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UNC General Records Retention and Disposition Schedule

Introduction

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 Copy 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.

This Schedule applies to records in all media, unless otherwise specified.


Administrative Records

  • Item 1. ACCIDENT REPORTS. Accidents involving employees and/or equipment. Comply with applicable provisions of G.S. 97-92 (b) and 132.1.1 regarding confidentiality of personnel records.
    Items: reports, drawings, incident Reports, OSHA Log
    Disposition Instructions: Employee Original: Transfer records resulting in workers' compensation claims to Workers' Compensation (GU46). Destroy in office remaining records in both categories after 6 years. Equipment Original: Destroy in office after 3 years.
  • Item 2. ACCREDITATION ( See also: Self-Studies). Departmental, college, program and/or Southern Association of Colleges and/or Schools (SACS) accreditation.
    Items: correspondence, reports, questionnaires, guides
    Disposition Instructions: Original: Transfer 1 copy of final report to the University Archives after process ends. Destroy in office remaining records when administrative value ends. Reference: Destroy in office when reference value ends.
  • Item 3. ACTIVITIES & EVENTS ( See also: Conferences and Workshops). Activities and events that are initiated or sponsored by the University.
    Items: bulletins, memorandums, circulars, invitations, announcements, press releases, photographs
    Disposition Instructions: Original: Transfer to University Archives after 3 years. Reference: Destroy in office when event is completed.
  • Item 4. ADMINISTRATIVE. Administrative and official operations of an individual office.
    Items: reports, memorandums, correspondence, directives
    Disposition Instructions: Original: Transfer to University Archives after 5 years. Reference: Destroy in office when reference value ends.
  • Item 5. ADMINISTRATIVE REFERENCE. Convenience and reference records of transitory value.
    Items: Subject / reference file, memorandums, duplicates, announcements
    Disposition Instructions: Destroy in office when reference value ends.
  • Item 6. AGREEMENTS, CONTRACTS AND LEASES. With consultants, vendors and other firms concerning services, equipment and obligations.
    Items: correspondence, memorandums
    Disposition Instructions:  Original: Destroy in office 5 years after expiration of all rights and obligations. For sealed agreements, destroy in office 10 years after expiration of all rights and obligations.  Reference: Destroy in office when reference value ends.
  • Item 7. AMERICANS WITH DISABILITIES ACT (ADA) COMPLIANCE. Efforts to comply with the Americans with Disabilities Act (42 U.S.C. 12101 et seq.).
    Items: reports, correspondence, regulations, complaints
    Disposition Instructions: Destroy in office after 5 years, if no litigation, claim, audit or other official action involving the records has been initiated. If official action has been initiated, destroy after completion of action and resolution of issues involved.
  • Item 8. ANNUAL REPORTS. Report of work completed by office, unit, department, division, college/school each year.
    Items:
    Disposition Instructions: Original: Transfer 1 copy to University Archives when completed; maintain 1 copy in office permanently. Reference: Destroy in office when reference value ends.
  • Item 9. AUDIT REPORTS. Reports generated by the Internal Auditor.
    Items: reports, working papers, correspondence
    Disposition Instructions: Original: Transfer audit report to University Archives after 10 years for appraisal and final disposition. Destroy working papers after 3 years. Reference: Destroy in office after 3 years.
  • Item 10. AWARDS AND HONORS. Faculty, staff, student and alumni awards not associated with grants. Comply with applicable provisions of GS 126 and Family Educational Rights and Privacy Act (FERPA), 20 USCA 1232g, regarding confidentiality of records.
    Items: applications, nominations, criteria, transcripts, vitae, press releases, funding data
    Disposition Instructions: Original: Transfer notification of award to appropriate personnel or student file. Transfer list of award recipients upon publication to the University Archives. Transfer remaining records to the University Archives after 5 years. Reference: Destroy in office when reference value ends.
  • Item 11. BIOGRAPHICAL. Biographical information for faculty and staff.
    Items: vitae, clippings, photographs, speeches
    Disposition Instructions: Transfer to University Archives 1 year after separation.
  • Item 12. BOARD OF TRUSTEES. Records of the governing body of the university and its committees.
    Items: minutes, correspondence, announcements, policies, oaths of office, briefing book, biographical data
    Disposition Instructions: Original: Transfer Board of Trustees minutes to University Archives upon approval. Transfer remaining records to University Archives after 5 years. Reference: Destroy in office when reference value ends.
  • Item 13. BUILDING USE. Comply with applicable provisions of GS 132-1.7 regarding confidentiality of building plans and specifications.
    Items: correspondence, floor plans, room numbering scheme
    Disposition Instructions: Destroy in office when superseded or obsolete.
  • Item 14. CALENDAR OF EVENTS. Used for keeping track of activities and events.
    Items:
    Disposition Instructions: Original: Transfer to University Archives when published. Reference: Destroy in office when reference value ends.
  • Item 15. COMMITTEES, COUNCILS, TASK FORCES. Official university committees, councils or task forces appointed, elected or ad hoc.
    Items: correspondence, minutes, notifications of meetings, agendas, reports, briefing materials, working papers
    Disposition Instructions: Original: Transfer to University Archives at end of academic year or at expiration of group. Reference: Destroy in office when reference value ends.
  • Item 16. COMPLAINTS. Complaints concerning services.
    Items: correspondence
    Disposition Instructions: Destroy in office after 2 years.
  • Item 17. CONFERENCES, TRAINING PROGRAMS AND WORKSHOPS - ATTENDED (See also: Training Programs in Personnel Section). See Series Title
    Items: agendas, handouts, training materials, travel
    Disposition Instructions: Destroy in office when reference value ends.
  • Item 18. CONFERENCES, TRAINING PROGRAMS AND WORKSHOPS - CONDUCTED (See also: Training Programs in Personnel Section). University initiated or sponsored conferences, programs, or workshops
    Items: correspondence, agendas, handouts, training materials, critiques, reports, contracts, registration
    Disposition Instructions: Original: Transfer to University Archives after 5 years. Reference: Destroy in office when reference value ends.
  • Item 19. COPYRIGHT RECORDS. Records related to preparation, filing, maintenance, and rights
    Items: applications, registration, notices, correspondence
    Disposition Instructions: Transfer to University Archives when copyright expires or is not renewed.
  • Item 20. EMERGENCY MANAGEMENT. Disaster preparedness and response.
    Items: policies, procedures, incident reports.
    Disposition Instructions: Destroy in office when superseded or obsolete.
  • Item 21. ENERGY CONSERVATION. Measures undertaken by university to conserve energy
    Items: inspection reports, correspondence, plans
    Disposition Instructions: Destroy in office after 5 years.
  • Item 22. EQUIPMENT MAINTENANCE AND REPAIR. Routine maintenance or repair work done to equipment.
    Items: correspondence, work orders, contracts, service logs
    Disposition Instructions: Destroy in office 2 years after completion of service.
  • Item 23. FACILITY SECURITY. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of building plans and specifications.
    Items: surveillance videos, incident reports, procedures, keys, building plans
    Disposition Instructions: Original: Destroy in office when superseded or obsolete. Reference: Destroy in office when reference value ends.
  • Item 24. FACULTY GOVERNANCE. Records of the faculty senate or council and its committees.
    Items: minutes, correspondence, reports, faculty code
    Disposition Instructions: Original: Transfer Faculty Governance Minutes to University Archives upon approval. Transfer remaining records to University Archives after 5 years. Reference: Destroy in office when reference value ends.
  • Item 25. FILMS / VIDEOTAPES ( See also: Historical Memorabilia). Produced by and for the university including sporting events, interviews and other related activities.
    Items: film, videotapes, audiotapes, dvd, cd-rom
    Disposition Instructions: Original: Transfer to University Archives after 10 years. Reference: Destroy in office when reference value ends.
  • Item 26. GRANTS, AWARDED. See Series Title
    Items: proposal, application, notice of award, accounting records, progress reports, patents, audit findings, contracts, research data.
    Disposition Instructions: Original: Follow records retention requirements for grant. Transfer final reports to University Archives 3 years after completion and clearance from all audits. Reference: Destroy in office when reference value ends.
  • Item 27. GRANTS, PROPOSALS. See Series Title
    Items:
    Disposition Instructions: Original: Transfer successful grant proposals to Grants Awarded. Destroy in office rejected proposals when reference value ends. Reference: Destroy in office when reference value ends.
  • Item 28. HISTORICAL MEMORABILIA ( See also: Film / Videotape). Items that mark significant events or times for the unit.
    Items: plaques, scrapbooks, press releases, clippings, newsletters, photographs
    Disposition Instructions: Transfer to University Archives after 5 years.
  • Item 29. INTERNSHIPS / ASSISTANTSHIPS / FELLOWSHIPS. Student internships and assistantships within department. Comply with applicable provisions of 20 USC 1232g regarding confidentiality of records.
    Items: applications, approvals, credit earned, accounting records, correspondence, award notifications, eligibility criteria, guidelines
    Disposition Instructions: Original: Transfer information regarding individuals to Registrar's Office and fiscal information to Business Affairs (if applicable) at end of each grading period. Destroy in office remaining records after 5 years. Reference: Destroy in office when administrative value ends.
  • Item 30. MAILING LISTS. See Series Title
    Items:
    Disposition Instructions: Destroy in office when superseded or obsolete.
  • Item 31. NEWS RELEASES AND PUBLIC RELATIONS. Information used to promote the university and university activities.
    Items: photographs, press kits, press releases
    Disposition Instructions: Original: Transfer to University Archives after 5 years. Reference: Destroy in office when reference value ends.
  • Item 32. PATENT RECORDS. Records related to preparation, filing, maintenance, and rights
    Items: patents, applications, notice of award, correspondence
    Disposition Instructions: Transfer to University Archives when patent expires.
  • Item 33. PLANNING. Planning activities of the university, divisions, departments, and units.
    Items: correspondence, reports, statistics
    Disposition Instructions: Original: Transfer to University Archives after 5 years. Reference: Destroy in office when reference value ends.
  • Item 34. SELF STUDY ( See also: Accreditation). Study of departmental goals and performance over time, academic program reviews.
    Items: reports, correspondence
    Disposition Instructions: Original: Transfer to University Archives after study ends. Reference: Destroy in office when reference value ends.
  • Item 35. SPEECHES. Speeches made by the Chancellor, Provost, and Senior staff for significant events such as Commencement, Convocation, and Installation of Chancellor.
    Items: transcripts, tapes, videos
    Disposition Instructions: Original: Transfer to University Archives after 5 years. Reference: Destroy in office when reference value ends.
  • Item 36. STAFF ORGANIZATION. See Series Title
    Items: minutes, correspondence, reports, newsletters
    Disposition Instructions: Original: Transfer to University Archives after 5 years. Reference: Destroy in office when reference value ends.
  • Item 37. STUDENT SURVEYS. Completed student surveys.
    Items: summary reports, conclusions
    Disposition Instructions: Transfer results and conclusions to University Archives after 5 years. Destroy in office surveys and working papers when administrative value ends.
  • Item 38. SUPPLIES AND EQUIPMENT. See Series Title
    Items: warranties, manuals, accounting records, inventories
    Disposition Instructions: Destroy in office inventories when superseded. Dispose of warranties and operating manuals in accordance with Property Office procedures. Destroy in office accounting records after disposition of equipment.
  • Item 39. SURPLUS PROPERTY. See Series Title
    Items: inventories, disposal logs
    Disposition Instructions: Destroy in office 3 years after property disposal.
  • Item 40. TRADEMARK RECORDS. Records related to preparation, filing, maintenance, and rights
    Items: applications, registration, notices, correspondence
    Disposition Instructions: Transfer to University Archives when trademark expires or is not renewed.
  • Item 41. TRAVEL REQUESTS AND REIMBURSEMENTS. Comply with applicable provisions of 5 USC 552a regarding confidentiality of social security numbers.
    Items: authorizations, receipts, correspondence
    Disposition Instructions: Original: Destroy in office after 5 closed fiscal years and when released from all audits. Reference: Destroy in office after 2 closed fiscal years.
  • Item 42. UNIVERSITY CODE. University standards for professionalism, ethics and operations.
    Items:
    Disposition Instructions: Original: Transfer to University Archives when superseded and revised. Reference: Destroy in office when superseded or obsolete.
  • Item 43. VEHICLE TITLES. See Series Title
    Items:
    Disposition Instructions: Dispose of in accordance with instructions by State Surplus Property Office / Motor Fleet Office upon disposition of vehicle.
  • Item 44. VEHICLE OPERATIONS AND MAINTENANCE. Records involved with the use and maintenance of University owned vehicles.
    Items: request forms, vehicle inspection reports, vehicle accident reports, mileage logs, maintenance schedules
    Disposition Instructions: Destroy in office request forms and mileage logs after 3 years. Destroy in office remaining records upon disposition of vehicle.
  • Item 45. VENDORS INFORMATION. Marketing information from vendors.
    Items: catalogs, brochures, price lists
    Disposition Instructions: Destroy in office when administrative value ends.
  • Item 46. VISITOR REGISTRATION LOGS. See Series Title
    Items: visitor log
    Disposition Instructions: Destroy in office after 1 year.
  • Item 47. WORK ORDERS. Requests for services or repairs.
    Items: work orders, service tickets correspondence, estimates
    Disposition Instructions: Destroy in office 1 year after completion of work.
  • Item 48. WORK SCHEDULES. Variable, flexible and shift work schedules used to calculate overtime and compensatory time.
    Items:
    Disposition Instructions: Original: Destroy in office when administrative value ends. Reference: Destroy in office when reference value ends.
  • Item 49. WORKER'S COMPENSATION. Comply with applicable provisions of GS 8-53, GS 97-72 (b), GS 126-7, 333 NC 258 SE 2d 698 (1993), regarding confidentiality of records.
    Items: employer's report of injury (form 19), accident investigation reports, progress reports, medical reports, copies of medical invoices, return to work instructions, legal opinions and briefs, court documents, transcripts, affidavits, photographs, correspondence, findings, recommendations
    Disposition Instructions: Transfer official copy of claim records to the Industrial Commission in compliance with GS 97-92(a) and in accordance with Office of State Personnel procedures. Retain in office records concerning claims filed for injuries which occurred prior to July 6, 1994, permanently. Retain in office records concerning claims filed for injuries which occurred on or after July 6, 1994, where the Industrial Commission form "Employee's Claim for Additional Compensation Pursuant to GS 97-25.1" (Form 18M) has been filed, permanently. Destroy in office remaining records after 5 years, in accordance with GS 97-24(c).
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Facilities Services Records

