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Administrative Records

Institutional Records Management

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.


  • GU01 Accident Reports
  • GU02 Accreditation
  • GU03 Activities & Events
  • GU04 Administrative
  • GU05 Administrative Reference
  • GU06 Agreements, Contracts, and Leases
  • GU07 Americans with Disabilities Act (ADA) Compliance
  • GU08 Annual Reports
  • GU09 Audit Reports
  • GU10 Awards and Honors
  • GU11 Biographical
  • GU12 Board of Trustees
  • GU13 Building Use
  • GU14 Calendar of Events
  • GU15 Committees, Councils, Task Forces
  • GU16 Complaints
  • GU17 Conferences, Training Programs and Workshops - Attended (See also: Training Programs in Personnel Section)
  • GU18 Conferences, Training Programs and Workshops - Conducted (See also: Training Programs in Personnel Section)
  • GU19 Copyright Records
  • GU20 Emergency Management
  • GU21 Energy Conservation
  • GU22 Equipment Maintenance and Repair
  • GU23 Facility Security
  • GU24 Faculty Governance
  • GU25 Films / Videotapes (See also: Historical File)
  • GU26 Grants, Awarded
  • GU27 Grants, Proposals
  • GU28 Historical Memorabilia (See also: Film/Videotape)
  • GU29 Internships / Assistantships / Fellowships
  • GU30 Mailing Lists
  • GU31 News Releases and Public Relations
  • GU32 Patent Records
  • GU33 Planning
  • GU34 Self Study (See also: Accreditation)
  • GU35 Speeches
  • GU36 Staff Organizations
  • GU37 Student Surveys
  • GU38 Supplies and Equipment
  • GU39 Surplus Property
  • GU40 Trademark Records
  • GU41 Travel Requests and Reimbursements
  • GU42 University Code
  • GU43 Vehicle Titles
  • GU44 Vehicle Operations and Maintenance
  • GU45 Vendors Information
  • GU46 Visitor Registration Logs
  • GU47 Work Orders
  • GU48 Work Schedules
  • GU49 Workers' Compensation

