Attendance: Janis Holder, Frank Holt, Hal Keiner, Suellyn Lathrop, Madeleine Perez, and Barbara Tookey.

The meeting was convened at 9:00. We began with a general discussion of past and current practices for developing program schedules. We discussed the end users of the general schedule and how the schedule should make writing program schedules more efficient.

In discussing format, we thought it would be best to give the series title, the parts of the series and a time frame. After more discussion that was modified to the following columns:

• Series – title of the series
• Description – phrase or phrases that describe the intent or use of the series when needed
• Items – list of possible items found in the series when needed
• Disposition –original record and reference copies, assumed that all destruction would take place in office and abbreviated the litigation/audit statement.
• Compliance – legal citations when known, also used this column for questions and comments that need to be followed up on

The introductory material was discussed briefly. The following should be included there:

• Definitions of original records and reference copies
• Definition of office of record
• Information regarding transitory records
• What transfer to archives means, i.e. that the archivist has the right to appraise and possibly dispose of all or parts of the records series

There was a discussion of the process of converting from paper to electronic records. Databases may or may not reflect the original report / document. There may be more data fields or less. Information may be pulled from several databases and may no longer be compiled at all. The idea of information retention needs to be addressed at some point. It was decided that the general schedule should apply to all paper records and those created using MS Office word processing software. Those are the electronic records that are most like any originally created as paper records. New York State Archives has an Information Technology schedule available. It was decided to look into these issues at the end of the drafting process.

We also discussed the role of the State Archives and UNC GA in the promotion of the general schedule within the UNC System as well as all aspects of records management.

At this point in the meeting we turned to the working documents provided by Barbara Tookey. We went through each series description and made revisions and notes. This document will be forwarded to Ed Southern for review.

We set the dates and agendas for the next several meetings:

• May 27, Student records – includes groups, student life, union, campus recreation, student government, etc.
• June 24, Personnel / Academic records
• July 29, Financial records
• August meeting to be determined, to discuss program schedules such as Student Health, Library, Police, etc.

The meetings will be held at UNCG. Barbara Tookey will make local arrangements for us again.

We discussed ways to stream line the process and decided on the following workflow:

Barbara Tookey to prepare a template of records series, descriptions, retention/disposition from the North Carolina sources as the base document. The template will have the following columns:

• Series title
• Description
• Items
• Disposition
• Citations
• Comments

Committee members to comment on these series and add series from other university schedules as they think fit.

• Hal Keiner – South Carolina
• Suellyn Lathrop – Kentucky
• Janis Holder – Oregon
• Madeleine Perez – Washington
• Frank Holt – Florida
• Barbara Tookey – Missouri and Texas

Committee members to comment in color code:

• Barbara – blue
• Frank – green
• Hal – black
• Janis – orange
• Madeleine – red
• Suellyn – purple

We should also use our initials when making comments, e.g. Suellyn will forward the draft of administrative records to Ed Southern and request that he review it by our next meeting on May 27 so that we can make any additions or corrections necessary.

The meeting adjourned at 4:10.