Administrative Records, Information Technology Services, UNCG

UNC General Records Retention and Disposition Schedule:
Administrative Records

This Schedule applies to records in all media, unless otherwise specified.

Items – a sample listing of items found within a series. Other related records not listed may also be part of a series.
Disposition – all dispositions are minimum requirements and include, where applicable, transfer to the custody of the University Archives for appraisal and final disposition.
Destruction – takes place in the office. Any record with confidential or sensitive information shall be properly destroyed by shredding or by means to ensure that the records cannot be physically recreated.
Original and Reference Copy –original copy (also known as a record copy) is the official authorized copy kept by the office charged with creating or maintaining the record copy. Reference copies (also known as convenience copies) are preserved for the convenience of reference or ease of access.

No destruction of records may take place if litigation or audits are pending or reasonably anticipated or foreseeable.

Refer to prefatory material for additional instructions or contact your university's records officer for clarification.

GU01 Accident Reports
GU02 Accreditation
GU03 Activities & Events
GU04 Administrative
GU05 Administrative Reference
GU06 Agreements, Contracts, and Leases
GU07 Americans with Disabilities Act (ADA) Compliance
GU08 Annual Reports
GU09 Audit Reports
GU10 Awards and Honors
GU11 Biographical
GU12 Board of Trustees
GU13 Building Use
GU14 Calendar of Events
GU15 Committees, Councils, Task Forces
GU16 Complaints
GU17 Conferences, Training Programs and Workshops – Attended (See also: Training Programs in Personnel Section)
GU18 Conferences, Training Programs and Workshops – Conducted (See also: Training Programs in Personnel Section)
GU19 Copyright Records
GU20 Emergency Management
GU21 Energy Conservation
GU22 Equipment Maintenance and Repair
GU23 Facility Security
GU24 Faculty Governance
GU25 Films / Videotapes (See also: Historical File)
GU26 Grants, Awarded
GU27 Grants, Proposals
GU28 Historical Memorabilia (See also: Film/Videotape)
GU29 Internships / Assistantships / Fellowships
GU30 Mailing Lists
GU31 News Releases and Public Relations
GU32 Patent Records
GU33 Planning
GU34 Self Study (See also: Accreditation)
GU35 Speeches
GU36 Staff Organizations
GU37 Student Surveys
GU38 Supplies and Equipment
GU39 Surplus Property
GU40 Trademark Records
GU41 Travel Requests and Reimbursements
GU42 University Code
GU43 Vehicle Titles
GU44 Vehicle Operations and Maintenance
GU45 Vendors Information
GU46 Visitor Registration Logs
GU47 Work Orders
GU48 Work Schedules
GU49 Workers’ Compensation

