Safety Records

This Schedule applies to records in all media, unless otherwise specified.

  • Items - a sample listing of items found within a series. Other related records not listed may also be part of a series.
  • Disposition - all dispositions are minimum requirements and include, where applicable, transfer to the custody of the University Archives for appraisal and final disposition.
  • Destruction - takes place in the office. Any record with confidential or sensitive information shall be properly destroyed by shredding or by means to ensure that the records cannot be physically recreated.
  • Original and Reference Copy -original copy (also known as a record copy) is the official authorized copy kept by the office charged with creating or maintaining the record copy. Reference copies (also known as convenience copies) are preserved for the convenience of reference or ease of access. 

No destruction of records may take place if litigation or audits are pending or reasonably anticipated or foreseeable.

Refer to prefatory material for additional instructions or contact your university's records officer for clarification.


  • GU209 Employee Medical
  • GU210 Fire, Health and Environmental Safety
  • GU211 Material Safety Data Sheets
  • GU212 Occupational Safety and Health Administration (OSHA)
  • GU213 Restricted Use Pesticide


Safety Records

Series # Series Title Series Description Items Disposition
GU209 Employee Medical
See also: GS192 Medical Records (Employee)
Related to exposure to hazardous materials. Comply with 29 C.F.R. 1910.1020 and other applicable regulations of the NC Department of Labor and the US Occupational Safety and Health Administration. Comply with applicable provisions of HIPAA, G.S. 126-22, G.S. 126-23, G.S. 126-24 and G.S. 130A-374 regarding confidentiality of records. examination results, test results Destroy in office medical records related to exposure to hazardous materials 30 years after separation or termination of service.
For all other employee medical records refer to GU192. 
GU210 Fire, Health and Environmental Safety See Series Title correspondence, safety audits, inspection reports Original: Destroy in office correspondence and safety audits after 3 years. Destroy in office inspection reports after 7 years. Destroy in office remaining records when administrative value ends.
Reference: Destroy in office when reference value ends.
GU211 Material Safety Data Sheets Safety information for hazardous materials. Comply with applicable regulations of 29 C.F.R. 1910.1200.    Destroy in office one year after termination of use of product provided a chemical inventory record as described in 29 C.F.R. 1910.1020(d)(1)(ii)(B) is retained for at least 30 years, otherwise retain material safety data sheet for 30 years.
GU212 Occupational Safety and Health Administration (OSHA) See Series Title policies, procedures Destroy in office when superseded or obsolete.
GU213 Restricted Use Pesticide Comply with North Carolina Pesticide Law. reports, correspondence Destroy in office after 3 years.