UNCG Campus Weekly

Campus Weekly is published each Wednesday when classes are in session. In the summer, it is published biweekly.

Annual Reminder About Retention and Disposition of Records

MEMORANDUM

To: Deans, Directors, Department Heads

From: Joel Dunn, University Records Officer

re: Records Management

This is your annual reminder that, as a state agency, UNCG is required to comply with the North Carolina Public Records Law concerning the retention and disposition of records. Many departments traditionally attend to records management during the summer in preparation for thenew academic year. Records are to be disposed of according to University and State approved schedules. The UNC General Records Retention and Disposition Schedule is available on the Records Management Web site at http://its.uncg.edu/Records_Management/.

In addition to the requirements of the Disposition Schedule, no destruction of records may occur if the records relate to litigation or audits, pending or reasonably anticipated or foreseeable. Records subject to legal holds must be kept until the legal holds have been removed by University Counsel.

Please remember that records can be in forms other than paper. An increasing number are in electronic format. However, the retention and disposition requirements are the same. Records that have permanent or historical value, based on the approved records schedule, are to be transferred to University Archives. Instructions for transferring records to University Archives are available at http://library.uncg.edu/depts/archives/universityrecords/transfer.asp.

A brochure that introduces the basics of records management at UNCG is available on the web at http://its.uncg.edu/Records_Management/. If you have questions concerning records management, please contact 6-TECH at 256-8324.

The Office of Waste Reduction and Recycling (OWRR) will host a paper-shredding event at UNCG on June 18, 2010. The event will provide faculty and staff an opportunity to safely dispose of paper records that have met retention requirements. Remember to maintain proper security of records containing sensitive information. For more information about the shredding event, contact OWRR at 334-5192.