Administrative Records

Series #	Series Title	Series Description	Items	Disposition
GU1	Accident Reports	Accidents involving employees and/or equipment. Comply with applicable provisions of G.S. 97-92 (b) and 132.1.1. regarding confidentiality of personnel records.	reports, drawings, incident Reports, OSHA Log	Employee Original: Transfer records resulting in workers’ compensation claims to Workers’ Compensation (GU49). Destroy in office remaining records in both categories after 6 years. Equipment Original: Destroy in office after 3 years. Reference: Destroy in office when reference value ends.
GU2	Accreditation (See also: Self Studies)	Departmental, college, program and/or Southern Association of Colleges and/or Schools (SACS) accreditation.	correspondence, reports, questionnaires, guides	Original: Transfer 1 copy of final report to the University Archives after process ends. Destroy in office remaining records when administrative value ends. Reference: Destroy in office when reference value ends.
GU3	Activities and Events (See also: Conferences and Workshops)	Activities and events that are initiated or sponsored by the University.	bulletins, memorandums, circulars, invitations, announcements, press releases, photographs	Original: Transfer to University Archives after 3 years. Reference: Destroy in office when event is completed.
GU4	Administrative	Administrative and official operations of an individual office.	reports, memorandums, correspondence, directives	Original: Transfer to University Archives after 5 years. Reference: Destroy in office when reference value ends.
GU5	Administrative Reference	Convenience and reference records of transitory value.	Subject / reference file, memorandums, duplicates, announcements	Destroy in office when reference value ends.
GU6	Agreements, Contracts, and Leases	With consultants, vendors and other firms concerning services, equipment and obligations.	correspondence, memorandums	Original: Destroy in office 5 years after expiration of all rights and obligations. For sealed agreements, destroy in office 10 years after expiration of all rights and obligations. Reference: Destroy in office when reference value ends.
GU7	Americans with Disabilities Act (ADA) Compliance	Efforts to comply with the Americans with Disabilities Act (42 U.S.C. 12101 et seq.).	reports, correspondence, regulations, complaints	Destroy in office after 5 years, if no litigation, claim, audit or other official action involving the records has been initiated. If official action has been initiated, destroy after completion of action and resolution of issues involved.
GU8	Annual Reports	Report of work completed by office, unit, department, division, college/school each year.		Original: Transfer 1 copy to University Archives when completed; maintain 1 copy in office permanently. Reference: Destroy in office when reference value ends.
GU9	Audit Reports	Reports generated by the Internal Auditor.	reports, working papers, correspondence	Original: Transfer audit report to University Archives after 10 years for appraisal and final disposition. Destroy working papers after 3 years. Reference: Destroy in office after 3 years.
GU10	Awards and Honors	Faculty, staff, student and alumni awards not associated with grants. Comply with applicable provisions of G.S. 126 and Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. 1232g regarding confidentiality of records.	applications, nominations, criteria, transcripts, vitae, press releases, funding data	Original: Transfer notification of award to appropriate personnel or student file. Transfer list of award recipients upon publication to the University Archives. Transfer remaining records to the University Archives after 5 years. Reference: Destroy in office when reference value ends.
GU11	Biographical	Biographical information for faculty and staff.	vitae, clippings, photographs, speeches	Transfer to University Archives 1 year after separation.
GU12	Board of Trustees	Records of the governing body of the university and its committees.	minutes, correspondence, announcements, policies, oaths of office, briefing book, biographical data	Original: Transfer Board of Trustees minutes to University Archives upon approval. Transfer remaining records to University Archives after 5 years. Reference: Destroy in office when reference value ends.
GU13	Building Use	Comply with applicable provisions of G.S. 132-1.7 regarding confidentiality of building plans and specifications.	correspondence, floor plans, room numbering scheme	Destroy in office when superseded or obsolete.
GU14	Calendar of Events	Used for keeping track of activities and events.		Original: Transfer to University Archives when published. Reference: Destroy in office when reference value ends.
GU15	Committees, Councils, Task Forces	Official university committees, councils or task forces appointed, elected or ad hoc.	correspondence, minutes, notifications of meetings, agendas, reports, briefing materials, working papers	Original: Transfer to University Archives at end of academic year or at expiration of group. Reference: Destroy in office when reference value ends.
GU16	Complaints	Complaints concerning services.	correspondence	Destroy in office after 2 years.
GU17	Conferences, Training Programs and Workshops – Attended (See also: Training Programs in Personnel Section)	See Series Title	agendas, handouts, training materials, travel	Destroy in office when reference value ends.
GU18	Conferences, Training Programs and Workshops – Conducted (See also: Training Programs in Personnel Section)	University initiated or sponsored conferences, programs, or workshops.	correspondence, agendas, handouts, training materials, critiques, reports, contracts, registration	Original: Transfer to University Archives after 5 years. Reference: Destroy in office when reference value ends.
GU19	Copyright Records	Records related to preparation, filing, maintenance, and rights.	applications, registration, notices, correspondence	Transfer to University Archives when copyright expires or is not renewed.
GU20	Emergency Management	Disaster preparedness and response.	policies, procedures, incident reports.	Destroy in office when superseded or obsolete.
GU21	Energy Conservation	Measures undertaken by university to conserve energy.	inspection reports, correspondence, plans	Destroy in office after 5 years.
GU22	Equipment Maintenance and Repair	Routine maintenance or repair work done to equipment.	correspondence, work orders, contracts, service logs	Destroy in office 2 years after completion of service.
GU23	Facility Security	Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of building plans and specifications.	surveillance videos, incident reports, procedures,keys, building plans	Original: Destroy in office when superseded or obsolete. Reference: Destroy in office when reference value ends.
GU24	Faculty Governance	Records of the faculty senate or council and its committees.	minutes, correspondence, reports, faculty code	Original: Transfer Faculty Governance Minutes to University Archives upon approval. Transfer remaining records to University Archives after 5 years. Reference: Destroy in office when reference value ends.
