDENT KEY RECEIPT. See Series Title
Items: signature cards of students and conference attendees for room keys
DISPOSITION INSTRUCTIONS: Destroy in office after 1 year.

Item 305. SUMMER SCHOOL HOUSING. Records concerning housing available during summer session.
Items: applications, correspondence, contracts, cancellations, damages list
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.