general records retention and disposition schedule

Welcome to the University of North Carolina at Chapel Hill and University of North Carolina General Administration records retention schedule. Below, you can navigate the introductory sections of the schedule as well as the records series themselves. If you have any questions please send us an email.

A PDF copy of the schedule is also available.

introduction

• What is a Records Retention and Disposition Schedule?

• A records retention and disposition schedule is a document used to identify and manage the records that document the activities and history of an organization. It identifies and classifies the records created, received, and used by the organization and provides instructions on how long they need to be retained for legal, fiscal, and historical purposes.
  
  This records retention and disposition schedule is a tool for employees of The University of North Carolina at Chapel Hill to use when managing the records of the University. It lists records found in the administrative, academic, and health affairs units of the University and gives an assessment of their value by indicating if, and when, they should be destroyed or transferred to University Archives.
  
  This schedule is also an agreement between the unit, University Archives and Records Management Services (UARMS), and the North Carolina Department of Cultural Resources (DCR). It supersedes all previous records retention and disposition schedules that may have been created for individual units; and serves all administrative, academic, and health affairs units of the University.

• Organization of the Schedule

• This records retention and disposition schedule is organized by business functions carried out by the University into eighteen broad groups. These groups are listed alphabetically in the Table of Contents and refer to the purpose of the records, not the name of the unit they are created or used by.
  
  Within the functional groups, the schedule is further organized into more specific records series. These series name, describe, provide examples, and set forth disposition instructions for each type of record. Again, these series refer to the purpose of the records, not the name of the unit they are created or used by. Records series are numbered with a unique identifier to allow University staff to quickly reference specific series in the schedule.
  
  It is important to remember that the records retention and disposition schedule applies to all records made or received in connection with the transaction of University business, regardless of format, unless otherwise specified.

• Using the Schedule

• Nearly every unit of the University creates, receives, or uses records. Therefore, every unit should be familiar with the Records Retention and Disposition Schedule and how to use it to manage these records.
  
  The name of each records series reflects the purpose of the records. If you do not know the name of the records series you are looking for, use the Table of Contents to identify the functional group the series should be found within.
  
  Because this records retention and disposition schedule applies to all administrative, academic, and health affairs units at the University it contains information that some employees will not need to use. It is the responsibility of the employee to determine which records series apply to the records created and used within your unit and follow the disposition instructions for those records.
  
  It is important to remember that the records retention and disposition schedule applies to all records created or used by the University, regardless of format, unless otherwise specified.
  
  If you are using an electronic copy of the schedule you can also use CTRL + F (or Command + F on a Mac) to search for specific words or text.

• Format

• Each records series is formatted as follows. The italicized text below, e.g. “Confidentiality” and “Office of Record,” is not always applicable, and does not appear in every records series.

  • Series number. Title of Records series
    Series description. Usually contains a statement addressing the purpose of the records as well as a list of specific examples of records that this series may include.
    
    Confidentiality: Statement of confidentiality (if applicable)
    
    Office of Record: Name of office of record (if applicable)
    
    Note/See Also: Other comments (if applicable)
    
    Disposition Instructions: Designates the period(s) of time that the records contained in this series must be retained and disposition instructions for these records.
    
    REFERENCE COPY:
    
    Also designates the retention periods and disposition instructions for reference copies of records contained in this series (if applicable).

• Protecting Confidential Information

• Some records series contain a confidentiality statement and this image of a lock. The presence of these elements means that some of the records within this series could contain sensitive or confidential information that may need to be protected. Records that contain sensitive information must be stored in a secure area, such as a locked room or locked filing cabinet, or in a password protected electronic file or secure server. Additionally, records that contain sensitive information must be destroyed in a way that ensures that confidentiality of these records will be preserved. Please contact UARMS staff at (919) 962-6402 or recman@unc.edu for guidance or recommendations on keeping records secure and the confidential destruction of records.
  
  Keep in mind that ALL University records are created in the way that best meets its business needs and therefore may contain protected, sensitive, or confidential information that may not be identified by the included confidentiality statement.

