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.

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Item 209. EMPLOYEE MEDICAL. Related to exposure to hazardous materials. Comply with 29 CFR 1910.1020 and other applicable regulations of the NC Department of Labor and the US Occupational Safety and Health Administration. Comply with applicable provisions of HIPAA, GS126-22, GS126-23, GS126-24 and GS130A-374 regarding
Items: examination results, test results
DISPOSITION INSTRUCTIONS: Destroy in office after 30 years after separation or termination of service. For all other employee medical records refer to Item 192.

Item 210. FIRE, HEALTH AND ENVIRONMENTAL SAFETY. See Series Title
Items: correspondence, safety audits, inspection reports
DISPOSITION INSTRUCTIONS: Original: Destroy in office correspondence and safety audits after 3 years. Destroy in office inspection reports after 7 years. Destroy in office remaining records when administrative value ends. Reference: Destroy in office when reference value ends.

Item 211. MATERIAL SAFETY DATA SHEETS. Safety information for hazardous materials. Comply with applicable regulations of 29 CFR 1910.1200.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office one year after termination of use of product provided a chemical inventory record as described in 29 CFR 1910.1020(d)(1)(ii)(B) is retained for at least 30 years, otherwise retain material safety data sheet for 30 years.

Item 212. OCCUPATIONAL SAFETY AND HEALTH ADMINISTRATION (OSHA). See Series Title
Items: policies, procedures
DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.

Item 213. RESTRICTED USE PESTICIDE. Comply with North Carolina Pesticide Law.
Items: reports, correspondence
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.