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-CH Frank Holt, UNC-CH Hal Keiner, ASU Suellyn Lathrop, ECU Madeleine Perez, UNCC Barbara Tookey, UNCG

The Beginning December 2003 – s, telephone calls January 2004 – more s and telephone calls February 23 – organizational meeting March – gather data April 15 – first meeting

The Coordinator Barbara Tookey 1991 Schedule NC State Agency Schedule UNC System Schedules AACRAO guidelines Other State Schedules TexasFloridaKentucky OregonWashington MissouriSouth Carolina

Phase I Divided the records into sections: Administrative records Student Records Personnel Records Financial Records Programmatic records Student HealthAthletics LibraryFacilities Services Police/SecurityFoundations/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 member Section returned to Barbara prior to meeting for compilation Meeting to discuss items in the section Items revised or deleted during meeting Final 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 records Right 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 added Schedule draft sent to UNC Records Managers for review – with a deadline Comments reviewed and integrated into schedule Final 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 Records Academic, 31 series, 3 questions Admissions, 11 series, 1 question Student Life, 17 series, 5 questions Financial Aid, 11 series Housing, 10 series, 1 question Student Health, 15 series, 1 question

The Schedule, cont’d. Athletics 17 series Personnel 36 series, 6 questions Financial 61 series, 3 questions Facilities Services 8 series, 1 question

The Schedule, cont’d. Library 27 series Information Technology Planning to adapt NC Information Technology schedule Endowment/Development Researching and compiling data now Police/Security Researching and compiling data now

The Documentation Meeting minutes available at:

Questions? Comments? Goals Sections Format Process Introductory material Final product Revisions Other issues