Policy on Public Records Requests

Summary

UNC-Chapel Hill has established this policy for all public records requests in an effort to respond as promptly as possible and to fairly recover non-appropriated costs of responding to public records requests.

Body

Title

The University of North Carolina at Chapel Hill Policy on Public Records Requests

Introduction

Purpose

The University of North Carolina at Chapel Hill (UNC-Chapel Hill) is a constituent institution of the University of North Carolina and an agency of the State of North Carolina and is open and responsive to information requests from the public and the news media. UNC-Chapel Hill is committed to a policy of openness, honesty, and cooperation.

Providing records that have been requested requires the expenditure of resources. Therefore, consistent with the UNC System Office's Public Record Request Policy and with the North Carolina Public Records Act, N.C.G.S. Chapter 132, and in an effort to respond as promptly as possible and to fairly recover non-appropriated costs of responding to public records requests, UNC-Chapel Hill establishes the following policy for all public records requests.

Scope of Applicability

This policy applies to all requests for public records made to UNC-Chapel Hill, regardless of requester.

Policy

Policy Statement

All requests should be provided in writing to provide clarity about the scope of the request and to appropriately document time, cost, and billing as needed. The primary resource for public records at UNC-Chapel Hill is the Public Records Office. Specific contact information based on main areas of interest are identified on the UNC-Chapel Hill Public Records Office's frequently asked questions page.

UNC-Chapel Hill employees who receive a public records request from an individual should forward the request to the appropriate contact and respond to the requester with the appropriate contact information. University employees unsure of the appropriate office or contact should forward the request to the Public Records Office.

Definitions

A "public record" means all records created or received in connection with the transaction of University business, in whatever format, including but not limited to paper, photographs, recordings, emails, or digital images, unless an exception applies under federal or state law.

Related Requirements

External Regulations and Consequences

University Policies, Standards, and Procedures

Contact Information

Policy Contact

Public Records Office
University of North Carolina at Chapel Hill
Campus Box #6205
Chapel Hill, NC 27599-9050

Details

Details

Article ID: 132130
Created
Thu 4/8/21 9:24 PM
Modified
Thu 8/22/24 1:12 PM
Responsible Unit
School, Department, or other organizational unit issuing this document.
University Communications
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Senior Director for Public Records
Next Review
Date on which the next document review is due.
05/03/2027 12:00 AM
Last Review
Date on which the most recent document review was completed.
05/03/2024 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
04/16/2020 11:25 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.
02/10/2021 9:29 AM
Origination
Date on which the original version of this document was first made official.
06/27/2013 12:00 AM
Flesch-Kincaid Reading Level
16.7

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The University has obligations to ensure integrity and accessibility of records, and security of sensitive University information that may be sent or received via email. This policy advises individuals of their obligations to use only their University email account and not personal email accounts for University business and to manage the records resulting from that use in accordance with applicable policy, standards, and procedures.