  • 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.
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Financial Records

  • Item 56. 1099 FILE. Services performed for the university by non-employees. Comply with applicable provisions of G.S. 126 and 5 USC 552a regarding confidentiality of records.
    Items: honorariums, contractual service, withholding tax
    Disposition Instructions: Destroy in office 1 year after payment date and when released from all audits.
  • Item 57. ACCOUNTS PAYABLE. Status of accounts in which the state owes money to firms or individuals.
    Items:
    Disposition Instructions: Original: Destroy in office after 3 closed fiscal years and when released from all audits. Reference: Destroy in office after 1 year.
  • Item 58. ACCOUNTS RECEIVABLE. Status of accounts receivable, excluding student accounts.
    Items:
    Disposition Instructions: Original: Destroy in office after 3 closed fiscal years and when released from all audits. Reference: Destroy in office after 1 year.
  • Item 59. ACCOUNTS UNCOLLECTIBLE. Status of accounts in which money cannot be collected.
    Items: bad checks
    Disposition Instructions: Destroy in office 3 closed fiscal years after account is paid, collected or is determined to be uncollectible, and when released from all audits.
  • Item 60. ANNUAL FINANCIAL STATEMENT REPORT. See Series Title
    Items:
    Disposition Instructions: Original: Retain 1 copy in Comptroller's Office permanently. Transfer 1 copy to University Archives upon publication. Reference: Destroy in office when reference value ends.
  • Item 61. BANK STATEMENTS. For university accounts.
    Items: bank statements
    Disposition Instructions: Destroy in office after 3 closed fiscal years and when released from all audits.
  • Item 62. BIDDER'S APPLICATIONS. Applications submitted by vendors to be included on bidding lists.
    Items:
    Disposition Instructions: Destroy in office after 5 closed fiscal years and when released from all audits.
  • Item 63. BIDS. Purchase of equipment, supplies or services. Comply with applicable provisions of GS 143-52, GS 143-53 and NCAC T01:05B regarding the confidentiality of bids.
    Items: price quotes, applications, correspondence
    Disposition Instructions: Destroy in office unsuccessful bids after 5 closed fiscal years and when released from all audits. Destroy in office successful bids 5 years after expiration and when released from all audits.
  • Item 64. BOND BOOK. Deposits and withdrawals on bonds held by university.
    Items: bond agreement, deposits, withdrawals, statements, reconciliations
    Disposition Instructions: Destroy in office audit copies 5 closed fiscal years after bond has been cancelled or has expired. Destroy in office remaining records when bond is cancelled or expires.
  • Item 65. BONDS AND OTHER BORROWING. See Series Title
    Items: bond indentures, legal documents, swap agreements, payment schedules, annual audits, arbitrage audits
    Disposition Instructions: Destroy in office 1 closed fiscal year after last payment and when released from all audits.
  • Item 66. BUDGET. University budgetary records
    Items: budget analysis report, transfer request, increase, decrease budget request forms, briefs concerning capital improvements, expansions and maintenance projects, worksheets, resolutions, revisions, correspondence, official budget report
    Disposition Instructions: Original: Transfer copy of official budget report annually to University Archives. Destroy in office remaining records after 3 closed fiscal years and when released from all audits. Reference: Destroy in office when reference value ends.
  • Item 67. CANCELLED CHECKS. Paid by the university.
    Items:
    Disposition Instructions: Destroy in office after 7 closed fiscal years and when released from all audits.
  • Item 68. CAPITAL IMPROVEMENTS ACCOUNTING. Budget and financial records related to capital improvements
    Items: accounting records, vouchers, checks, purchase orders, other supporting documentation, monthly reports
    Disposition Instructions: Destroy in office 3 closed fiscal years after project is completed and when released from all audits.
  • Item 69. CASH RECEIPTS. Listing or analysis of cash received and deposited.
    Items: receipt books
    Disposition Instructions: Destroy in office after 3 closed fiscal years and when released from all audits.
  • Item 70. COST ACCOUNTING REPORTS. Completed cost accounting reports for university expenditures.
    Items:
    Disposition Instructions: Destroy in office after 3 closed fiscal years and when released from all audits.
  • Item 71. CREDIT CARD USE. Receipts concerning the use and ownership of credit cards used by university employees. Comply with applicable provisions of 132-1.2 (2) and 5 USC 552a regarding confidentiality of records.
    Items:
    Disposition Instructions: Destroy in office after 5 closed fiscal years and when released from all audits.
  • Item 72. DEPOSITS. See Series Title
    Items: deposit slips, cash register slips, receipts
    Disposition Instructions: Destroy in office after 3 closed fiscal years and when released from all audits.
  • Item 73. DIRECT DEPOSIT FORMS. Bank deposit slips submitted by employees for direct deposit of paychecks by university. Comply with applicable provisions of 132-1.2 (2) and 5 USC 552a regarding confidentiality of records.
    Items:
    Disposition Instructions: Retain in office until superseded and when released from all audits.
  • Item 74. DISBURSING ACCOUNTS STATEMENTS. Statements received from the Department of the State Treasurer indicating monthly activity, beginning and ending balance, and other related information for each disbursing account.
    Items: monthly statements
    Disposition Instructions: Destroy in office after 7 closed fiscal years and when released from all audits.
  • Item 75. ESCHEATS STATEMENTS. Escheated funds reverting to the State of North Carolina and credited to the State Treasurer.
    Items: statements, correspondence
    Disposition Instructions: Destroy in office after 7 closed fiscal years.
  • Item 76. FINANCIAL RECORDS SYSTEM (database). Budget information shared by all university departments used to track revenue and expenditures, and create financial reports.
    Items: revenue, expenses, budget data, account amounts, check numbers, check amounts, purchase orders
    Disposition Instructions: Destroy in office after 5 closed fiscal years and when released from all audits.
  • Item 77. FIXED ASSETS. Inventories of fixed assets.
    Items:
    Disposition Instructions: Destroy in office after 5 years and when released from all audits.
  • Item 78. FUNDING INCREMENTS. Records concerning increment increases in an employee's salary. Comply with applicable provisions of GS 126-22, GS 126-23 and GS 126-24 regarding confidentiality of records.
    Items:
    Disposition Instructions: Destroy in office after 7 years. Destroy in office after 7 years.
  • Item 79. INSURANCE DEDUCTIONS. Records concerning insurance deductions from each employee's salary. Comply with applicable provisions of GS 126-22, GS 126-23 and GS 126-24 regarding confidentiality of records.
    Items:
    Disposition Instructions: Destroy in office after 7 closed fiscal years and when released from all audits.
  • Item 80. INVOICES. See Series Title
    Items:
    Disposition Instructions: Destroy in office after 3 closed fiscal years and when released from all audits.
  • Item 81. LAPSED SALARIES. State appropriated funds made available for reallocation through the circumstances of unused salaries. Comply with applicable provisions of GS 126-22, GS 126-23 and GS 126-24 regarding confidentiality of
    Items:
    Disposition Instructions: Destroy in office after 3 closed fiscal years and when released from all audits.
  • Item 82. LOANS. Records concerning loans, scholarships and business assistance.
    Items:
    Disposition Instructions: Original: Destroy in office audit copies 5 closed fiscal years after repayment or elimination of loan and when released from all audits. Reference: Destroy in office remaining records 1 closed fiscal year after termination or elimination of loan.
  • Item 83. MAIL TRANSMITTAL SLIPS. Mail transmittal slips used to account for postage.
    Items:
    Disposition Instructions: Destroy in office after 1 year.
  • Item 84. MONTHLY BUDGET REPORTS. See Series Title
    Items:
    Disposition Instructions: Destroy in office after 2 closed fiscal years.
  • Item 85. PAYROLL. Salaries paid to permanent and temporary employees. Comply with GS 126-22, GS 126-23 and GS 126-24 regarding confidentiality of records.
    Items:
    Disposition Instructions: Transfer administrative data documenting personnel actions to appropriate individual personnel file when action is approved. Destroy in office remaining records after 7 closed fiscal years and when released from all audits.
  • Item 86. PAYROLL DEDUCTIONS. Deductions from salaries of permanent and temporary employees. Comply with applicable provisions of GS 126-22, GS126-23, GS 126-24 regarding confidentiality of records.
    Items:
    Disposition Instructions: Original: Destroy in office 7 closed fiscal years after deduction is terminated and when released from all audits. Reference: Destroy in office remaining records after 1 closed fiscal year.
  • Item 87. PURCHASE ORDERS. For supplies and equipment.
    Items:
    Disposition Instructions: Original: Destroy in office after 5 closed fiscal years and when released from all audits. Reference: Destroy in office after 2 closed fiscal years and when administrative value ends.
  • Item 88. RECONCILIATION REPORTS. Reports listing all outstanding checks or warrants.
    Items:
    Disposition Instructions: Original: Destroy in office after 3 closed fiscal years and when released from all audits. Reference: Destroy in office after 1 closed fiscal year.
  • Item 89. REQUISITIONS. Requests for orders for equipment or supplies.
    Items:
    Disposition Instructions: Original: Destroy in office after 5 closed fiscal years and when released from all audits. Reference: Destroy in office after 1 year.
  • Item 90. REQUISITIONS FOR TRANSFER OF FUNDS. See Series Title
    Items:
    Disposition Instructions: Original: Destroy in office after 3 closed fiscal years and when released from all audits. Reference: Destroy in office after 1 year.
  • Item 91. RETIREMENT REDUCTIONS. Retirement deductions from employee's salaries. Comply with GS 126-22, GS 126-23, and GS 126-24 regarding confidentiality of records.
    Items:
    Disposition Instructions: Destroy in office after 7 closed fiscal years and when released from all audits.
  • Item 92. RETURNED CHECKS. Checks written to the university that have been returned for insufficient funds.
    Items:
    Disposition Instructions: Destroy in office audit copy 1 year after check is paid, collected or is determined uncollectible. Destroy in office remaining records when check is paid, collected or is determined uncollectible.
  • Item 93. REVERSION AND CONTINUATION OF AGENCY FUNDS. See Series Title
    Items:
    Disposition Instructions: Original: Destroy in office after 2 closed fiscal years. Reference: Destroy in office remaining records after 1 year.
  • Item 94. SALES TAX. Records concerning the collection of sales and use taxes by the university.
    Items:
    Disposition Instructions: Original: Destroy in office after 5 closed fiscal years and when released from all audits. Reference: Destroy in office remaining records after 1 year.
  • Item 95. SOCIAL SECURITY DEDUCTIONS. Reports listing Social Security deductions from each employee's salary. Comply with applicable provisions of 5 USC 552a, GS 126-22, GS 126-23 and GS 126-24, regarding confidentiality of records.
    Items:
    Disposition Instructions: Destroy in office after 7 closed fiscal years and when released from all audits.
  • Item 96. STUDENT ACCOUNTS (See also: Financial Aid Section). Records concerning individual student accounts.
    Items: adjustments of tuition fees, refunds, outstanding fees for damaged or overdue books, records of payments or other credits, statement of charges
    Disposition Instructions: Destroy in office records concerning settled accounts when released from all audits. Transfer copy of statement of each unsettled account to Registrar's Office after 1 semester. Destroy in office remaining records when account is settled or designated uncollectible and when released from all audits, whichever occurs later.
  • Item 97. TAX FORMS. Completed tax withholding forms for faculty, staff and student employees. Comply with GS 126-22, GS 126- 23 and GS 126-24 regarding confidentiality of records.
    Items:
    Disposition Instructions: Destroy in office after 7 closed fiscal years and when released from all audits.
  • Item 98. TELEPHONE BILLINGS. See Series Title
    Items:
    Disposition Instructions: Original: Destroy in office after 3 closed fiscal years and when released from all audits. Reference: Destroy in office after 1 year.
  • Item 99. TRAVEL REIMBURSEMENTS. Comply with applicable provisions of 5 USC 552a regarding confidentiality of records.
    Items: request for reimbursement, authorizations, documentation of payment
    Disposition Instructions: Original: Destroy in office after 5 closed fiscal years and when released from all audits. Reference: Destroy in office after 2 closed fiscal years.
  • Item 100. UTILITY BILLS AND LOGS (Other than Telephone Billings). See Series Title
    Items:
    Disposition Instructions: Destroy in office after 1 closed fiscal year and when released from all audits.
  • Item 101. VOUCHERS. Vouchers and documentation of disbursements.
    Items:
    Disposition Instructions: Original: Destroy in office after 3 closed fiscal years and when released from all audits. Reference: Destroy in office after 2 closed fiscal years.
  • Item 102. WH-1, WH-3 FORMS. Records concerning time schedule variance and overtime.
    Items:
    Disposition Instructions: Destroy in office after 3 closed fiscal years and when released from all audits.
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Development Records