Administrative Records

Series # Series Title Series Description Items Disposition
GU1 Accident Reports Accidents involving employees and/or equipment. Comply with applicable provisions of G.S. 97-92 (b) and 132.1.1. regarding confidentiality of personnel records. reports, drawings, incident Reports, OSHA Log Employee Original: Transfer records resulting in workers' compensation claims to Workers' Compensation (GU49). Destroy in office remaining records in both categories after 6 years.
Equipment Original: Destroy in office after 3 years.
Reference: Destroy in office when reference value ends.
GU2 Accreditation
(See also: Self Studies)
Departmental, college, program and/or Southern Association of Colleges and/or Schools (SACS) accreditation. correspondence, reports, questionnaires, guides Original: Transfer 1 copy of final report to the University Archives after process ends. Destroy in office remaining records when administrative value ends.
Reference: Destroy in office when reference value ends.
GU3 Activities and Events
(See also: Conferences and Workshops)
Activities and events that are initiated or sponsored by the University. bulletins, memorandums, circulars, invitations, announcements, press releases, photographs Original: Transfer to University Archives after 3 years.
Reference: Destroy in office when event is completed.
GU4 Administrative Administrative and official operations of an individual office. reports, memorandums, correspondence, directives Original: Transfer to University Archives after 5 years.
Reference: Destroy in office when reference value ends.
GU5 Administrative Reference Convenience and reference records of transitory value. Subject / reference file, memorandums, duplicates, announcements Destroy in office when reference value ends.
GU6 Agreements, Contracts, and Leases With consultants, vendors and other firms concerning services, equipment and obligations. correspondence, memorandums Original: Destroy in office 5 years after expiration of all rights and obligations. For sealed agreements, destroy in office 10 years after expiration of all rights and obligations.
Reference: Destroy in office when reference value ends.
GU7 Americans with Disabilities Act (ADA) Compliance Efforts to comply with the Americans with Disabilities Act (42 U.S.C. 12101 et seq.). reports, correspondence, regulations, complaints Destroy in office after 5 years, if no litigation, claim, audit or other official action involving the records has been initiated. If official action has been initiated, destroy after completion of action and resolution of issues involved.
GU8 Annual Reports Report of work completed by office, unit, department, division, college/school each year.   Original: Transfer 1 copy to University Archives when completed; maintain 1 copy in office permanently.
Reference: Destroy in office when reference value ends.
GU9 Audit Reports Reports generated by the Internal Auditor. reports, working papers, correspondence Original: Transfer audit report to University Archives after 10 years for appraisal and final disposition. Destroy working papers after 3 years.
Reference: Destroy in office after 3 years.
GU10 Awards and Honors Faculty, staff, student and alumni awards not associated with grants. Comply with applicable provisions of G.S. 126 and Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. 1232g regarding confidentiality of records. applications, nominations, criteria, transcripts, vitae, press releases, funding data Original: Transfer notification of award to appropriate personnel or student file. Transfer list of award recipients upon publication to the University Archives. Transfer remaining records to the University Archives after 5 years.
Reference: Destroy in office when reference value ends.
GU11 Biographical Biographical information for faculty and staff. vitae, clippings, photographs, speeches Transfer to University Archives 1 year after separation.
GU12 Board of Trustees Records of the governing body of the university and its committees. minutes, correspondence, announcements, policies, oaths of office, briefing book, biographical data Original: Transfer Board of Trustees minutes to University Archives upon approval. Transfer remaining records to University Archives after 5 years.
Reference: Destroy in office when reference value ends.
GU13 Building Use Comply with applicable provisions of G.S. 132-1.7 regarding confidentiality of building plans and specifications. correspondence, floor plans, room numbering scheme Destroy in office when superseded or obsolete.
GU14 Calendar of Events Used for keeping track of activities and events.   Original: Transfer to University Archives when published.
Reference: Destroy in office when reference value ends.
GU15 Committees, Councils, Task Forces Official university committees, councils or task forces appointed, elected or ad hoc. correspondence, minutes, notifications of meetings, agendas, reports, briefing materials, working papers Original: Transfer to University Archives at end of academic year or at expiration of group.
Reference: Destroy in office when reference value ends.
GU16 Complaints Complaints concerning services. correspondence Destroy in office after 2 years.
GU17 Conferences, Training Programs and Workshops - Attended
(See also: Training Programs in Personnel Section)
See Series Title agendas, handouts, training materials, travel Destroy in office when reference value ends.
GU18 Conferences, Training Programs and Workshops - Conducted
(See also: Training Programs in Personnel Section)
University initiated or sponsored conferences, programs, or workshops. correspondence, agendas, handouts, training materials, critiques, reports, contracts, registration Original: Transfer to University Archives after 5 years.
Reference: Destroy in office when reference value ends.
GU19 Copyright Records Records related to preparation, filing, maintenance, and rights. applications, registration, notices, correspondence Transfer to University Archives when copyright expires or is not renewed.
GU20 Emergency Management Disaster preparedness and response. policies, procedures, incident reports. Destroy in office when superseded or obsolete.
GU21 Energy Conservation Measures undertaken by university to conserve energy. inspection reports, correspondence, plans Destroy in office after 5 years.
GU22 Equipment Maintenance and Repair Routine maintenance or repair work done to equipment. correspondence, work orders, contracts, service logs Destroy in office 2 years after completion of service.
GU23 Facility Security Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of building plans and specifications. surveillance videos, incident reports, procedures,keys, building plans Original: Destroy in office when superseded or obsolete.
Reference: Destroy in office when reference value ends.
GU24 Faculty Governance Records of the faculty senate or council and its committees. minutes, correspondence, reports, faculty code Original: Transfer Faculty Governance Minutes to University Archives upon approval. Transfer remaining records to University Archives after 5 years.