• Important Terms Used in the Schedule

• Public Record – N.C. General Statutes Chapter 132, the North Carolina Public Records Act, provides this definition of public records: “Public record" or "public records" shall mean all documents, papers, letters, maps, books, photographs, films, sound recordings, magnetic or other tapes, electronic data-processing records, artifacts, or other documentary material, regardless of physical form or characteristics, made or received pursuant to law or ordinance in connection with the transaction of public business by any agency of North Carolina government or its subdivisions. Agency of North Carolina government or its subdivisions shall mean and include every public office, public officer or official (state or local, elected or appointed), institution, board, commission, bureau, council, department, authority or other unit of government of the State or of any county, unit, special district or other political subdivision of government.
  
  Office of Record – the organization or administrative unit that is officially designated for the maintenance, preservation, and disposition of a record.
  
  Record Copy – a record held by an office that is the official keeper of that record for the University.
  
  Reference Copy – a record held by an office for its own reference that is not the official record for the University.
  
  Litigation Hold – a direction halting the scheduled destruction of any records that are potentially relevant to litigation, investigation, audit, or other official action.
  
  Sensitive or Confidential Information – information that is personal or confidential as defined by federal or state law and should be protected from public scrutiny.

• Important Legislation Referred to in the Schedule

• N.C. General Statutes Chapter 132 (Public Records Act) - see text of legislation and UARMS guidance
  
  N.C. General Statutes Chapter 126 (State Personnel Act) – a State law which protects access to certain personnel records.
  
  20 U.S.C. 1232g Family Educational Rights and Privacy Act of 1974 (FERPA) – a federal law that protects the privacy of student education records. The law applies to all schools that receive federal funds under an applicable program of the U.S. Department of Education.
  
  42 U.S.C. 1320d-2(d)(2) Health Insurance Portability and Accountability Act of 1996 (HIPAA) – a federal law that protects the confidentiality of personal health information.
  
  Please note that not all legislation cited or referred to in the Schedule is included in this list. See specific series for additional information.

• More Information

• If you have questions or need additional help using the Records Retention and Disposition Schedule please contact UARMS staff. You can also visit our records management hub to learn more about the other services we offer, such as records management training, consultations, and procedures for transferring records to University Archives.

functional groupings

• 1. Administrative Records

• 1.1 Academic Program Records
  Records documenting the University’s academic programs. This series may include but is not limited to: program proposals, program descriptions, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives after 5 years.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 5 years.

  1.2 Accreditation Records
  Records documenting the accreditation process for the University and/or its schools, colleges, programs, and departments by the Southern Association of Colleges and Schools (SACS) or other accreditation bodies. This series may include but is not limited to: reports, questionnaires, guides, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Permanent for final report. Transfer 1 copy of final report to the custody of University Archives after accreditation process ends.
  b. Destroy in office remaining records when reference value ends.

  1.3 Activities and Events Records
  Records documenting activities and events that are initiated or sponsored by the University, and the efforts of individual units to provide informative sessions, short courses, workshops, training programs, excursions, and celebratory events for the University community. This series may include but is not limited to: planning materials, reports, promotional and publicity materials, schedules, bulletins, memorandums, circulars, invitations, announcements, press releases, news clippings, presentation materials, registration and attendance lists, evaluations, photographs, video and audio recordings, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Permanent for planning materials, reports, promotional and publicity materials, press releases, photographs, audio and video recordings, and schedules of speakers and activities. Transfer to the custody of University Archives after 5 years.
  b. Destroy in office remaining records after 5 years.

  1.4 Administrative Records
  Records documenting administrative and official operations of an individual office. This series may include but is not limited to: reports, memorandums, directives, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives after 5 years or when reference value ends.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  1.5 Advisory Board Records
  Records documenting the actions of unit advisory boards, including Boards of Visitors. This series may include but is not limited to: minutes, announcements, policies, reports, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives after 5 years.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 2 years or when reference value ends.

  1.6 Audio and Visual Recordings
  Recordings produced by and for the University documenting events, interviews, and other University-sponsored and related activities. This series may include but is not limited to: films, videotapes, audiotapes, DVDs, CDs, and other formats of audio and visual recordings.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives after 5 years.