  • Item 103. ANNUAL GIVING. Comply with applicable provisions of GS 105-259, 15 A148.1, 160A-208.1 regarding confidentiality of records.
    Items: correspondence, reports, financial records, brochures
    Disposition Instructions: Destroy in office financial records after 3 closed fiscal years and when released from all audits. Transfer remaining records to University Archives after 5 years.
  • Item 104. CAPITAL CAMPAIGN. Comply with applicable provisions of GS 105-259, 15A-148.1, 160A-208.1 regarding confidentiality of records.
    Items: correspondence, reports, financial records, brochures
    Disposition Instructions: Destroy in office financial records 3 closed fiscal years after campaign ends. Transfer remaining records to University Archives after campaign ends.
  • Item 105. CUSTODIAN INVESTMENT REPORTS. Reports on investment performance.
    Items: monthly reports, investment activities, working papers
    Disposition Instructions: Destroy in office when administrative value ends.
  • Item 106. DONORS AND PROSPECTS. Comply with applicable provisions of state and federal law regarding confidentiality of tax payer information.
    Items: correspondence, names, addresses, fund names, fund numbers, biographical data, financial data, scholarship / endowment
    Disposition Instructions: Destroy in office when administrative value ends.
  • Item 107. ENDOWMENT AGREEMENTS. Comply with applicable provisions of agreements regarding confidentiality concerning each gift.
    Items: correspondence, agreements, lists
    Disposition Instructions: Retain records regarding active endowments in office permanently. Transfer records regarding inactive endowments to University Archives.
  • Item 108. GIFTS-IN-KIND REPORTS. Comply with applicable provisions of legal agreement regarding confidentiality concerning each gift.
    Items: gifts, fund, date, amount
    Disposition Instructions: Destroy in office when administrative value ends.
  • Item 109. INDIVIDUAL FUND BALANCES. See Series Title
    Items: reports, statement of changes
    Disposition Instructions: Destroy in office when administrative value ends.
  • Item 110. INVESTMENT MANAGEMENT REPORTS. Monthly, quarterly, and annual reporting of Development money managers on funds invested and held on behalf of Development.
    Items:
    Disposition Instructions: Destroy in office 3 years after publication.
  • Item 111. LEGAL AND ADMINISTRATIVE. Establishment, administration and legal matters regarding Development funds.
    Items: budgets, deeds, certificates of deposit, contracts, by-laws, articles of incorporation
    Disposition Instructions: Transfer to University Archives when administrative value ends.
  • Item 112. LIFE INCOME AGREEMENTS. Life income of endowment donors. Comply with applicable provisions of GS 105-259, 160A-208.1 regarding confidentiality of records.
    Items: legal records, reconciliation reports, annuities, trusts
    Disposition Instructions: Retain records regarding active agreements in office permanently. Transfer records regarding inactive agreements to University Archives.
  • Item 113. MAJOR AND PLANNED GIFTS. Coordination of gifts and giving policies. Comply with applicable provisions of GS 105-259, 160A-208.1 regarding confidentiality of records.
    Items: correspondence, reports, financial records, acceptance policies, legal opinions
    Disposition Instructions: Transfer to University Archives when administrative value ends.
  • Item 114. PROPERTY / REAL ESTATE. Owned, sold, swapped, and transferred.
    Items: Leases, deeds, construction, insurance, tax evaluations, maps, surveys
    Disposition Instructions: Transfer to University Archives when property is disposed of.
  • Item 115. SCHOLARSHIP / AWARDS. Creation and distribution of scholarship and awards. Comply with applicable provisions of 20 USC 1232g, GS 105-259, 153A-148.1, 160A-208.1 regarding confidentiality of tax and other records.
    Items: correspondence, acknowledgement of gifts, conditions of scholarship, applications, recommendations, names of recipients, accounting records, photographs
    Disposition Instructions: Destroy in office financial records after 3 closed fiscal years. Transfer remaining records to University Archives when administrative value ends.
  • Item 116. TAX RETURN. See Series Title
    Items: signed tax returns
    Disposition Instructions: Retain signed tax returns in office permanently.
  • Item 117. TRUST, ENDOWMENTS AND ANNUNITIES FUND. Records concerning the administration of university trust, endowments and annuities.
    Items: correspondence, reports, accounting statements
    Disposition Instructions: Retain in office permanently.
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Information Technology Records

