Records on Campus: “It’s the law” - records management at a public university Charlotte-Piedmont ARMA Chapter February 17, 2011 Madeleine Bagwell Perez.

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Presentation transcript:

Records on Campus: “It’s the law” - records management at a public university Charlotte-Piedmont ARMA Chapter February 17, 2011 Madeleine Bagwell Perez University Archivist / Records Officer Special Collections, Atkins Library

The University of North Carolina 16 campuses plus NC School of Science & Math

The Government Records Branch part of the Archives and Records Section, North Carolina Division of Historical Resources The University of North Carolina and its campuses are considered state agencies Disposition of records governed by law: NC GS 121 & 132

Records Management Program at UNC Charlotte First campus schedule written in 1970 Superseded in 1991 by a University Records Retention and Disposition Schedule issued by the Government Records Branch Until 2007 focus was on individual office schedules

Records Management at UNC Charlotte Currently use UNC (System) General Records Retention and Disposition Schedule (approved 2007) as default (hosted by Office of Legal Affairs on its website) Call Madeleine – x73595 ( or by )

Program-specific schedules Need a schedule for specific office records, not covered by the General Schedule, we can write one for you Submit to Government Records Branch, for approval Once approved, implement schedule in office

Services we offer: Interpretation of schedules with input from Legal Affairs, Internal Audit, and Human Resources Transfer of historical material to University Archives Limited record center storage facilities for permanent non-historical records Reference/retrieval of records for campus offices

University Archives: Established 1970 Records of UNC Charlotte predecessor institutions: Charlotte Center & Charlotte College Collector of non-current, permanently valuable, university records: including all major campus divisions and offices, faculty governance, student life

Where? Researchers/Patrons? Dalton Reading Room – Library 10 th floor Collections housed in locked and alarmed storage area Anyone interested in university history Primary users: offices, students, campus publications

Researchers come to us for… Faculty governance records: committee minutes, curriculum development, tenure documents Student organization records University publications: newspapers, yearbooks, catalogs Photographs, audio/video materials Growth/development of University

We have answers… Football Daycare

We have answers… Grave stones 49er

How we get these records? “It’s the law.”

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