1.Purpose
The purpose of this policy is to affirm the commitment of The University of North Carolina at Greensboro (the “University” or “UNC Greensboro”) to comply with North Carolina public records laws and the Records Retention and Distribution Schedule of the University of North Carolina System, as may be amended from time to time, issued by the North Carolina Department of Natural and Cultural Resources (the “University General Schedule”).
2.Scope
This policy applies to all University employees (who, for purposes of this policy, shall include permanent, temporary, full-time, or part-time faculty, staff, administrators, student employees, and agents of the University (including volunteers but not including independent contractors)) to the extent they are acting on behalf of the University. It covers all records, regardless of form, made or received, in connection with the transaction of University business.
3.Definitions
“Document Hold” (also known as “legal hold” or “litigation hold”) is a hold placed on records that are the subject of a pending public records request, audit, or official investigative proceeding, or that relate to pending or probable litigation.
4.Policy
4.1Retention Schedules
As a constituent institution of the University of North Carolina, UNC Greensboro complies with the University General Schedule, which governs the retention and disposition of all records, regardless of form, made or received, in connection with the transaction of University business.
This University General Schedule is the minimal standard for retention at UNC Greensboro. Additional procedures or more stringent supplemental schedules may be adopted by individual departments or colleges after consultation with the relevant Vice Chancellor and the Chief Information Security Officer and, if required, approval by the North Carolina Department of Natural and Cultural Resources, in order to suit particular University business needs.
4.2Records Retention Management
It is the responsibility of all University division, college, and department heads to determine the type of records maintained in the ordinary course of business that are subject to the University General Schedule and to comply with its requirements. When a University employee is terminated or transfers to another position, the relevant division, college, or department head must ensure that records under that employee’s responsibility are retained or disposed of in compliance with the University General Schedule before the employee leaves the division, college, or department.
4.3Electronically-Created and Electronically-Stored Records
Any electronically-created or electronically-stored records fall under the North Carolina definition of public records and, therefore, are subject to the same retention and disposition instructions as records in any other format in accordance with the University General Schedule.
4.4Scanning
Scanning paper records for digital use and storage does not change the records management responsibilities for those materials. University employees will still be responsible for securely storing and disposing of the paper records in compliance with the University General Schedule.
4.5Records Destruction
Records, regardless of form, may be destroyed only when they have met their retention requirements under the University General Schedule.
Records, regardless of form, not listed in the University General Schedule may not be destroyed without direct approval from the North Carolina Department of Natural and Cultural Resources.
Records that are the subject of a Document Hold must be preserved and may not be destroyed, even if otherwise permitted under the University General Schedule, until the Document Hold is officially released.
5.Compliance and Enforcement
The Chief Information Security Officer serves as UNC Greensboro’s Records Officer and is responsible for enforcement of this policy.
Violations of this policy may subject University employees to employment action, up to and including dismissal from employment. Additionally, violation of applicable records retention requirements may also constitute a violation of law, and the University reserves the right to refer potential violations for criminal or civil prosecution.
6.Additional Information
6.1Supporting Documents
6.2Related Policies and Resources
6.3Approval Authority
Chancellor
6.4Contacts for Additional Information and Reporting
- Responsible Executives:
- Chief Information Officer
- Vice Chancellor for Institutional Integrity and General Counsel
- Responsible Administrator: Chief Information Security Officer
- Other Contacts: Special Collections and University Archives, [email protected]