unc general records schedule working group report submitted to unc records managers, september 14,...
TRANSCRIPT
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