Reference: Destroy in office when reference value ends.
GU25 Films / Videotapes
(See also: Historical File)
Produced by and for the university including sporting events, interviews and other related activities. film, videotapes, audiotapes, dvd, cd-rom Original: Transfer to University Archives after 10 years.
Reference: Destroy in office when reference value ends.
GU26 Grants, Awarded See Series Title proposal, application, notice of award, accounting records, progress reports, patents, audit findings, contracts, research data Original: Follow records retention requirements for grant. Transfer final reports to University Archives 3 years after completion and clearance from all audits.
Reference: Destroy in office when reference value ends.
GU27 Grants, Proposals See Series Title   Original: Transfer successful grant proposals to Grants Awarded. Destroy in office rejected proposals when reference value ends.
Reference: Destroy in office when reference value ends.
GU28 Historical Memorabilia
(See also: Film/Videotape)
Items that mark significant events or times for the unit. plaques, scrapbooks, press releases, clippings, newsletters, photographs Transfer to University Archives after 5 years.
GU29 Internships / Assistantships / Fellowships Student internships and assistantships within department. Comply with applicable provisions of 20 U.S.C. 1232g regarding confidentiality of records. applications, approvals, credit earned, accounting records, correspondence, award notifications, eligibility criteria, guidelines Original: Transfer information regarding individuals to Registrar's Office and fiscal information to Business Affairs (if applicable) at end of each grading period. Destroy in office remaining records after 5 years.
Reference: Destroy in office when administrative value ends.
GU30 Mailing Lists See Series Title   Destroy in office when superseded or obsolete.
GU31 News Releases and Public Relations Information used to promote the university and university activities. photographs, press kits, press releases Original: Transfer to University Archives after 5 years.
Reference: Destroy in office when reference value ends.
GU32 Patent Records Records related to preparation, filing, maintenance, and rights. patents, applications, notice of award, correspondence Transfer to University Archives when patent expires.
GU33 Planning Planning activities of the university, divisions, departments, and units. correspondence, reports, statistics Original: Transfer to University Archives after 5 years.
Reference: Destroy in office when reference value ends.
GU34 Self Study
(See also: Accreditation)
Study of departmental goals and performance over time, academic program reviews. reports, correspondence Original: Transfer to University Archives after study ends.
Reference: Destroy in office when reference value ends.
GU35 Speeches Speeches made by the Chancellor, Provost, and Senior staff for significant events such as Commencement, Convocation, and Installation of Chancellor. transcripts, tapes, videos Original: Transfer to University Archives after 5 years.
Reference: Destroy in office when reference value ends.
GU36 Staff Organizations See Series Title minutes, correspondence, reports, newsletters Original: Transfer to University Archives after 5 years.
Reference: Destroy in office when reference value ends.
GU37 Student Surveys Completed student surveys. summary reports, conclusions Transfer results and conclusions to University Archives after 5 years. Destroy in office surveys and working papers when administrative value ends.
GU38 Supplies and Equipment See Series Title warranties, manuals, accounting records, inventories Destroy in office inventories when superseded. Dispose of warranties and operating manuals in accordance with Property Office procedures. Destroy in office accounting records after disposition of equipment.
GU39 Surplus Property See Series Title inventories, disposal logs Destroy in office 3 years after property disposal.
GU40 Trademark Records Records related to preparation, filing, maintenance, and rights. applications, registration, notices, correspondence Transfer to University Archives when trademark expires or is not renewed.
GU41 Travel Requests and Reimbursements Comply with applicable provisions of 5 U.S.C. 552a regarding confidentiality of social security numbers. authorizations, receipts, correspondence Original: Destroy in office after 5 closed fiscal years and when released from all audits.
Reference: Destroy in office after 2 closed fiscal years.
GU42 University Code University standards for professionalism, ethics and operations.   Original: Transfer to University Archives when superseded and revised.
Reference: Destroy in office when superseded or obsolete.
GU43 Vehicle Titles See Series Title   Dispose of in accordance with instructions by State Surplus Property Office / Motor Fleet Office upon disposition of vehicle.
GU44 Vehicle Operations and Maintenance Records involved with the use and maintenance of University owned vehicles. request forms, vehicle inspection reports, vehicle accident reports, mileage logs, maintenance schedules Destroy in office request forms and mileage logs after 3 years. Destroy in office remaining records upon disposition of vehicle.
GU45 Vendors Information Marketing information from vendors. catalogs, brochures, price lists Destroy in office when administrative value ends.
GU46 Visitor Registration Logs See Series Title visitor log Destroy in office after 1 year.
GU47 Work Orders Requests for services or repairs. work orders, service tickets correspondence, estimates Destroy in office 1 year after completion of work.
GU48 Work Schedules Variable, flexible and shift work schedules used to calculate overtime and compensatory time. Original: Destroy in office when administrative value ends.
Reference: Destroy in office when reference value ends.
GU49 Workers' Compensation Comply with applicable provisions of G.S. 8-53, G.S. 97-72 (b), G.S. 126-7, 333 NC 258 and 425 SE 2d 698 (1993) regarding confidentiality of records. employer's report of injury (form 19), accident investigation reports, progress reports, medical reports, copies of medical invoices, return to work instructions, legal opinions and briefs, court documents, transcripts, affidavits, photographs, correspondence, findings, recommendations Transfer official copy of claim records to the Industrial Commission in compliance with GS 97-92(a) and in accordance with Office of State Personnel procedures.
Retain in office records concerning claims filed for injuries which occurred prior to July 6, 1994, permanently. Retain in office records concerning claims filed for injuries which occurred on or after July 6, 1994, where the Industrial Commission form "Employee's Claim for Additional Compensation Pursuant to G.S. 97-25.1" (Form 18M) has been filed, permanently.
Destroy in office remaining records after 5 years, in accordance with G.S. 97-24(c).