University Records Management Program
Location: 4th Floor Joyner
Operating Hours: Monday - Friday, 8 - 5
Phone Number: 252-328-2238
The Records Management function of the University Archives includes a system of
The University Records Center houses records that need to be retained for a specified period of time but only rarely need to be consulted. Storing records in this manner reduces the need for expensive office space while retaining access and proper security for office files. Records are maintained for a period of years in accordance with unit retention schedules. Records of value are then transferred to the University Archives for permanent preservation.
There is no cost to the unit for this service. The records remain the property of the unit until transfer to the archives or destruction of the records takes place.
The archivist is also available to consult on records management issues such as filing systems, computerization, and microfilming.
A Records Retention & Disposition Schedule lists all records series created by a unit, indicates how long files are to be retained, if and when they are to be transferred to the University Records Center, or destroyed in the office. Commonly called records schedules, they provide administrative and support staff with the necessary information needed to administer unit records in an efficient and cost-effective manner. The records schedule must meet state and federal statutes related to individual records series.
The most common types of dispositions listed on a records schedule are:
Most disposition/retention instructions take effect at the end of the fiscal year, but some records are still kept on a calendar year. The records schedule should be consulted twice a year, in December and July.
At those times records may be destroyed within your unit or transferred to the University Records Center.
East Carolina University was chartered in 1907 and opened its doors in 1909, but it wasn't until 1980 that the first steps were taken to develop a records management program for the University's records. At that point the North Carolina Division of Archives and History began conducting inventory surveys of each department's records in order to write retention and disposition schedules. In April of 1982, an interim archivist was appointed and the massive undertaking of gaining administrative control over seventy-five years of records was begun.
The first major task to be completed was to tackle the main storage area of University records housed in the basement of Fleming Dormitory. This involved utilizing the labor of the students taking the Archives Administration course in the History Department at ECU to help sort out which material needed to be moved to the Records Center for permanent archiving or review and which material could be destroyed. Other University records were discovered in places such as campus building attics and closets. A fair amount of early records had been preserved by people with vision.
In February of 1983 the first permanent archivist was hired and the Records Management Program began moving forward more swiftly.