Announcing a Change in Records Management: UNC-Chapel Hill Now Using the UNC System Records Schedule

A New Records Schedule for UNC-Chapel Hill

This spring brought significant news in records management on our campus. Effective immediately, UNC-Chapel Hill will no longer rely on a separate records retention and disposition schedule. Instead, we will use the UNC System schedule.

Why Was This Change Made?

For the past several years, the State Archives of North Carolina, which oversees records management activities throughout state government, has been working to consolidate local schedules in order to ensure consistency across state agencies and to make it easier to update and maintain records schedules. UNC-Chapel Hill was the only UNC System school to maintain a separate records schedule. By using the UNC System schedule we will bring our record retention and disposition practices into line with those of our colleagues at other UNC System schools throughout the state.

What Effect Will This Have on Records Management in My Office?

Probably very little. The retention requirements in the UNC System schedule match those in the separate UNC-Chapel Hill schedule in nearly every case. When there are differences, we will work with the State Archives to determine the proper requirements and update the records schedule as necessary. The biggest thing all of us will have to get used to is looking to a new document for all our records management questions.

What If There are Records in my Office That Are Not Covered in the UNC System Schedule?

This is bound to happen as we work through the process of reconciling the UNC-Chapel Hill schedule with the UNC System requirements. If you have documents in your office that do not appear to be represented in the UNC System schedule, please contact us right away: archives@unc.edu. We’ll work with you to figure out the appropriate retention and disposition plan and will continue to collaborate with the State Archives to ensure that the UNC System schedule covers all record types produced on our campus.

Will My Office Still Need to Work with the UNC-Chapel Hill University Archives?

Yes! We are still your first point of contact for all of your records management questions and will continue to be the repository for the official records of the university. We are still getting used to the UNC System schedule ourselves, but we are available to work with you to interpret the requirements in the records schedule and answer any questions you have.

Will You Offer Training on Using the UNC System schedule?

Yes! We will continue to offer records management training through Carolina Talent. These sessions will cover records management basics and will be updated to reflect the use of the UNC System schedule. Our Guide to Records Management at UNC-Chapel Hill has also been updated and continues to be the best first stop for your records management questions.

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