Computer and Information Security

  • Item 118. ACCESS, SECURITY POLICIES AND SECURITY DOCUMENTATION. Comply with applicable provisions of GS 132-6.1(c), Health Insurance Portability and Accountability Act (HIPAA), 42 USC 1320 et seq., regarding confidentiality of computer-related and privacy-related records.
    Items: security policies, standards, guidelines, procedures, security plans
    Disposition Instructions: Destroy in office 3 years after superseded or obsolete.
  • Item 119. COMPUTER SECURITY INCIDENT. Incidents involving unauthorized attempted entry, probes, and/or attacks on data processing systems, information technology systems, telecommunications networks, and electronic security systems, including associated software and hardware. Comply with applicable provisions of GS 132-6.1(c) and HIPAA regarding confidentiality of computer-related and privacy-related records.
    Items: reports, logs, extracts and compilations of data
    Disposition Instructions: Destroy in office 5 years after incident is resolved.
  • Item 120. COMPUTER SYSTEM REVIEW. Logs, computer reports and review reports regarding the maintenance and security of the computer system. Comply with applicable provisions of GS 132-6.1(c) and HIPAA regarding confidentiality of computer-related and privacy-related records.
    Items: firewall logs, system auditing logs, reports, reviews
    Disposition Instructions: Destroy in office computer reports and logs when review report is completed. Destroy in office review report and supporting data after 3 years.
  • Item 121. COMPUTER USAGE. Monitor computer system usage. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items: log-in files, system usage, charge backs, data entry logs, security logs
    Disposition Instructions: Destroy in office after completion of applicable review and verification procedures, if no litigation, claim, audit or other official action involving the records has been initiated. If official action has been initiated, destroy after completion of action and resolution of issues involved.
  • Item 122. DISASTER PREPAREDNESS AND RECOVERY PLANNING. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items:
    Disposition Instructions: Destroy in office when superseded or obsolete.
  • Item 123. INTERNET SERVICE LOGS (External). Monitor access and use of services provided via the Internet. Comply with applicable provisions of GS 132- 6.1(c) regarding confidentiality of computer-related records.
    Items: website logs, mail server logs, FTP logs, Telnet logs, antivirus/anti-spam mail service logs
    Disposition Instructions: Destroy in office after completion of applicable review and verification procedures, if no litigation, claim, audit or other official action involving the records has been initiated. If official action has been initiated, destroy after completion of action and resolution of issues involved.
  • Item 124. NETWORK USAGE (Internal). Monitor network usage.
    Items: log-in files, system usage files, reports, firewall logs
    Disposition Instructions: Destroy in office after completion of applicable review and verification procedures, if no litigation, claim, audit or other official action involving the records has been initiated. If official action has been initiated, destroy after completion of action and resolution of issues involved.
  • Item 125. SYSTEM BACKUP. Copies of master files or databases, application software, logs, directories needed to restore a system in case of a disaster or inadvertent destruction.
    Items:
    Disposition Instructions: Destroy in office in accordance with your office's established backup plan and procedures - See Security Backup Files as Public Records in North Carolina: Guidelines for the Recycling, Destruction, Erasure and Re-Use of Security Backup Files, at http://www.ah.dcr.state.nc.us/records/. Backups used to document transactions or retained for purposes other than system security should be scheduled separately by the responsible program unit. For fiscal systems, monthly system backups are often retained for the entire fiscal year to provide an audit trail and annual requirements in lieu of copies of the individual master files or databases. If these records are covered by specific Federal audit requirements requiring longer records retention, they should be scheduled separately by the appropriate program unit. It is
  • Item 126. SYSTEM USERS ACCESS RECORDS. Monitor individual access to a system and its data.
    Items: user account records
    Disposition Instructions: Destroy in office 1 year after user is withdrawn from system.

Computer Operations and Technical Support

  • Item 127. AUDIT TRAIL. Data generated during the creation of a master file or database used to validate the integrity of a master file or database during a processing cycle. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items:
    Disposition Instructions: Destroy in office when administrative value ends.
  • Item 128. AUTOMATED OFF-LINE STORAGE SYSTEM. List of backup tapes. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items:
    Disposition Instructions: Destroy in office after related records or media are destroyed or withdrawn from the media library.
  • Item 129. DESTRUCTION OF FILES REPORTS. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items:
    Disposition Instructions: Destroy in office when superseded or obsolete.
  • Item 130. OFF-LINE STORAGE CONTROL RECORDS. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items:
    Disposition Instructions: Destroy in office when superseded or obsolete.
  • Item 131. OPERATING SYSTEM AND HARDWARE CONVERSION PLANNING. Replacement of equipment or computer operating systems that support the creation of non-permanent records. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related
    Items:
    Disposition Instructions: Destroy in office 1 year after completion of conversion.
  • Item 132. SUMMARY USAGE REPORTS. Summary reports documenting computer usage for reporting or cost recovery purposes. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items:
    Disposition Instructions: Destroy in office after 3 years.

Data Administration

  • Item 133. DATA / DATABASE DICTIONARY. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items: data element definitions, data structures, file layout, reports
    Disposition Instructions: Destroy in office 3 years after discontinuance or modification of the related application and after application data has been destroyed or transferred to new structure or format.
  • Item 134. INDEXES / TRACKING SYSTEMS. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items: electronic indexes, lists, registers
    Disposition Instructions: Destroy in office when related paper or electronic records have been destroyed or transfer in accordance with the disposition of the related paper or electronic records as appropriate. Indexes and tracking systems of program units other than data processing units should be scheduled by the
  • Item 135. SYSTEM VALIDATION. Used to update and/or document a transaction in a database or master file. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items: log, update file
    Disposition Instructions: Destroy in office when administrative value ends.

IT General Systems and Applications Development

  • Item 136. APPLICATION DEVELOPMENT PROJECT. Development, redesign or modification of an automated system or application. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items: project management, status reports, drafts, specifications, correspondence
    Disposition Instructions: Transfer to University Archives 5 years after project is completed.
  • Item 137. APPLICATION SYSTEM OPERATIONS. User and operational documentation describing how an application system operates. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items: flowcharts, program descriptions, documentation, user's guides, specifications
    Disposition Instructions: Destroy in office 3 years after discontinuance of all systems, and after all data created by every system instance has been destroyed or migrated to new operating system.
  • Item 138. METADATA DOCUMENTATION. Metadata concerning the development and/or modification of and the access, retrieval, manipulation and interpretation of data in an automated system. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items: data dictionary, file layout, code book
    Disposition Instructions: Destroy in office 3 years after discontinuance of system or application, and after system's or application's instance data have been destroyed or migrated to a new structure or format.
  • Item 139. QUALITY ASSURANCE. Adherence of applications and systems development procedures and products to established policies, processes, architectures, deliverables, performance metrics, budgetary allocations and deadlines. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items: reviews, assessments
    Disposition Instructions: Destroy in office 3 years after source code is upgraded or becomes obsolete.
  • Item 140. SOURCE CODE. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items:
    Disposition Instructions: Destroy in office 3 years after upgraded or obsolete.
  • Item 141. TECHNICAL PROGRAM DOCUMENTATION. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items: program code, program flowcharts, program maintenance log, system change notices
    Disposition Instructions: Destroy in office 1 year after program is upgraded or obsolete.

Network / Data Communication Services

  • Item 142. NETWORK IMPLEMENTATION PROJECT. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items: reports, justifications, working diagrams, wiring schematics
    Disposition Instructions: Destroy in office when superseded or obsolete.
  • Item 143. NETWORK / CIRCUIT INSTALLATION AND SERVICE. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items: work orders, correspondence, work schedules, building / circuit diagrams
    Disposition Instructions: Destroy in office 2 years after completion of work.
  • Item 144. NETWORK CIRCUIT INVENTORIES. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items: circuit number, vendor, cost per month, type of connection, terminal series, software,
    Disposition Instructions: Destroy in office when superseded or obsolete.
  • Item 145. NETWORK / SITE EQUIPMENT SUPPORT. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items: site visit reports, trouble reports, service history, correspondence
    Disposition Instructions: Destroy in office service histories and other summary records when superseded or obsolete. Destroy in office remaining records when administrative value ends.

User / Office Automation Support

  • Item 146. HELP DESK LOGS AND REPORTS. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items:
    Disposition Instructions: Destroy in office after 2 years.
  • Item 147. SITE / EQUIPMENT AND SOFTWARE SUPPORT. Support service records. Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records.
    Items: site visit reports, program reports, equipment service reports, service history correspondence
    Disposition Instructions: Destroy in office service histories and other summary records when superseded or obsolete. Destroy in office remaining records after 3 years.
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Library Records

  • 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.
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Personnel Records

