UNC General Records Schedule Working Group

Report submitted to UNC Records Managers, September 14, 2004

The Goals

Update the 1991 University Records Retention & Disposition Schedule

Develop a best practices minimum retention for records that are found on most campuses arranged by function.

Resulting schedule should be user-friendly and easy to revise.

The Working Group

Janis Holder, UNC-CHFrank Holt, UNC-CHHal Keiner, ASUSuellyn Lathrop, ECUMadeleine Perez, UNCCBarbara Tookey, UNCG

The Beginning

December 2003 – emails, telephone calls

January 2004 – more emails and telephone calls

February 23 – organizational meetingMarch – gather dataApril 15 – first meeting

The Coordinator

Barbara Tookey1991 ScheduleNC State Agency ScheduleUNC System SchedulesAACRAO guidelinesOther State Schedules

Texas Florida KentuckyOregon WashingtonMissouri South Carolina

Phase I

Divided the records into sections: Administrative records Student Records Personnel Records Financial Records Programmatic records

Student Health Athletics Library Facilities Services Police/Security Foundations/Endowment Information Technology

The Format – columnar

Series Title – do away with “file” Description – phrase (s) that describe the

intent or use of series when needed Items – list of possible items found in series

when needed Disposition – original and reference copies,

minimums, assumed destruction in office, abbreviated litigation statement

Compliance – legal citations when known

The Process

Section reviewed by each team memberSection returned to Barbara prior to

meeting for compilationMeeting to discuss items in the sectionItems revised or deleted during meetingFinal draft of a section sent to Ron

Leach, Ed Southern and Betsy Bunting

The Introductory Material

Definitions of original records and reference copies

Information regarding transitory recordsRight of archivists to appraise and

possibly destroy records with “transfer to University Archives” disposition

Electronic records

Phase II

Schedule drafts to be reviewed by Ron Leach, Ed Southern and Betsy Bunting

Introductory material addedSchedule draft sent to UNC Records

Managers for review – with a deadlineComments reviewed and integrated into

scheduleFinal schedule sent up for signatures

Phase III

Schedule made available via internet to all UNC schools.

Process for revisions

The Schedule to Date

Administrative Records 62 series, 6 questions

Student RecordsAcademic, 31 series, 3 questionsAdmissions, 11 series, 1 questionStudent Life, 17 series, 5 questionsFinancial Aid, 11 seriesHousing, 10 series, 1 questionStudent Health, 15 series, 1 question

The Schedule, cont’d.

Athletics17 series

Personnel36 series, 6 questions

Financial61 series, 3 questions

Facilities Services8 series, 1 question

The Schedule, cont’d.

Library27 series

Information TechnologyPlanning to adapt NC Information

Technology scheduleEndowment/Development

Researching and compiling data nowPolice/Security

Researching and compiling data now

The Documentation

Meeting minutes available at:

www.lib.ecu.edu/SpclColl/RM/UNCRM/uncrm.html

Questions? Comments?

GoalsSectionsFormatProcessIntroductory materialFinal productRevisionsOther issues