Amendments to the Retention and Disposition Schedule for UNC System Institutions

After consultation with university records officers and other subject matter experts, we made a few amendments to the 2018 records retention and disposition schedule for UNC system institutions.  The amendments have been incorporated into the PDF version of the schedule, which can be found on our website at https://archives.ncdcr.gov/documents/university-north-carolina-general-records-retention-and-disposition-schedule.  The items were renumbered as necessary to reflect the following additions and deletions.

  • Added Consulting Records (1.13)
  • Added to Governing and Advisory Board Records (1.21) a disposition for recordings of meetings (they may be destroyed after approval of the minutes)
  • Changed part b disposition for Animal Care Records (6.1) because these records were reappraised as nonarchival (they may be destroyed after 3 years)
  • Changed retention of Animal Research Records (6.2) to reflect federal requirements (they may be destroyed after 3 years)
  • Amended disposition for System Access Records (7.14) to change the trigger to when the record is superseded or obsolete
  • Amended description for Copyright, Patent, and Trademark Records (8.2) to include documentation of copyright infringements alleged by outside entities against individuals using campus equipment
  • Amended disposition for Insurance Records (8.4) to reflect what is required of other state agencies (specifically, automobile or other liability policies should be retained for 10 years after the termination of the policy because claims can be made on these policies even after their termination)
  • Amended the disposition for Apprentice, Intern, and Volunteer Records (10.5) to reflect the federal 5-year retention for apprentice records
  • Deleted Hiring Packages (10.28) because it overlapped with Applications for Employment (10.4) and Search Committee Records (10.42)
  • Deleted resumes and applications from description of Search Committee Records (10.42) because they’re separately addressed by Applications for Employment (10.4); specified disposition for committee records that don’t become part of personnel file (they may be destroyed 3 years after the position is filled)
  • Changed retention for a number of Public Safety Records to reflect requirements of Clery Act auditors (11.2, 11.6, 11.8, 11.12)
  • Changed the disposition of expulsion cases (in both academic and non-academic Disciplinary Records, 12.13 and 17.2) to 75 years

The university records officer or archivist should sign the acknowledgment found on the signature page of the schedule (page ii) and submit it to me via e-mail or USPS (4615 Mail Service Center, Raleigh NC  27699-4615).

For a brochure listing the archival records found on this schedule, click here.  You can also find on our website (https://archives.ncdcr.gov/documents/higher-ed-rm) some records management forms tailored for institutions of higher education.  If there are legacy records that are not addressed by the current retention and disposition schedule, an institution may submit the request for disposal of unscheduled records.  If there are records actively being received and/or created by an institution that are not on the schedule, an institution should submit a request to change the system retention and disposition schedule.  Once an institution (or an entity within said institution) has an electronic records policy approved by the Government Records Section, they can use the Authorization to Destroy Paper Records to document records that are scanned and retained electronically.

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