  • Item 174. ALCOHOL AND DRUG ABUSE PROGRAM. Records concerning alcohol and drug abuse rehabilitation program for university employees. Comply with applicable provisions of GS 126-22, GS 126-23 and GS 126-24 regarding confidentiality.
    Items:
    Disposition Instructions: Destroy in office after 3 years.
  • Item 175. AFFIRMATIVE ACTION AND EQUAL OPPORTUNITY (EEO). Agency participation in federal and state affirmative action / equal opportunity programs. Comply with applicable provisions of GS 126-22, GS 126-23 GS 126-24, GS 126-29 and GS 132-1.1 regarding
    Items: correspondence, regulations, guidelines, reports, directives, recruitment plans, equal opportunity statements, full-time and EHRA non-faculty actions, faculty employment reviews, procedures
    Disposition Instructions: Original: Transfer policies, guidelines, correspondence, affirmative action plans and compliance reviews to University Archives after 5 years. Destroy in office remaining records after 5 years.
  • Item 176. AGGREGATE SERVICE HISTORY. Complete history of employee's service. Comply with applicable provisions of GS 126-22, GS 126-23 and GS 126-24 regarding confidentiality.
    Items: forms, reports, correspondence
    Disposition Instructions: Transfer to appropriate individual personnel file when completed.
  • Item 177. APPLICATIONS FOR EMPLOYMENT ( See also: Search Committees). Comply with applicable provisions of GS 126-22, GS 126-23 and GS 126-24 regarding confidentiality.
    Items: applications, resumes, vitae, recommendations, correspondence, other related records
    Disposition Instructions: Original: Transfer applications and other records for individuals hired to appropriate personnel file when individual accepts position. Destroy in office applications and other records that are not solicited and for individuals not hired 3 years after date of receipt, if no charge of discrimination has been filed. If charge has been filed, destroy 1 year after resolution of charge. Reference: Destroy in office when employment decision is made.
  • Item 178. CONFLICT OF INTEREST. Possible conflicts of interest between university employees and outside agencies.
    Items: forms, correspondence
    Disposition Instructions: Original: No conflict - destroy after 3 years. Potential / actual conflict - destroy 6 years after resolution of conflict. Reference: Destroy in office after 3 years.
  • Item 179. DEATH CLAIMS. Death claims on all retired and active employees. Comply with applicable provisions of GS 126-22, GS 126- 23 and GS 126-24 regarding confidentiality.
    Items:
    Disposition Instructions: Destroy in office 5 years after claim is paid.
  • Item 180. DISABILITY SALARY CONTINUATION CLAIM. Claims completed by disabled employees to apply for salary continuation benefits. Comply with GS 126-22 regarding confidentiality.
    Items: applications for salary continuation, claim forms
    Disposition Instructions: Original: Transfer to agency handling disability claim. Reference: Transfer to appropriate individual personnel file.
  • Item 181. DISCIPLINARY ACTIONS. Disciplinary actions brought against university employees for violations of university rules and regulations. Comply with applicable provisions of GS 125-22, GS 126-22/20, GS 126-23, GS 126-24 and GS132-1.1 regarding confidentiality of records.
    Items: correspondence, forms
    Disposition Instructions: Original: Destroy in office 5 years after final resolution. Destruction after final resolution may occur earlier if permitted by state law. Reference: Destroy in office when reference value ends.
  • Item 182. DUAL EMPLOYMENT ( See also: Secondary Employment). Employees requesting and engaging in dual employment within state government or universities.
    Items: correspondence, forms
    Disposition Instructions: Destroy in office approved requests and related records 1 year after employee terminates outside employment. Destroy in office disapproved requests and related records after 6 months. Destroy in office remaining records when reference value ends.
  • Item 183. EDUCATIONAL LEAVE AND REIMBURSEMENT. Requests for educational leave and tuition reimbursement. Comply with 20 USCA 1232g.
    Items:
    Disposition Instructions: Destroy in office after 3 years.
  • Item 184. EMPLOYEE ASSISTANCE PROGRAMS. Programs related to assistance and counseling opportunities. Comply with applicable provisions of GS 126-22 / 29, GS 132-1.1 regarding confidentiality.
    Items: requests for information, referrals, correspondence, forms, releases
    Disposition Instructions: Destroy in office after 3 years.
  • Item 185. EMPLOYEE SURVEYS. Completed faculty or staff surveys.
    Items: summary reports, conclusions
    Disposition Instructions: Transfer results and conclusions to University Archives after 5 years. Destroy in office surveys and working papers when administrative value ends.
  • Item 186. FAMILY MEDICAL LEAVE ACT (FMLA). Leave issued under the Family Medical Leave Act (FMLA), 29 USC 2601 et seq. Comply with applicable provisions of GS 126-22, GS 126-23 and GS 126-24 and medical records GS130A-374 and FMLA regarding confidentiality.
    Items:
    Disposition Instructions: Original: Destroy in office 5 years after date of last activity. Reference: Destroy in office when reference value ends.
  • Item 187. GARNISHMENTS. Garnishments of employees' wages. Comply with applicable provisions of GS 126-22, GS 126-23 and GS 126- 24 regarding confidentiality.
    Items: statements, forms, correspondence
    Disposition Instructions: Original: Destroy in office 3 years after termination of deduction. Reference: Destroy in office when reference value ends.
  • Item 188. GRIEVANCES. Employee grievances. Comply with applicable provisions of GS 126-22/29 and GS132-1.1 regarding confidentiality.
    Items:
    Disposition Instructions: Original: Destroy in office 3 years after resolution of grievance. Reference: Destroy in office upon resolution of grievance.
  • Item 189. INSURANCE ENROLLMENT. Health, life and related insurance plans available to employees. Comply with applicable provisions of GS 126-22, GS 126-23 and GS 126-24 regarding confidentiality.
    Items: applications, medical histories, fee schedules
    Disposition Instructions: Destroy in office 2 years after account is closed.
  • Item 190. I-9 FORMS. Employment verification. 8CFR 274a.2(b)(2)(i)
    Items:
    Disposition Instructions: Destroy in office 3 years after date of hire or 3 years after termination of employment whichever is longer.
  • Item 191. LEAVE. Comply with applicable provisions of GS 126-22, GS 126-23 and GS 126-24 regarding confidentiality of records.
    Items: leave requests, monthly leave reports, yearly leave recapitulations, correspondence, military leave
    Disposition Instructions: Original: Destroy in office after 5 years. Reference: Destroy in office when reference value ends.
  • Item 192. MEDICAL RECORDS (Employee). Records concerning medical and health status of university employees, other than medical records referred to in GU208 (Employee Medical) relating to exposure of hazardous materials. Comply with applicable provisions of HIPAA, GS 126-22, GS 126-23, GS 126-24 and GS 130A-374 regarding confidentiality of
    Items: medical leave permit forms, workers compensation injury reports, treatment reports
    Disposition Instructions: Destroy in office 6 years after employee terminates service. For medical records that relate to exposure of hazardous materials refer to Item 209.
  • Item 193. PERFORMANCE EVALUATION AND MANAGEMENT. Records concerning employees' goals and primary tasks.
    Items: work plan, development plan, performance evaluations
    Disposition Instructions: Original: Destroy in office after 3 years. Reference: Destroy in office when superseded or obsolete.
  • Item 194. PERSONNEL FILE (ACTIVE) - EHRA. All employees exempt from the State Personnel Act. Comply with applicable provisions of GS 126-22, GS 126-23, GS 126-24, GS 126-29 and GS132-1.1 regarding confidentiality of records.
    Items: applications, correspondence, resumes, vitae, promotions, demotions, transfers, personnel action forms, salary, termination of employment, social security numbers verification, driver's license
    Disposition Instructions: Transfer to Personnel File (Inactive) - EHRA (GU195) after separation or termination of service.
  • Item 195. PERSONNEL FILE (INACTIVE) - EHRA. All employees exempt from the State Personnel Act. Comply with GS 126-22, GS 126-23, GS 126-24, GS 126-29 and GS132-1.1 regarding confidentiality of records.
    Items: applications, correspondence, resume, vitae, promotions, demotions, transfers, personnel action forms, salary, termination of employment, social security numbers verification, driver's license
    Disposition Instructions: Transfer to University Archives 30 years after separation or termination of services. [At ECU:  Transfer to the University Records Center 3 years after separation or termination of services for permanent security storage.]
  • Item 196. PERSONNEL FILE (EPA) ONE TIME PAYMENTS. Employees hired to fulfill temporary, short-term duties. "One-Time Payments (OTPs)" apply to honoraria paid to visiting lecturers and consultants as well as to university staff and students who undertake duties outside and not in conflict with their regular work. Comply with applicable provisions of GS 126-22, GS 126-23, GS 126- 24, GS 126-29 and GS 132-1.1 regarding confidentiality of records.
    Items: personnel action forms, correspondence
    Disposition Instructions: Destroy in office 1 year after payment date.
  • Item 197. PERSONNEL FILE (ACTIVE) - SHRA. All employees subject to the State Personnel Act. Comply with applicable provisions of GS 126-22, GS 126- 23 and GS 126-24 regarding confidentiality of records.
    Items: applications, correspondence, resumes, vitae, promotions, demotions, transfers, suspensions, disciplinary actions, personnel action forms, salary, termination of employment, social security verification, drivers license
    Disposition Instructions: Transfer to Personnel File (Inactive) - SHRA (GU198) after separation or termination of service.
  • Item 198. PERSONNEL FILE (INACTIVE) - SHRA. All employees subject to the State Personnel Act. Comply with applicable provisions of GS 126-22, GS 126- 23 and GS 126-24 regarding confidentiality of records.
    Items: applications, correspondence, resumes, vitae, promotions, demotions, transfers, suspensions, disciplinary actions, personnel action forms, salary, termination of employment, social security verification, drivers license
    Disposition Instructions: Destroy in office 30 years after separation or termination.
  • Item 199. POSITION CLASSIFICATIONS. Position classifications approved by the Office of State Personnel.
    Items: position classification forms, lists of titles and position numbers, correspondence
    Disposition Instructions: Destroy in office when administrative value ends.
  • Item 200. REAPPOINTMENT, PROMOTION AND TENURE. Comply with applicable provisions of GS 126-22, GS 126-23, GS 126-24, GS 126-29 and GS 132-1.1 regarding confidentiality of records.
    Items: correspondence, recommendations, reports, articles, curriculum, vitae, resume, list of publications, evaluations, research activities
    Disposition Instructions: Original: Transfer records concerning award of reappointment, promotion or tenure to individual's Personnel File (Active) - EHRA when granted. Destroy in office remaining records after 2 years. Reference: Destroy in office when reappointment, promotion or tenure decision is made.
  • Item 201. REDUCTION-IN-FORCE. Compilation of data regarding reduction-in-force situations. Comply with applicable provisions of GS 126-22, GS 126-23 and GS 126-24 regarding confidentiality of records.
    Items: reports, forms, correspondence, list of employees
    Disposition Instructions: Transfer forms and correspondence to official personnel file 1 year after employee terminates service. Destroy in office remaining records when administrative value ends.
  • Item 202. RETIREMENT BENEFITS. Retirement beneficiaries for death benefits, personal data of employees who plan to retire or have retired, descriptive information about retirement system and other related topics. Comply with applicable provisions of GS 126-22, GS 126-23 and GS 126-24 regarding confidentiality.
    Items:
    Disposition Instructions: Transfer forms concerning beneficiaries to the Department of State Treasurer, Retirement Systems Division or other retirement plan, when received. Destroy in office remaining records when reference value ends.
  • Item 203. SEARCH COMMITTEES. Comply with applicable provisions of GS 126-22, GS 126-23, GS 126-24, GS 126-29 and GS 132-1.1 regarding confidentiality of records.
    Items: correspondence, resumes, applications, forms, interview notes, policies, reports, charge, roster
    Disposition Instructions: Original: Transfer application materials of successful candidates immediately after official offer of employment is accepted to Personnel file. Destroy in office application materials of unsuccessful candidates 3 years after date position is filled if no charge of discrimination has been filed. If charge has been filed, destroy 1 year after resolution of charge. Reference: Destroy in office upon completion of committee's charge.
  • Item 204. SECONDARY EMPLOYMENT ( See also: Dual Employment). Employees' requests regarding engaging in secondary non-state employment.
    Items:
    Disposition Instructions: Destroy in office approved requests and related records 1 year after employee terminates outside employment. Destroy in office disapproved requests and related records after 6 months. Destroy in office remaining records when reference value ends.
  • Item 205. STUDENT ASSISTANTS / WORK-STUDY STUDENTS. Comply with applicable provisions of GS 126-22, GS 126-23, GS 126-24, GS 126-29 and GS 132-1.1 regarding confidentiality of records.
    Items: time sheets, correspondence, schedules, evaluations, job descriptions, payroll
    Disposition Instructions: Destroy in office 5 years after student terminates employment.
  • Item 206. TIME SHEETS. See Series Title
    Items:
    Disposition Instructions: Destroy in office after 5 years and when posted to applicable retirement plan.
  • Item 207. TRAINING PROGRAMS (See also: Conferences, Training Programs and Workshops - Attended in Administrative Section). Certification of completion of a training program.
    Items: Registration forms, certificates
    Disposition Instructions: Original: Transfer certification of completion to individual's personnel file. Destroy in office remaining records when administrative value ends. Reference: Destroy in office when administrative value ends.
  • Item 208. VOLUNTARY SHARED LEAVE. Participation in the voluntary shared leave program.
    Items: applications, forms, leave reports, correspondence, requests
    Disposition Instructions: Destroy in office after 5 years.
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Safety Records

  • 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.
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Student - Academic Records

