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

The meeting was convened at 9:00. The meeting began with a discussion of medical records. Hal Keiner had done research and found an article in “the MAGnet,” newsletter by Mag Mutual which indicated that records should be kept 11 years after most recent discharge. Minor patient records should be retained until patient reaches 30 years of age. It also gave the following caveat:

The discussion turned to how to handle the remaining records series described as student records. It was decided to lump the Student Health and Student Counseling records together in a general section and Athletics would be treated as a section.

In dealing with logistics of the personnel section, it was decided that we would send the personnel section around for comments as we did with the second half of the student records. We can review anything outstanding at the next meeting and move on to the next section. There was a discussion of what amount of personnel records should actually come into the University Archives versus how much should remain in the records center permanently. UNC-CH is following the 30 years from termination rule, but the Human Resources office there wants to keep them 40 years. Also, Madeleine Perez told us about new Department of Labor rules requiring timesheets to be kept for 6 years in a department.

We will go over financial records at the next meeting in July as well.

It was decided to work on sections for the library, information technology, police/campus security, foundations and facilities services in August. These were sections covered in the old general schedule and while they are more programmatic in nature than general, the 16 campuses need to address these records in a similar fashion.

We reviewed the student records sections of Financial Aid, unclassified, Student Health, Athletics and Student Housing.

The next meeting was set for July 29th in Greensboro.

The meeting adjourned at 4:00.