Records Retention Schedule Updated

The UNC-Chapel Hill Records Retention and Disposition Schedule underwent a routine revision process in 2018 and the newly updated Schedule is now available (effective April 8, 2019).  The new Schedule document is available on our Records Management Guide. If you have any questions, please contact us. Below we’ve outlined some of the major changes you’ll see in this newest edition of the Schedule.

Appendix policy on managing email

This policy reflects a new approach to selecting and retaining email at the University. It was developed in consultation with the State Archives, University Counsel’s office, and UNC Information and Technology Services.

This approach is based on the Capstone Approach developed by the National Archives and Records Administration. It enables us to collect email of permanent historical value based on an employee’s position and function rather than the content of individual email messages. Under this approach, email records created and received by employees in selected administrative positions will automatically be retained as permanent records in the University Archives. All other email accounts will be retained for a period of five years after the employee leaves the University and then discarded. All employees still have a responsibility to evaluate emails, like other record formats, based on the Records Retention Schedule and individuals not in “Capstone positions” can still work with us to transfer permanent records if needed.  

Document structure changes

Due to some changes to terminology and series headings the Schedule was re-alphabetized and reordered. You may find that a series you were used to using has changed location in the document. This does not necessarily mean the content of the series has changed.

New navigation has been introduced to the PDF document. The table of contents are now links and can lead directly to the desired section. Every page includes a “back to top” link at the bottom of the page that leads back to the table of contents. We hope this helps to make the document easier to use.

Significant content changes

1.24: Insurance Records

Changed retention from permanent to destroy in office after 6 years. Changes will bring this schedule in line with the statewide college and university schedule and the State Archives.

11.13: Disciplinary Records

Longer retention period as proposed by University Counsel’s office.

11.34: Immigration Filings

Revision as proposed by UNC Office of International Student and Scholar Services.

11.46: Search Records

Removing requirement to retain records of administrative searches permanently after consultation with State Archives.

Required retention period for applications from unsuccessful student candidates (11.46b) changed from 1 year to 2 years to match statewide requirements.

12: Public Safety Records

Several changes made in this section in order to ensure compliance with Clery Act record-keeping requirements.

13: Sponsored Projects and Research Records

There are many changes in this section, all suggested by the UNC-CH Vice Chancellor for Research and University Counsel. Specific changes include:

    • 13.2: Animal Research Records: Retention period reduced from 7 years to 3 years to match NIH and other federal guidelines.
    • 13.11 and 13.12: Research Misconduct Reviews and Scientific Review Committee Records: New sections.

14.17: International Student Records

Changes as proposed by UNC Office of International Student and Scholar Services.

18.1: Disciplinary Records

Changes as proposed by UNC Equal Opportunity/Compliance office.

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