Records Management and University ArchivesErin LawrimoreFebruary 14, 2012

Goals of Records Management Identify permanent records that

document university history Comply with state and federal laws

concerning public records Improve efficiency by ensuring that

University records are retrievable, reliable, secure, and trustworthy

Functions of a Retention Schedule Lists records found in your office

Provides uniform descriptions

Outlines retention and disposition instructions

Identifies confidential or restricted records

Records Retention Schedule UNC System Records Retention

Schedule

http://www.northcarolina.edu/legal/policies/Records_Retention_and_Disposition_Schedule.pdf

Departmental Scheduling Winnows down the UNC System

Schedule Uses the individual department’s

language Allows for scheduling of non-scheduled

record series Identifies a Key Contact for the

department

Departmental Key Contacts Know the organization of the office,

where and how records are stored and used

Be appointed by the administrative head of the department/office

Have the records management responsibilities as part of their work plans

Key Contact Duties Serving as the key contact person with

University Archives and Records Management Services

Instructing their colleagues on retention periods and how to use the records retention schedule

Coordinating records transfer to storage or University Archives

Goals of RM Program Collaborate with key staff on

departmental retention schedules Train key staff in transfer procedures Ensure more predictable and reliant

transfer of permanent records to Archives

Promote/publicize Archives across campus