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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>University Police / Public Safety</h3>
Item 324. ALARM MONITORING REPORTS. See Series Title
Items: fire and security alarm reports
DISPOSITION INSTRUCTIONS: Destroy in office after 2 years.

Item 325. BANS / TRESPASS WARNINGS. See Series Title
Items: name, social security number, date of birth, type of offense
DISPOSITION INSTRUCTIONS: Destroy in office 2 years after ban removed.

Item 326. BUILDING AND GROUNDS SECURITY CHECKS. See Series Title
Items: logs and reports
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.

Item 327. CASE RECORDS. Felony / misdemeanor investigations. Comply with 20 USCA 1232g, confidentiality of records GS 20-166(l), GS 97-02(b) and GS 132-1.1.
Items:
arrests, investigations, statements, incident reports, photographs, evidence sheets, dispatch, name, warrant, recording
DISPOSITION INSTRUCTIONS: Destroy in office closed felony case records after 20 years. Destroy in office closed misdemeanor case records after 5 years.

Item 328. COMMUNICATIONS / DISPATCH. Radio, telephone and 911 emergency recordings of incoming and/or outgoing communications and/or related database.
Items:
DISPOSITION INSTRUCTIONS: Transfer felony/misdemeanor dispatches to appropriate Case Records File when created. Destroy in office remaining records when administrative value ends.

Item 329. CONFISCATED PROPERTY. Confiscation, control and return or disposal of weapons confiscated during searches or arrests.
Items: name, property, reports
DISPOSITION INSTRUCTIONS: Destroy in office after 5 years.

Item 330. CONTROLLED SUBSTANCE SEIZURE. Confiscation / receipt, control and return or disposal of controlled substances.
Items: name, substance
DISPOSITION INSTRUCTIONS: Destroy in office 3 years after disposal of items.

Item 331. DUTY ASSIGNMENT. See Series Title
Items: name, dates
DISPOSITION INSTRUCTIONS: Destroy in office after 5 years.

Item 332. EVIDENCE TRACKING. Used to receipt for, control, track, account for, dispose of or return evidence.
Items: Used to receipt for, control, track, account for, dispose of or return evidence.
DISPOSITION INSTRUCTIONS: Destroy in office 3 years after final disposition of evidence.

Item 333. LIABILITY WAIVER. Waiver used when unlocking vehicles.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.

Item 334. LOST AND FOUND LOG. See Series Title
Items:
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.

Item 335. PARKING TICKETS. See Series Title
Items:
DISPOSITION INSTRUCTIONS: Destroy in office after 3 closed fiscal years and when released from all audits.

Item 336. POLICE INCIDENT REPORT. Comply with GS 20-166(i), GS 97-92(b) and GS 132-1.1.
Items: incident type, case number, NCIC (National Crime Information Center) entries, property estimates, names, affidavits, descriptions, photographs
DISPOSITION INSTRUCTIONS: Transfer felony and misdemeanor reports to appropriate Case Records File when created or opened. Destroy in office remaining records after 5 years

Item 337. SECURITY / SURVEILLANCE / MOBILE VIDEO RECORDINGS. Security camera recording file showing activities on campus.
Items:
DISPOSITION INSTRUCTIONS: Transfer as needed to Evidence File. If not required to support investigations or litigations reuse or destroy in 30 days.

Item 338. TOWED VEHICLE REPORTS. See Series Title
Items:
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.

Item 339. TRAFFIC ACCIDENT REPORTS. See Series Title
Items: location, accident sequence and diagram, vehicle inquiries, investigating officers’ description, apparent violations
DISPOSITION INSTRUCTIONS: Transfer to NC Division of Motor Vehicles within 10 days. Destroy in office duplicate/reference copy when reference value ends. If accident does not meet the requirements for reporting to Division of Motor Vehicles, destroy after 3 years.

Item 340. TRAFFIC CITATIONS. See Series Title
Items:
DISPOSITION INSTRUCTIONS: Original: Transfer to Clerk of the Court. Reference: Destroy in office after 3 years.

Item 341. TRAFFIC STOP REPORTS. See Series Title
Items: name, race, sex, violation, actions of police and offender
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.

Item 342. VEHICLE REGISTRATION. See Series Title
Items: bicycle registration, vehicle registration, name
DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.