Records Retention & Disposal Policy

Introduction

Purpose

The Records Retention and Disposal schedule is a tool for the employees of UNC-Chapel Hill to use when managing the records of the University. It lists records found in an office and gives an assessment of their value by indicating when (and if) those records should be destroyed. The schedule is also an agreement between the office, the University Archives and Records Management Service (UARMS) and the North Carolina Department of Cultural Resources (DCR).

This schedule serves as the inventory and schedule that the Department of Cultural Resources is directed by North Carolina General Statutes §121-5 (c) and §132-8 to provide. It supersedes all previous editions, including all amendments.

According to G.S. §121-5 and G.S. §132-3, you may destroy public records only with the consent of DCR. DCR has an agreement with UARS to provide records management services to the University of North Carolina at Chapel Hill. This schedule is the primary way DCR gives consent through UARS for the destruction of University records. Without an approved schedule, your offi ce cannot destroy any record, no matter how insignificant.

Scope of Applicability

Who and or what the Policy applies to: Lists groups who must know and adhere to the Policy

Policy

Policy Statement

Destruction Of Records

Each record listed on the schedule has specific disposition instructions that indicate how long that series must be kept in your office.

In your schedule a disposition which states "when administrative value ends" means that you can dispose of these records when your office has no administrative need or the records are no longer required to perform the duties of your office.

Records should be destroyed in one of the following ways:

  • burned, unless prohibited by local ordinance
  • shredded, or torn up so as to destroy the record content of the documents or material concerned
  • placed in acid vats so as to reduce the paper to pulp and to terminate the existence of the documents or materials concerned buried under such conditions that the record nature of the documents or materials will be terminated
  • sold as waste paper, provided that the purchaser agrees in writing that the documents or materials concerned will not be resold as documents or records

Confidential records should be destroyed in a secure manner so that the information contained in them cannot be used. You should confirm with any destruction service that confidential records are being properly destroyed.

UNC-Chapel Hill's Office of Waste Reduction and Recycling has confidential recycling services that meet the guidelines listed above.

Disaster Recovery

What should I do in case of fire or flood?

Secure the area, and keep everyone out until fire or other safety professionals allow entry. Then, call the University Archives and Records Service at 962-6402 for advice on how to handle damaged records.

What help do you give in case of an emergency?

University Archives can assist you in appraising the records that have been damaged so that precious resources (and especially time) are not spent on records with lesser value. University Archives and Records Services can provide lists of professional recovery vendors that you can contact to preserve your essential and permanent records.

Contact Information

Policy Contact

Address Phone Number Email

Office of Human Resources

104 Airport Drive, CB #1045 

Chapel Hill, NC 27599

(919)843-2300 hr@unc.edu

Other Contacts

For additional information regarding the retention of Human Resources documents, please contact HR Records and Information at 843-2300. You can contact the University Archives and Records Management Service at (919) 962-6402, email: recman@unc.edu to obtain more information on records management issues, transfers to University Archives and workshop schedules.

Details

Article ID: 131807
Created
Thu 4/8/21 9:17 PM
Modified
Wed 4/14/21 12:41 AM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
07/27/2017 12:00 AM
Last Review
Date on which the most recent document review was completed.
07/27/2017 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
07/27/2017 12:00 AM
Origination
Date on which the original version of this document was first made official.
07/27/2017 12:00 AM