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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>Facilities Services Records</h3>
Item 50. BLUEPRINTS, PLANS AND DRAWINGS. Comply with applicable provisions of GS 132-1.7 regarding confidentiality of building plans and specifications.
Items: drawings, blueprints, floor plans, surveys, property maps, renovation plans, building plans
DISPOSITION INSTRUCTIONS: Original: Transfer to University Archives when administrative value ends. Reference: Destroy in office when reference value ends.

Item 51. BUILDING MAINTENANCE, HOUSEKEEPING. Day to day housekeeping and maintenance.
Items: correspondence, work schedules, maintenance log
DISPOSITION INSTRUCTIONS: Original: Destroy in office after 1 year after work completed. Reference: Destroy in office when reference value ends.

Item 52. CAPITAL IMPROVEMENT PROPOSALS. Proposals submitted by architects for new university building projects. Comply with applicable provisions of GS 132-1.7 regarding confidentiality of building plans and specifications.
Items: correspondence, architectural drawings, cost estimates, procedures, specifications, bids
DISPOSITION INSTRUCTIONS: Transfer files concerning the successful bidder to the appropriate Capital Improvement File after the contract is awarded. Destroy in office files pertaining to unsuccessful project proposals 2 years after contract has been awarded.

Item 53. CAPITAL IMPROVEMENT'S. Building projects on campus, including new buildings, renovations and additions. Comply with applicable provisions of GS 132-1.7 regarding confidentiality of building plans and specifications.
Items: accepted architect’s proposal, change orders, reference copies of financial accounts, correspondence, bid tabulation sheet, progress reports, architects’ and engineers’ pay applications,
DISPOSITION INSTRUCTIONS: Original: Transfer to University Archives 5 years after completion of project.

Item 54. INSURANCE. Insurance and liability coverage for university property and agents of the university.
Items: correspondence, insurance policies, verifications of cover, claims, accounting records, torts
DISPOSITION INSTRUCTIONS: Destroy in office policies and other records 6 years after termination of policy.

Item 55. NON-CAPITAL IMPROVEMENTS. Repair and renovations to existing facilities. Comply with applicable provisions of GS 132-1.7 regarding confidentiality of building plans and specifications.
Items: correspondence, memorandums, names of architects and engineers, costs, materials involved
DISPOSITION INSTRUCTIONS: Destroy in office 5 years after completion or termination of project.