  • Item 214. ACADEMIC ACTION AUTHORIZATION. Authorization to change student database.
    Items: forms, correspondence
    Disposition Instructions: Destroy in office 5 years after graduation or separation.
  • Item 215. ACADEMIC RECORDS REPORTS. Comply with 20 USCA 1232g.
    Items: athletic eligibility, enrollment, grade distribution, international students, incompletes, failures, degree statistics, race, ethnicity, schedule of classes, student ranking, retention
    Disposition Instructions: Original: Data retained in Registrar's Office permanently. Destroy in office reports when administrative value ends. Reference: Destroy in office when reference value ends.
  • Item 216. ACADEMIC STUDENT ADVISING. Comply with 20 USCA 1232g.
    Items: advisors' notes and reports, copies of transcripts, official graduation audits, comprehensive exam results, correspondence, recommendation letters
    Disposition Instructions: Destroy in office 5 years after graduation or separation.
  • Item 217. APPLICATIONS FOR GRADUATION. Completed student applications to graduate. Comply with 20 USCA 1232g.
    Items:
    Disposition Instructions: Destroy in office 1 year after graduation or separation.
  • Item 218. CERTIFICATIONS / LICENSES. Documents supporting application for professional certificates or licenses. Comply with 20 USCA 1232g.
    Items: applications, registration, evidence of completion of practicum, transcripts, narrative evaluation of practicum, completion of hours for certification, recommendations, evaluations
    Disposition Instructions: Original: Destroy in office 5 years after graduation or separation. Reference: Destroy in office when reference value ends.
  • Item 219. CLASS LISTS. Lists of students enrolled in courses taught. Comply with 20 USCA 1232g.
    Items: name, social security number or student ID number, term, enrollment status
    Disposition Instructions: Original: Permanent in Registrar's Office. Reference: Destroy in office at end of semester or when administrative value ends.
  • Item 220. COMMENCEMENT. See Series Title
    Items: programs, attendance forms, planning records, correspondence
    Disposition Instructions: Transfer to University Archives after 1 year.
  • Item 221. COMPREHENSIVE EXAMINATION RESULTS ( See also: Credit by Examination; Examinations, Tests, Term Papers and Homework Records). Comply with 20 USCA 1232g.
    Items:
    Disposition Instructions: Original: Permanent in Registrar's Office. Reference: Destroy in office 1 year after verification from Registrar's Office.
  • Item 222. COURSE CATALOG. Catalog describing courses offered by the university listing program and degree requirements.
    Items:
    Disposition Instructions: Original: Transfer 2 copies to University Archives when published. Retain 1 copy in Registrar's Office permanently. 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 125-11.8(b). Reference: Destroy in office when superseded or obsolete.
  • Item 223. COURSE EVALUATIONS BY STUDENTS Course evaluations completed by students.
    Items:
    Disposition Instructions: Destroy in office when administrative value ends
  • Item 224. CREDIT BY EXAMINATION ( See also: Comprehensive Examination Results; Examinations, Tests, Term Papers and Homework Records). Academic credits awarded to students by special examination. Comply with 20 USCA 1232g.
    Items: examination results, transcripts
    Disposition Instructions: Original: Retain in Registrar's Office permanently. Reference: Transfer to Registrar's Office to be incorporated into official academic file.
  • Item 225. DEGREE AUDIT AUTHORIZATION. Comply with 20 USCA 1232g.
    Items: list of courses taken, number of credits needed to graduate, clearance notes, advisor error documentation
    Disposition Instructions: Original: Destroy in office 5 years after graduation or separation. Reference: Destroy in office when superseded or obsolete.
  • Item 226. DEGREE LISTING. Listings of departmental students scheduled to receive degrees at end of semester. Comply with 20 USCA 1232g.
    Items:
    Disposition Instructions: Destroy in office when administrative value ends.
  • Item 227. DROP / ADD FORMS. Comply with 20 USCA 1232g.
    Items:
    Disposition Instructions: Original: Destroy in office 1 year after date submitted. Reference: Destroy in office when reference value ends.
  • Item 228. EXAMINATIONS, TESTS, TERM PAPERS AND HOMEWORK RECORDS ( See also: Comprehensive Examination Results; Credit by Examination). Completed student examinations, etc. not returned to student. Comply with 20 USCA 1232g and University Code of Conduct.
    Items: examinations, tests, term paper, homework
    Disposition Instructions: Destroy in office 1 year after completion of course for uncontested grade results. If challenged, destroy after resolution of challenge.
  • Item 229. EXTRA HOUR REGISTRATION. Requests by students to register for extra hours. Comply with 20 USCA 1232g.
    Items: requests, authorizations
    Disposition Instructions: Destroy in office 1 year after date submitted.
  • Item 230. FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT COMPLIANCE (FERPA). Comply with 20 USCA 1232g.
    Items: requests for formal hearings, requests for release of information, written decisions of hearing panel, waivers for rights of access, correspondence
    Disposition Instructions: Permanent.
  • Item 231. FEE ASSESSMENT FORMS. See Series Title
    Items:
    Disposition Instructions: Destroy in office 5 years after graduation or separation.
  • Item 232. GRADE CHANGE APPEAL AND AUTHORIZATION FORMS. Used by students and faculty to appeal and change course grades. Comply with 20 USCA 1232g.
    Items: forms, correspondence
    Disposition Instructions: Original: Retain in Registrar's Office permanently. Destroy in office remaining records after 5 years. Reference: Destroy in office upon verification from Registrar's Office.
  • Item 233. GRADE LISTINGS / GRADE SHEETS. Comply with 20 USCA 1232g.
    Items: name, course, grade
    Disposition Instructions: Retain in Registrar's Office permanently.
  • Item 234. GRADUATE STUDENT RECORDS (Departmental File). Comply with 20 USCA 1232g.
    Items: correspondence, enrollment forms, grades, practicum, internships
    Disposition Instructions: Destroy in office 5 years after graduation or separation.
  • Item 235. INTERNATIONAL STUDENT DOCUMENTS. Comply with 20 USCA 1232g, 8CFR 214.2(f)(6)(iii)(B) 8 CFR 214.3(g), 8CFR 214.3(k) 22 CFR 62.10(h)
    Items: 1-20 (copy of certificate of eligibility for F-1 visa status) copy of alien registration receipt card, copy of "arrival-departure" record (form I-94), copy of certificate of eligibility for J-1 visa status (DS-2019), statement of financial eligibility, correspondence
    Disposition Instructions: Enrolled, destroy in office or return 10 years after graduation or separation. Non-enrolled, destroy 1 year after application term. Note: records are to be maintained separately from admissions process.
  • Item 236. NAME CHANGES. See Series Title
    Items: correspondence, name change forms
    Disposition Instructions: Destroy in office 5 years after graduation or separation.
  • Item 237. PASS / FAIL FORMS. Comply with 20 USCA 1232g.
    Items:
    Disposition Instructions: Destroy in office 1 year after request submitted.
  • Item 238. PROGRAM PROGRESSION APPEALS. Comply with 20 USCA 1232g.
    Items: forms, correspondence
    Disposition Instructions: Transfer outcome of appeal to Registrar's Office. Destroy in office remaining records 5 years after resolution of appeal.
  • Item 239. REPEAT COURSE. Records concerning students' attempts to repeat courses in order to raise grades. Comply with 20 USCA 1232g.
    Items: requests, disapprovals
    Disposition Instructions: Destroy in office after 2 years.
  • Item 240. STUDENT INFORMATION SYSTEM (Database). Comply with 20 USCA 1232g.
    Items: admission applications, transcripts, correspondence, grades, raised grades, extra hour registration, repeat course, add/drop
    Disposition Instructions: Update data routinely and retain in Registrar's Office permanently.
  • Item 241. STUDENT TEACHING CERTIFICATION. Comply with 20 USCA 1232g.
    Items: correspondence, applications, transcripts, check sheets, grades, drop/add, class schedules
    Disposition Instructions: Original: Retain in Registrar's Office permanently. Reference: Destroy in office after 5 years after graduation or separation.
  • Item 242. THESES AND DISSERTATIONS. See Series Title
    Items:
    Disposition Instructions: Retain 1 copy at university permanently.
  • Item 243. TRANSCRIPTS. Comply with 20 USCA 1232g.
    Items:
    Disposition Instructions: Retain in Registrar's Office permanently.
  • Item 244. TRANSCRIPT REQUESTS (STUDENT). Comply with 20 USCA 1232g.
    Items:
    request, invoice Disposition Instructions: Destroy in office 1 year after date submitted.
  • Item 245. TRANSFER EQUIVALENTS. Records concerning grade transfer equivalents from other institutions. Comply with 20 USC 1232g.
    Items: correspondence, transcripts, list of credit hours earned
    Disposition Instructions: Retain in Registrar's Office permanently.
  • Item 246. UNDERGRADUATE STUDENT RECORDS (Departmental File). Comply with 20 USCA 1232g.
    Items: correspondence, grade listings, practicum, internships
    Disposition Instructions: Destroy in office 5 years after graduation or separation.
  • Item 247. WITHDRAWALS FROM UNIVERSITY. Comply with 20 USCA 1232g.
    Items: withdrawal forms
    Disposition Instructions: Destroy in office 5 years after graduation or separation.
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Student - Admissions Records

  • Item 248. ADVANCED PLACEMENT. Comply with 20 USCA 1232g.
    Items: placement tests, test results
    Disposition Instructions: Enrolled students, destroy 5 years after graduation or separation. Non-enrolled, destroy 1 year after application period.
  • Item 249. APPLICATIONS FOR ADMISSION (Graduate). Comply with 20 USCA 1232g.
    Items: applications, correspondence, recommendations, transcripts,
    Disposition Instructions: Enrolled student, destroy letters of recommendation 3 years after admission and transfer remaining records to Registrar's Office when accepted. Non-enrolled, destroy 3 years after application period.
  • Item 250. APPLICATIONS FOR ADMISSION (Undergraduate). Comply with 20 USCA 1232g.
    Items: applications, correspondence, recommendations transcripts,
    Disposition Instructions: Enrolled students, destroy letters of recommendation 3 years after admission and transfer remaining records to Registrar's Office when accepted. Non-enrolled, destroy 3 years after application period.
  • Item 251. ENTRANCE EXAMINATION REPORTS / TEST SCORES. Comply with 20 USCA 1232g.
    Items: ACT, CEEB, GRE, SAT, LSAT, MCAT
    Disposition Instructions: Enrolled students, destroy 5 years after graduation or separation. Non-enrolled, destroy 1 year after application period.
  • Item 252. RESIDENCY CLASSIFICATION FORMS. Comply with 20 USCA 1232g.
    Items: classification forms, change of residency status forms
    Disposition Instructions: Destroy in office 5 years after graduation or separation and when released from all audits.
  • Item 253. STUDENT WAIVERS FOR RIGHTS OF ACCESS TO LETTERS OF RECOMMENDATION. Comply with 20 USCA 1232g.
    Items:
    Disposition Instructions: Destroy in office when letters of recommendation are destroyed.
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Student - Athletics Records

