East Carolina University. Tomorrow starts here.®
 
Joyner Library


BlackBoard
Help Desk
PirateID
Index
Email
OneStop
Calendar
BlackBoard IT Help Desk PirateID Index Email and Phone OneStop Calendar
 
 
 
 
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>Library Records</h3>
Item 148. ACCESSION RECORDS (Integrated Library System ILS). Listing of library materials arranged numerically.
Items: accession or inventory number, author and title, call number, source price
DISPOSITION INSTRUCTIONS: Permanent.

Item 149. ACQUISITIONS (ILS). Acquisition of books, periodicals and other material.
Items: purchase orders, shipping information
DISPOSITION INSTRUCTIONS: Retain material concerning rare publications permanently. Destroy in office records concerning routine acquisitions 1 closed fiscal year after released from all audits.

Item 150. APPROVAL PLAN (ILS). Records concerning materials received on approval.
Items: correspondence, printouts of amount spent, number of books, LC classification, returns notebook, reason returned, ISBN number, copies of approval plan profile, statistical data
DISPOSITION INSTRUCTIONS: Destroy in office after 2 years.

Item 151. BINDING INVOICES. Invoices for binding periodicals and books.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.

Item 152. BINDING PATTERNS. Binding specifications.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.

Item 153. BOOK, MICROFILM AND PERIODICALS INVOICES (ILS). Invoices for payment of books, microfilm and periodicals.
Items: correspondence, invoices
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.

Item 154. CANCELLED PERIODICALS (ILS). Cancelled subscriptions.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

Item 155. CARREL ASSIGNMENTS. See Series Title
Items: carrel number, faculty name, graduate name, contract, key number, fee
DISPOSITION INSTRUCTIONS: Destroy in office 6 months after termination of contract.

Item 156. CHECK-IN FOR GOVERNMENT DOCUMENTS. See Series Title
Items: packing slips, title sudoc number, item number, receipt date, shipping list number
DISPOSITION INSTRUCTIONS: Maintain according to Federal Depository Library Program (FDLP) regulations. Transfer 10 or more copies (as required) of each publication to the State Documents Clearinghouse, State Library of North Carolina, when received from printer, in accordance with GS 125-

Item 157. CHECK-IN FOR PERIODICALS AND MICROFILM COPIES (ILS). See Series Title
Items:
DISPOSITION INSTRUCTIONS: Destroy in office 5 years after termination of subscription.

Item 158. DISCONTINUED PERIODICALS (ILS). See Series Title
Items:
DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

Item 159. FEDERAL DEPOSITORY ACCOUNT. Deposit account orders and statements.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.

Item 160. INTEGRATED LIBRARY SYSTEM (ILS) (Electronic). See Series Title
Items: acquisitions, on-line catalog, circulation data, budget data, orders, purchases, fines, patron information, bibliographic data, shelf list, interlibrary loan data
DISPOSITION INSTRUCTIONS: Purge inactive patron data annually. Purge budget and financial data when administrative value ends. Update remaining electronic data routinely.

Item 161. INTERLIBRARY LOAN SYSTEM. Interlibrary loan circulation information. Comply with applicable provisions of US Title 17 regarding copyright of materials.
Items: patron name, material requested, university borrow from / sent to, date requested, date filled
DISPOSITION INSTRUCTIONS: Purge records after 5 years if no copyright violation has been reported. If copyright violation is alleged, destroy after completion of action and resolution of issues involved.

Item 162. LIBRARY DONOR. Records concerning materials donated to the library. Comply with applicable provisions of legal agreement regarding confidentiality of records concerning each gift.
Items: annual donor statistics, donor forms with name, description of donation, number of books, correspondence, accession information, agreements, stipulations
DISPOSITION INSTRUCTIONS: Transfer records to University Archives after 15 years.

Item 163. LICENSE AGREEMENTS. Licenses for databases and electronic journals purchased by the library.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office 5 years after expiration of agreement.

Item 164. MAIL SERVICES. See Series Title
Items: information regarding certified mail, express mail, insurance, commercial carriers, campus requisitions, returned shipments, postage authorizations, theses
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.

Item 165. MICROFORMS SHELF LIST (ILS). See Series Title
Items: title, date of publication, catalog number, subject headings
DISPOSITION INSTRUCTIONS: Destroy in office paper copies when entered into library on-line catalog and after verification of data entry. Update routinely, maintain electronic database permanently.

Item 166. OCLC (Online Computer Library Center). Publications concerning cataloging of library materials.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

Item 167. PUBLISHER'S CATALOGS. Catalogs listing new publications by each particular publisher.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.

Item 168. RESERVES (ILS). Holdings placed on reserve by instructors for student use.
Items: bibliographic information, student use information
DISPOSITION INSTRUCTIONS: Destroy in office after 1 year.

Item 169. SEARCH FILE (ILS). Search reports for books that are missing.
Items:
DISPOSITION INSTRUCTIONS: Transfer reports of missing books to Catalog Department when search process is completed for withdrawal from the ILS. Destroy in office remaining records when administrative value

Item 170. SOLINET. Official records concerning library’s participation in SOLINET.
Items: correspondence, statistics, newsletters
DISPOSITION INSTRUCTIONS: Transfer to University Archives when administrative value ends.

Item 171. STANDING ORDERS (ILS). See Series Title
Items: spreadsheet inventories, correspondence, credit, memorandums, information regarding book returns, missing shipments
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years and when released from all audits.

Item 172. STATISTICAL REPORTS. Annual statistical report.
Items:
DISPOSITION INSTRUCTIONS: Transfer to University Archives after 5 years.

Item 173. WITHDRAWN PUBLICATIONS (ILS). See Series Title
Items:
DISPOSITION INSTRUCTIONS: Purge from ILS after 5 years.