Records Management at East Carolina University Application of Records Retention and Disposition Schedules

Records Management  Maintenance  Preservation  Disposition

The Laws  NCGS 121 – Archives & History Act  NCGS 132 – Public Records Law  FERPA  Confidentiality  HIPAA

Risks and Benefits  Survive an audit or Death by audit  Preservation of vital Records  Preservation of historic Records  Clean out file cabinets  Litigation  Storage / Space Costs  Inability to find records when you need them

Retention Schedules  What is a Records Schedule?  What is a General Schedule?  What is a Department Schedule?  Applying the ECU General Schedule and a Department Schedule  Getting a Department Schedule

The ECU General Schedule  Introduction  97 Series identified in 5 sections  Disposition interpretation  Office of Record  All my files aren’t listed

The Department Schedule  Meet with University Archivist  List unique records  How long are they REALLY active?  Are they audited annually?  What value(s) can be assigned to them?  How long should they be kept?  Where should they be kept?

Approval Process  Negotiated agreement between department and archivist  Reviewed by Department of Cultural Resources  Revise as needed  Signature sheet  Approved, posted on web, delivered to department, in affect for five years

University Records Center  Storage for longer term non-permanent records  Holds 2600 boxes  No fee  Retrieval Monday – Friday 8 – 5  Destroy records twice a year

Transferring Records to the RC  Check your schedule once a year  Prepare your records for transfer  Boxes  Box labels  Transfer instructions  Call Brian and make sure there is space  Call Moving Services for pick up

Inventory & Retrieval of Files  Records are accessioned into the Records Center – your label information is used  On-line inventory updated  Use accession number and folder number   Records Management  Retrieving Records  Office inventories  User id and password  Choose your office  Call Brian Johnson at x0270  Call courier to pick up

Destruction in Records Center  Destroy records twice a year  Report of Destruction must be signed by department head  Confidential records shredded  Non-confidential recycled through ECU Recycling

Destroying Records in Office  Schedule a time once a year  Look at schedule  Report of Destruction of University Records – fill out and send to University Archivist for approval – provides audit trail for records  Destroy by shredding or recycling  Remember to delete electronic files at the same time

University Archives  Permanent retention of valuable historic documents  Open to the public for research  Closed stack, non- circulating collection

Q & A