  • Item 254. ACADEMIC COUNSELING. Personal and academic counseling of student athletes. Comply with 20 USCA 1232g.
    Items: transcripts, grades, class schedule, academic test reports, correspondence
    Disposition Instructions: Destroy in office 5 years after graduation or separation.
  • Item 255. ATHLETIC DRUG TESTING. Comply with 20 USCA 1232g and NCAA.
    Items: lab reports, interpretations, correspondence
    Disposition Instructions: Destroy in office negative results after 1 year. Destroy in office positive results after 6 years or end of eligibility to compete whichever is later.
  • Item 256. ATHLETIC ELIGIBILITY. Reference copies of eligibility declarations for each student athlete. Comply with 20 USCA 1232g and NCAA regulations.
    Items: student status, grades, hours enrolled
    Disposition Instructions: Destroy in office when reference value ends.
  • Item 257. ATHLETIC INJURY AND TREATMENT. Comply with applicable provisions of 20 USCA 1232g and HIPAA.
    Items: injury report, treatment log, medication log, medical history, NCAA Injury Surveillance System Individual Injury forms, NCAA Weekly Expose forms
    Disposition Instructions: Destroy in office records after 6 years and at end of student's eligibility as a student athlete, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues
  • Item 258. ATHLETIC PROGRAMS. Administration of university sports programs.
    Items: programs, descriptions, proposals, reports, correspondence
    Disposition Instructions: Transfer to University Archives after 5 years.
  • Item 259. ATHLETIC SCHOLARSHIPS. Comply with 20 USCA 1232g and NCAA.
    Items: applications, recommendations, authorization of awards, financial statements, correspondence
    Disposition Instructions: Destroy in office 5 years after graduation or separation.
  • Item 260. ATHLETIC TEAM TRAVEL ITINERARY. See Series Title
    Items:
    Disposition Instructions: Destroy in office when superseded or obsolete.
  • Item 261. COACHES' RECORDS. See Series Title
    Items: playbooks, scouting reports, recruitment information.
    Disposition Instructions: Transfer playbooks and scouting reports to University Archives when administrative value ends. Destroy in office remaining records when reference value ends.
  • Item 262. DRUG DISPENSING. Drugs dispensed to student athletes. Comply with applicable provisions of 20 USCA 1232g and NCAA
    Items:
    Disposition Instructions: Destroy in office 3 years after released from all audits.
  • Item 263. FILMS / VIDEOTAPES. Produced by and for the university including sporting events, interviews and other related activities. Comply with applicable provisions and restrictions of copyright and NCAA on distribution, use, disposition and/or
    Items: film, videotape, audiotape, dvd, cd-rom
    Disposition Instructions: Original: Transfer to University Archives after 10 years. Reference: Destroy in office when reference value ends.
  • Item 264. GAME CONTRACTS. Comply with NCAA.
    Items: agreements, contracts, correspondence
    Disposition Instructions: Destroy in office after 4 years and when released from all audits.
  • Item 265. PLAYER RECRUITMENT. Comply with NCAA.
    Items: scouting reports, list of prospects, recruitment proposals, correspondence, newsletters, literature, pamphlets, brochures and audiovisual recordings
    Disposition Instructions: Destroy in office when administrative value ends.
  • Item 266. RECEIPTS FROM INCOME. Income generated from athletic events.
    Items: accounts receivable, gate receipts, advertisement, sponsorships
    Disposition Instructions: Destroy in office after 5 closed fiscal years.
  • Item 267. SEASON TICKET RECORDS. See Series Title
    Items: name, seat location, sales
    Disposition Instructions: Destroy in office when superseded or obsolete.
  • Item 268. SPORTS INFORMATION. Includes program and student athletic information.
    Items: correspondence, schedules, promotional literature, programs, media guides, press releases, calendars of events, photographs, sports statistics
    Disposition Instructions: Transfer to University Archives upon publication or distribution.
  • Item 269. TICKET SALES. See Series Title
    Items: itemizations, check requests, order invoices, reports
    Disposition Instructions: Destroy in office after 5 closed fiscal years and when released from all audits.
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Student - Financial Aid Records

  • Item 270. FINANCIAL AID ADMINISTRATIVE. Administrative records concerning federal and state student financial aid. Comply with 20 USCA 1232g.
    Items: applications, participation agreements, recommendations, correspondence, tax returns, guidelines, award notifications, eligibility criteria
    Disposition Instructions: Destroy in office 3 years after graduation or separation.
  • Item 271. FINANCIAL AID FISCAL. Financial management records concerning federal and state financial aid. Comply with 20 USCA 1232g.
    Items: statements of accounts, work-study award, audit reports, check rosters, checks
    Disposition Instructions: Destroy in office 3 years after graduation or separation.
  • Item 272. FINANCIAL AID RECIPIENTS. Records of concerning award of federal and state student financial aid. Comply with 20 USCA 1232g.
    Items: eligibility criteria, GPA record, correspondence, financial history, disbursement reports
    Disposition Instructions: Destroy in office 3 years after graduation or separation.
  • Item 273. FINANCIAL AID REPORTS. Summary reports to Chancellor and administration on yearly awards.
    Items: year end and summary reports
    Disposition Instructions: Transfer to University Archives after 3 years.
  • Item 274. LOAN ADMINISTRATION. Records concerning the administration of loans. Comply with 20 USCA 1232g.
    Items: promissory notes, enrollment verification, correspondence, accounting statements, cancellation requests, disbursement rosters, repayment records
    Disposition Instructions: Destroy in office 3 years from date loan assigned, cancelled or repaid.
  • Item 275. SCHOLARSHIP ADMINISTRATION. Records concerning the administration of student scholarships. Comply with 20 USCA 1232g.
    Items: correspondence, guidelines, reports, funding sources, trust fund withdrawals, description of scholarships, names of students, accounting records
    Disposition Instructions: Original: Destroy in office 3 years after graduation or separation. Reference: Destroy in office when administrative value ends.
  • Item 276. SCHOLARSHIP APPLICATIONS (Awarded). Applications for scholarships awarded by university. Comply with 20 USCA 1232g.
    Items: applications, correspondence, recommendations, approvals, disbursements, accounting records
    Disposition Instructions: Destroy in office 3 closed fiscal years after graduation or separation and when released from all audits.
  • Item 277. SCHOLARSHIP APPLICATIONS (Awarded, Not Accepted or Rejected). Applications for scholarships awarded by university, rejected by student. Comply with 20 USCA 1232g.
    Items: applications, approvals, correspondence, recommendations
    Disposition Instructions: Destroy in office 5 years after application.
  • Item 278. SCHOLARSHIP / LOAN REFERENCE. Records describing scholarships and loans.
    Items: brochures, flyers, requirements, guidelines
    Disposition Instructions: Transfer to University Archives when superseded or obsolete.
  • Item 279. VETERANS' BENEFITS. Records concerning veterans' benefits awarded. Comply with 20 USCA 1232g.
    Items: accounting statements, applications, correspondence, enrollment verifications, award notifications
    Disposition Instructions: Destroy in office 3 years after graduation or separation.
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Student Health Services / Counseling Services Records

  • Item 280. CONTROLLED DRUG ADMINISTRATIVE. Accounting for receipt and control of controlled drugs by Health Center personnel.
    Items:
    Disposition Instructions: Destroy in office 3 years after released from all audits.
  • Item 281. CONTROLLED DRUG AUDIT FORMS. See Series Title
    Items: inventory
    Disposition Instructions: Destroy in office 3 years after released from all audits.
  • Item 282. CONTROLLED DRUG DISPENSING RECORDS. Daily dispensing of controlled drugs. Comply with 20 USCA 1232g.
    Items:
    Disposition Instructions: Destroy in office 3 years after released from all audits.
  • Item 283. IMMUNIZATION INCOMPLETE LOG. Incomplete immunization logs from Student Health Services. Comply with 20 USCA 1232g and HIPAA.
    Items: student name, date of incomplete, date cleared
    Disposition Instructions: Destroy in office when superseded or obsolete.
  • Item 284. INSURANCE CLAIMS, BENEFITS AND PAYMENT LOG. Third party claims, explanation of benefits and checks received. Comply with 5 USCA 552a, 20 USCA 1232g and HIPAA.
    Items: name, social security number, insurance company, claim, date processed, date paid
    Disposition Instructions: Destroy in office after 7 years.
  • Item 285. LABORATORY RESULTS LOGS. Comply with 20 USCA 1232g and HIPAA.
    Items: name, type of test, result
    Disposition Instructions: Destroy in office 11 years after graduation or separation.
  • Item 286. MEDICAL HISTORIES AND IMMUNIZATION REPORTS. Comply with 20 USCA 1232g and HIPAA.
    Items:
    Disposition Instructions: Transfer to Student Medical Records (Active) (GU290) for enrolled students into student's medical file. For non-enrolled applicants, destroy after 1 year.
  • Item 287. PATIENT APPOINTMENT BOOK. Comply with 20 USCA 1232g and HIPAA.
    Items:
    Disposition Instructions: Destroy in office after 1 year.
  • Item 288. PERFORMANCE IMPROVEMENT SURVEYS AND REVIEWS. Self-studies conducted by Student Health Services.
    Items: correspondence, questionnaires, reports
    Disposition Instructions: Destroy in office when superseded or obsolete.
  • Item 289. RADIOLOGY JACKETS. Comply with 20 USCA 1232g and HIPAA.
    Items: x-rays
    Disposition Instructions: Retain chest x-rays in office permanently. Recycle remaining records for silver reclamation after 11 years.
  • Item 290. STUDENT IMMUNIZATIONS. Immunizations received on campus. Comply with 5 USCA 552a, 20 USCA 1232 and HIPAA.
    Items: name, social security number, immunizations
    Disposition Instructions: Permanent.
  • Item 291. STUDENT MEDICAL RECORDS (Active) ( See also: Student Mental Health Records). Comply with 20 USCA 1232g and HIPAA.
    Items: medical charts, name, medical history, accident reports
    Disposition Instructions: Transfer to Student Medical Records (Inactive) (GU292) after graduation or separation.
  • Item 292. STUDENT MEDICAL RECORDS (Inactive) ( See also: Student Mental Health Records). Comply with 20 USCA 1232g and HIPAA.
    Items: medical charts, name, medical history, accident reports
    Disposition Instructions: Destroy in office (inactive) 11 years after last professional contact with patient.
  • Item 293. STUDENT MENTAL HEALTH RECORDS (Active) ( See also: Student Medical Records). May include substance abuse counseling, psychiatric and/or psychological information. Comply with 20 USCA 1232g and HIPAA.
    Items: notes of practitioner, diagnosis and treatment, referral letters, release of information agreement
    Disposition Instructions: Transfer to Student Mental Health Records (Inactive) (GU294) after graduation or separation. Destroy in office (inactive) 11 years after last professional contact with patient.
  • Item 294. STUDENT MENTAL HEALTH RECORDS (Inactive) ( See Also: Student Medical Records). May include substance abuse counseling, psychiatric and/or psychological information. Comply with 20 USCA 1232g and HIPAA.
    Items: notes of practitioner, diagnosis and treatment, referral letters, release of information agreement
    Disposition Instructions: Destroy in office (inactive) 11 years after last professional contact with patient.
  • Item 295. SUBSTANCE ABUSE PROGRAM ADMINISTRATION. Comply with 20 USCA 1232g.
    Items: attendance rosters, compliance status, reports
    Disposition Instructions: Transfer statistical reports to University Archives when administrative value ends. Destroy in office remaining records after 4 years.
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Student Housing Records