GU25	Films / Videotapes (See also: Historical File)	Produced by and for the university including sporting events, interviews and other related activities.	film, videotapes, audiotapes, dvd, cd-rom	Original: Transfer to University Archives after 10 years. Reference: Destroy in office when reference value ends.
GU26	Grants, Awarded	See Series Title	proposal, application, notice of award, accounting records, progress reports, patents, audit findings, contracts, research data	Original: Follow records retention requirements for grant. Transfer final reports to University Archives 3 years after completion and clearance from all audits. Reference: Destroy in office when reference value ends.
GU27	Grants, Proposals	See Series Title		Original: Transfer successful grant proposals to Grants Awarded. Destroy in office rejected proposals when reference value ends. Reference: Destroy in office when reference value ends.
GU28	Historical Memorabilia (See also: Film/Videotape)	Items that mark significant events or times for the unit.	plaques, scrapbooks, press releases, clippings, newsletters, photographs	Transfer to University Archives after 5 years.
GU29	Internships / Assistantships / Fellowships	Student internships and assistantships within department. Comply with applicable provisions of 20 U.S.C. 1232g regarding confidentiality of records.	applications, approvals, credit earned, accounting records, correspondence, award notifications, eligibility criteria, guidelines	Original: Transfer information regarding individuals to Registrar’s Office and fiscal information to Business Affairs (if applicable) at end of each grading period. Destroy in office remaining records after 5 years. Reference: Destroy in office when administrative value ends.
GU30	Mailing Lists	See Series Title		Destroy in office when superseded or obsolete.
GU31	News Releases and Public Relations	Information used to promote the university and university activities.	photographs, press kits, press releases	Original: Transfer to University Archives after 5 years. Reference: Destroy in office when reference value ends.
GU32	Patent Records	Records related to preparation, filing, maintenance, and rights.	patents, applications, notice of award, correspondence	Transfer to University Archives when patent expires.
GU33	Planning	Planning activities of the university, divisions, departments, and units.	correspondence, reports, statistics	Original: Transfer to University Archives after 5 years. Reference: Destroy in office when reference value ends.
GU34	Self Study (See also: Accreditation)	Study of departmental goals and performance over time, academic program reviews.	reports, correspondence	Original: Transfer to University Archives after study ends. Reference: Destroy in office when reference value ends.
GU35	Speeches	Speeches made by the Chancellor, Provost, and Senior staff for significant events such as Commencement, Convocation, and Installation of Chancellor.	transcripts, tapes, videos	Original: Transfer to University Archives after 5 years. Reference: Destroy in office when reference value ends.
GU36	Staff Organizations	See Series Title	minutes, correspondence, reports, newsletters	Original: Transfer to University Archives after 5 years. Reference: Destroy in office when reference value ends.
GU37	Student Surveys	Completed student surveys.	summary reports, conclusions	Transfer results and conclusions to University Archives after 5 years. Destroy in office surveys and working papers when administrative value ends.
GU38	Supplies and Equipment	See Series Title	warranties, manuals, accounting records, inventories	Destroy in office inventories when superseded. Dispose of warranties and operating manuals in accordance with Property Office procedures. Destroy in office accounting records after disposition of equipment.
GU39	Surplus Property	See Series Title	inventories, disposal logs	Destroy in office 3 years after property disposal.
GU40	Trademark Records	Records related to preparation, filing, maintenance, and rights.	applications, registration, notices, correspondence	Transfer to University Archives when trademark expires or is not renewed.
GU41	Travel Requests and Reimbursements	Comply with applicable provisions of 5 U.S.C. 552a regarding confidentiality of social security numbers.	authorizations, receipts, correspondence	Original: Destroy in office after 5 closed fiscal years and when released from all audits. Reference: Destroy in office after 2 closed fiscal years.
GU42	University Code	University standards for professionalism, ethics and operations.		Original: Transfer to University Archives when superseded and revised. Reference: Destroy in office when superseded or obsolete.
GU43	Vehicle Titles	See Series Title		Dispose of in accordance with instructions by State Surplus Property Office / Motor Fleet Office upon disposition of vehicle.
GU44	Vehicle Operations and Maintenance	Records involved with the use and maintenance of University owned vehicles.	request forms, vehicle inspection reports, vehicle accident reports, mileage logs, maintenance schedules	Destroy in office request forms and mileage logs after 3 years. Destroy in office remaining records upon disposition of vehicle.
GU45	Vendors Information	Marketing information from vendors.	catalogs, brochures, price lists	Destroy in office when administrative value ends.
GU46	Visitor Registration Logs	See Series Title	visitor log	Destroy in office after 1 year.
GU47	Work Orders	Requests for services or repairs.	work orders, service tickets correspondence, estimates	Destroy in office 1 year after completion of work.
GU48	Work Schedules	Variable, flexible and shift work schedules used to calculate overtime and compensatory time.		Original: Destroy in office when administrative value ends. Reference: Destroy in office when reference value ends.
GU49	Workers’ Compensation	Comply with applicable provisions of G.S. 8-53, G.S. 97-72 (b), G.S. 126-7, 333 NC 258 and 425 SE 2d 698 (1993) regarding confidentiality of records.	employer’s report of injury (form 19), accident investigation reports, progress reports, medical reports, copies of medical invoices, return to work instructions, legal opinions and briefs, court documents, transcripts, affidavits, photographs, correspondence, findings, recommendations	Transfer official copy of claim records to the Industrial Commission in compliance with GS 97-92(a) and in accordance with Office of State Personnel procedures. Retain in office records concerning claims filed for injuries which occurred prior to July 6, 1994, permanently. Retain in office records concerning claims filed for injuries which occurred on or after July 6, 1994, where the Industrial Commission form "Employee’s Claim for Additional Compensation Pursuant to G.S. 97-25.1" (Form 18M) has been filed, permanently. Destroy in office remaining records after 5 years, in accordance with G.S. 97-24(c).

Information Technology Services

UNC General Records Retention and Disposition Schedule: Administrative Records

Administrative Records

UNC General Records Retention and Disposition Schedule:
Administrative Records