Home / Library / Archives / Records

Development 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.


  • GU103 Annual Giving
  • GU104 Capital Campaign
  • GU105 Custodian Investment Reports
  • GU106 Donors & Prospects
  • GU107 Endowment Agreements
  • GU108 Gifts-in-Kind Reports
  • GU109 Individual Fund Balances
  • GU110 Investment Management Reports
  • GU111 Legal & Administrative
  • GU112 Life Income Agreements
  • GU113 Major and Planned Gifts
  • GU114 Property / Real Estate
  • GU115 Scholarship / Awards
  • GU116 Tax Return
  • GU117 Trust, Endowments & Annuities Funds

Development Records

Series # Series Title Series Description Items Disposition
GU103 Annual Giving Comply with applicable provisions of G.S. 105-259, G.S. 153A-148.1 and G.S. 160A-208.1 regarding confidentiality of records. correspondence, reports, financial records, brochures Destroy in office financial records after 3 closed fiscal years and when released from all audits. Transfer remaining records to University Archives after 5 years.
GU104 Capital Campaign Comply with applicable provisions of G.S. 105-259, G.S. 153A-148.1 and G.S. 160A-208.1 regarding confidentiality of records. correspondence, reports, financial records, brochures Destroy in office financial records 3 closed fiscal years after campaign ends. Transfer remaining records to University Archives after campaign ends.
GU105 Custodian Investment Reports Reports on investment performance. monthly reports, investment activities, working papers Destroy in office when administrative value ends.
GU106 Donors and Prospects Comply with applicable provisions of state and federal law regarding confidentiality of tax payer information. correspondence, names, addresses, fund names, fund numbers, biographical data, financial data, scholarship / endowment Destroy in office when administrative value ends.
GU107 Endowment Agreements Comply with applicable provisions of agreements regarding confidentiality concerning each gift. correspondence, agreements, lists Retain records regarding active endowments in office permanently. Transfer records regarding inactive endowments to University Archives.
GU108 Gifts-in-Kind Reports Comply with applicable provisions of legal agreement regarding confidentiality concerning each gift. gifts, fund, date, amount Destroy in office when administrative value ends.
GU109 Individual Fund Balances See Series Title reports, statement of changes Destroy in office when administrative value ends.
GU110 Investment Management Reports Monthly, quarterly, and annual reporting of Development money managers on funds invested and held on behalf of Development. Destroy in office 3 years after publication.
GU111 Legal and Administrative Establishment, administration and legal matters regarding Development funds. budgets, deeds, certificates of deposit, contracts, by-laws, articles of incorporation Transfer to University Archives when administrative value ends.
GU112 Life Income Agreements Life income of endowment donors. Comply with applicable provisions of G.S. 105-259, G.S. 160A-208.1 regarding confidentiality of records. legal records, reconciliation reports, annuities, trusts Retain records regarding active agreements in office permanently. Transfer records regarding inactive agreements to University Archives.
GU113 Major and Planned Gifts Coordination of gifts and giving policies. Comply with applicable provisions of G.S. 105-259 and G.S. 160A-208.1 regarding confidentiality of records. correspondence, reports, financial records, acceptance policies, legal opinions Transfer to University Archives when administrative value ends.
GU114 Property / Real Estate Owned, sold, swapped, and transferred. Leases, deeds, construction, insurance, tax evaluations, maps, surveys Transfer to University Archives when property is disposed of.
GU115 Scholarship / Awards Creation and distribution of scholarship and awards. Comply with applicable provisions of 20 U.S.C. 1232g, G.S. 105-259, G.S. 153A-148.1, and G.S. 160A-208.1 regarding confidentiality of tax and other records. correspondence, acknowledgement of gifts, conditions of scholarship, applications, recommendations, names of recipients, accounting records, photographs Destroy in office financial records after 3 closed fiscal years. Transfer remaining records to University Archives when administrative value ends.
GU116 Tax Return See Series Title signed tax returns Retain signed tax returns in office permanently.
GU117 Trust, Endowments and Annuities Funds Records concerning the administration of university trust, endowments and annuities. correspondence, reports, accounting statements Retain in office permanently.