  • Item 296. HOUSING APPEALS. Records concerning decisions on refunds and/or dismissal of housing deposits and other charges. Comply with 20 USCA 1232g.
    Items: correspondence, policies, decisions
    Disposition Instructions: Destroy in office 1 year after settlement of appeals.
  • Item 297. HOUSING SECURITY REPORTS. See Series Title
    Items: security reports, condition reports, with resulting list of repairs to be made
    Disposition Instructions: Destroy in office after 3 years.
  • Item 298. STUDENT GUEST SIGN-IN LOGS. Sign-in sheets for guests of residential students.
    Items:
    Disposition Instructions: Destroy in office after 2 years.
  • Item 299. STUDENT HOUSING APPLIANCE RENTAL CONTRACTS. Comply with 20 USCA 1232g.
    Items: rental contracts
    Disposition Instructions: Destroy in office 3 years after termination of agreement.
  • Item 300. STUDENT HOUSING APPLICATIONS. Comply with 20 USCA 1232g.
    Items: applications, correspondence
    Disposition Instructions: Destroy in office after 1 year.
  • Item 301. STUDENT HOUSING CONTRACTS. Comply with 20 USCA 1232g.
    Items: contracts, correspondence, cancellations
    Disposition Instructions: Destroy in office 3 years after termination of agreement.
  • Item 302. STUDENT HOUSING DAMAGES. Concerning damages to student residence halls and assessment of costs. Comply with 20 USCA 1232g.
    Items: damage assessment forms, reports
    Disposition Instructions: Transfer records concerning individual damage assessments to Registrar's Office and Business Affairs. Destroy in office remaining records after 3 years.
  • Item 303. STUDENT HOUSING DISCIPLINARY ACTIONS. Disciplinary actions brought against students for alleged violations of university rules and regulations found in student housing contracts. Comply with 20 USCA 1232g.
    Items: correspondence, disciplinary action report form, reports
    Disposition Instructions: Destroy in office 5 years after resolution.
  • Item 304. STUDENT KEY RECEIPT. See Series Title
    Items: signature cards of students and conference attendees for room keys
    Disposition Instructions: Destroy in office after 1 year.
  • Item 305. SUMMER SCHOOL HOUSING. Records concerning housing available during summer session.
    Items: applications, correspondence, contracts, cancellations, damages list
    Disposition Instructions: Destroy in office after 3 years.
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Student Life Records

  • Item 306. CAREER PLANNING / PLACEMENT RECORDS. See Series Title
    Items: resumes, job interview forms, student profile data sheets
    Disposition Instructions: Destroy in office when administrative value ends.
  • Item 307. COMMUTER STUDENT INFORMATION. Information designed for commuting students.
    Items: correspondence, articles, brochures, newsletter, surveys
    Disposition Instructions: Transfer to University Archives after 5 years.
  • Item 308. DISCIPLINARY RECORDS (Academic) (See also: Honor Code Violations; Disciplinary Records (Non-Academic)). Brought against students for academic infractions. Comply with 20 USCA 1232g, Student Conduct Code and appeals process.
    Items: correspondence, charges, evidence, summary, transcripts, audiotapes
    Disposition Instructions: Expulsion cases: Retain in office permanently. Non-expulsion cases: Destroy in office 8 years after date of settlement or hearing.
  • Item 309. DISCIPLINARY RECORDS (Non-Academic). Brought against students for violations of university rules and regulations. Comply with 20 USCA 1232g, Student Conduct Code and appeals process.
    Items: correspondence, charges, evidence, summary, transcripts, audiotapes, police reports
    Disposition Instructions: Expulsion cases: Retain in office permanently. Non-expulsion cases: Destroy in office 8 years after date of settlement or hearing.
  • Item 310. EXCUSED ABSENCES. See Series Title
    Items:
    Disposition Instructions: Destroy in office at end of each semester.
  • Item 311. FRATERNITIES AND SORORITIES. Comply with 20 USCA 1232g.
    Items: correspondence, charters, discipline, GPA, membership, reports, photographs, scrapbooks
    Disposition Instructions: Transfer to University Archives after 5 years.
  • Item 312. HONOR BOARD. Records concerning membership functions of the Honor Board. Comply with 20 USCA 1232g.
    Items: applications, selection criteria, position descriptions, training information
    Disposition Instructions: Transfer selection criteria, position descriptions, training information, policies and procedures to University Archives when superseded or obsolete. Destroy in office applications and membership lists when administrative value ends.
  • Item 313. HONOR CODE VIOLATIONS. Violations of university honor code. Comply with 20 USCA 1232g and appeals process.
    Items: investigations, case files, trial transcripts
    Disposition Instructions: A. Destroy in office records involving cases tried and resulting in acquittal after verdict. B. Transfer pertinent information involving cases tried and resulting in conviction to Registrar's Office and Dean's Office after verdict. Destroy in office remaining records involving case after 10 years. C. Destroy in office records not concerning cases after 7 years.
  • Item 314. INTRAMURAL SPORTS. See Series Title
    Items:
    Disposition Instructions: Destroy in office after 3 years.
  • Item 315. NON-TRADITIONAL STUDENTS INFORMATION. See Series Title
    Items: correspondence, handbooks, surveys and studies
    Disposition Instructions: Transfer to University Archives after 5 years.
  • Item 316. SERVICES TO STUDENTS WITH DISABILITIES. Comply with 20 USCA 1232g and HIPAA.
    Items: health professional evaluation reports, autobiographical essays, copies of admission applications, high school transcripts, physicians' statement, counseling interview notes
    Disposition Instructions: Destroy in office 4 years after graduation or separation.
  • Item 317. STUDENT ACCIDENT REPORTS. Comply with 20 USCA 1232g.
    Items: affidavits, photographs
    Disposition Instructions: Destroy in office after 7 years.
  • Item 318. STUDENT ASSOCIATIONS AND ORGANIZATIONS. Associations and organizations officially recognized by the university.
    Items: constitutions, by-laws, newsletters, minutes, brochures, announcements, photographs, reports, scrapbooks
    Disposition Instructions: Transfer to University Archives after 1 year.
  • Item 319. STUDENT AWARDS AND HONORS. Comply with 20 USCA 1232g.
    Items: recommendations, approvals, reference information
    Disposition Instructions: Transfer information concerning recipients of awards and honors to the Registrar's Office at end of each grading period to be incorporated into official academic file. Transfer remaining records to University Archives after 5 years.
  • Item 320. STUDENT COUNSELING. Records concerning Center for Counseling and Student Development clients. Comply with 20 USCA 1232g and APA.
    Items: case notes, test results, treatment plans, referrals, correspondence, evaluations, case summaries
    Disposition Instructions: Destroy in office 7 years after client's last visit. Destroy in office case summaries after 10 years.
  • Item 321. STUDENT GOVERNMENT ASSOCIATION. See Series Title
    Items: constitution, by-laws, committee files, correspondence, fiscal records, meeting minutes, annual reports
    Disposition Instructions: Transfer to University Archives after 1 year.
  • Item 322. STUDENT LEGAL SERVICES CASES. Comply with 20 USCA 1232g.
    Items: reports, transcripts, opinions
    Disposition Instructions: Destroy in office 5 years after completion of action and resolution of all issues.
  • Item 323. STUDENT LEGAL SERVICES. Records concerning the administration of student legal services.
    Items: reports, correspondence, financial data, budgets
    Disposition Instructions: Transfer to University Archives after 5 years.
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University Police / Public Safety

Comply with all provisions of the Clery Act regarding reporting of criminal acts for seven (7) years.

  • Item 324. ALARM MONITORING REPORTS. See Series Title
    Items: fire and security alarm reports
    Disposition Instructions: Destroy in office after 2 years.
  • Item 325. BANS / TRESPASS WARNINGS. See Series Title
    Items: name, social security number, date of birth, type of offense
    Disposition Instructions: Destroy in office 2 years after ban removed.
  • Item 326. BUILDING AND GROUNDS SECURITY CHECKS. See Series Title
    Items: logs and reports
    Disposition Instructions: Destroy in office after 3 years.
  • Item 327. CASE RECORDS. Felony / misdemeanor investigations. Comply with 20 USCA 1232g, confidentiality of records GS 20-166(l), GS 97-02(b) and GS 132-1.1.
    Items: arrests, investigations, statements, incident reports, photographs, evidence sheets, dispatch, name, warrant, recording
    Disposition Instructions: Destroy in office closed felony case records after 20 years. Destroy in office closed misdemeanor case records after 5 years.
  • Item 328. COMMUNICATIONS / DISPATCH. Radio, telephone and 911 emergency recordings of incoming and/or outgoing communications and/or related database.
    Items:
    Disposition Instructions: Transfer felony/misdemeanor dispatches to appropriate Case Records File when created. Destroy in office remaining records when administrative value ends.
  • Item 329. CONFISCATED PROPERTY. Confiscation, control and return or disposal of weapons confiscated during searches or arrests.
    Items: name, property, reports
    Disposition Instructions: Destroy in office after 5 years.
  • Item 330. CONTROLLED SUBSTANCE SEIZURE. Confiscation / receipt, control and return or disposal of controlled substances.
    Items: name, substance
    Disposition Instructions: Destroy in office 3 years after disposal of items.
  • Item 331. DUTY ASSIGNMENT. See Series Title
    Items: name, dates
    Disposition Instructions: Destroy in office after 5 years.
  • Item 332. EVIDENCE TRACKING. Used to receipt for, control, track, account for, dispose of or return evidence.
    Items: Used to receipt for, control, track, account for, dispose of or return evidence.
    Disposition Instructions: Destroy in office 3 years after final disposition of evidence.
  • Item 333. LIABILITY WAIVER. Waiver used when unlocking vehicles.
    Items:
    Disposition Instructions: Destroy in office after 3 years.
  • Item 334. LOST AND FOUND LOG. See Series Title
    Items:
    Disposition Instructions: Destroy in office after 3 years.
  • Item 335. PARKING TICKETS. See Series Title
    Items:
    Disposition Instructions: Destroy in office after 3 closed fiscal years and when released from all audits.
  • Item 336. POLICE INCIDENT REPORT. Comply with GS 20-166(i), GS 97-92(b) and GS 132-1.1.
    Items: incident type, case number, NCIC (National Crime Information Center) entries, property estimates, names, affidavits, descriptions, photographs
    Disposition Instructions: Transfer felony and misdemeanor reports to appropriate Case Records File when created or opened. Destroy in office remaining records after 5 years
  • Item 337. SECURITY / SURVEILLANCE / MOBILE VIDEO RECORDINGS. Security camera recording file showing activities on campus.
    Items:
    Disposition Instructions: Transfer as needed to Evidence File. If not required to support investigations or litigations reuse or destroy in 30 days.
  • Item 338. TOWED VEHICLE REPORTS. See Series Title
    Items:
    Disposition Instructions: Destroy in office after 3 years.
  • Item 339. TRAFFIC ACCIDENT REPORTS. See Series Title
    Items: location, accident sequence and diagram, vehicle inquiries, investigating officers' description, apparent violations
    Disposition Instructions: Transfer to NC Division of Motor Vehicles within 10 days. Destroy in office duplicate/reference copy when reference value ends. If accident does not meet the requirements for reporting to Division of Motor Vehicles, destroy after 3 years.
  • Item 340. TRAFFIC CITATIONS. See Series Title
    Items:
    Disposition Instructions: Original: Transfer to Clerk of the Court. Reference: Destroy in office after 3 years.
  • Item 341. TRAFFIC STOP REPORTS. See Series Title
    Items: name, race, sex, violation, actions of police and offender
    Disposition Instructions: Destroy in office after 3 years.
  • Item 342. VEHICLE REGISTRATION. See Series Title
    Items: bicycle registration, vehicle registration, name
    Disposition Instructions: Destroy in office when administrative value ends.
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