  

  1.7 Audit Investigation Records
  Records documenting investigations conducted by UNC’s internal auditors and the State Auditor. This series may include but is not limited to: final reports, close out letters, misuse reports (reference), incident reports (reference), working papers, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 120-166.6 (i), 97-92(b), 132-1.1 and 132-1.4 regarding confidentiality of legal-counsel reports and police reports.
  
  Office of Record: Office of University Counsel maintains copies of state property incident reports for misuse filed with the State Bureau of Investigation. Department of Public Safety maintains official incident reports. Internal Audit maintains investigation records.
  
  See Also: Litigation Records
  
  Disposition Instructions:
  a. Destroy in office final reports and close out letters after investigation has been closed for 2 years.
  b. Destroy in office remaining records after investigation has been closed for 2 years, and when any litigation associated with the investigation is completed.

  1.8 Awards and Honors Records
  Records documenting faculty, staff, student, and alumni awards that are not associated with grants. This series may include but is not limited to: applications, nominations, criteria, transcripts, curriculum vitae, press releases, funding data, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23,126-24 regarding confidentiality of personnel records, and 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions:
  a. Permanent for eligibility terms and selection criteria, award history and information on funding sources, award notifications, summary list of winners, biographies of winners, and press releases. Transfer to the custody of University Archives after 5 years.
  b. Destroy in office remaining records after 1 year.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  1.9 Board of Governors Records
  Records documenting the actions of the UNC Board of Governors and associated committees. This series may include but is not limited to: minutes, resolutions, reports, agendas, attachments, pre-meeting binders, planning documents, and related documentation and correspondence.
  
  See Also: University of North Carolina Policy Manual Records
  
  Disposition Instructions:
  a. Permanent for final bound minutes, resolutions, official actions of the Board of Governors, pre-meeting binders, and meeting handouts. Transfer to the custody of University Archives after 5 years.
  b. Permanent for electronic copies of final meeting minutes and associated attachments. Retain in office permanently and maintain on appropriate website for public access.
  c. Destroy in office remaining records after 5 years.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 5 years.

  1.10 Board of Trustees Records
  Records documenting the actions of the UNC-Chapel Hill Board of Trustees. This series may include but is not limited to: minutes, announcements, policies, reports, and related documentation and correspondence.
  
  Office of Record: Secretary of the University.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives after 5 years.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 2 years and when reference value ends.

  1.11 Calendar of Events
  Calendars used for keeping track of activities and events across campus.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives when published.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  

  1.12 Committee, Council, and Task Force Records
  Records documenting the actions of committees, councils, or task forces appointed, elected or ad hoc that are concerned only with administrative matters within the University. This series may include but is not limited to: minutes, notifications of meetings, agendas, reports, briefing materials, working papers, photographs, correspondence, and related documentation.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23,126-24 regarding confidentiality of personnel records. Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions:
  a. Permanent for minutes, agendas, reports, photographs, and correspondence. Transfer to the custody of University Archives after 3 years.
  b. Destroy in office remaining records after 5 years if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  1.13 Complaint Records
  Records documenting complaints concerning services. This series may include but is not limited to: complaints and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 3 years, if no litigation, claim, audit, or official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of the issues involved.

  1.14 Conference, Training Program, and Workshop Records
  Records documenting conferences, training programs, and workshops conducted by units or attended by representatives of the University. This series may include but is not limited to: agendas, handouts, training materials, travel, evaluations, reports, contracts, registrations, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Permanent for records of conferences, training programs, and workshops conducted by units. Transfer records to the custody of University Archives after 5 years.
  b. Destroy in office remaining records when reference value ends.

  

  1.15 Conflict of Interest Records
  Records documenting the policies of the Board of Governors and constituent institutions on holding political office, dual appointments, and other external positions or work that may present conflicts of interest. This series may include but is not limited to: petitions of candidates, legal opinions, publications, policies, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Note: Actions taken in response to petitions from candidates will be reflected in the Board of Governors Minutes maintained by the Office of the Secretary.
  
  Disposition Instructions:
  Permanent. Transfer records to the custody of University Archives after 5 years.

  1.16 Contracts, Agreements, and Leases Records
  Records concerning services, facilities, and equipment used by units. This series may include but is not limited to: draft and final copies of contracts, agreements, leases, and related documentation and correspondence.
  
  Office of Record: Purchasing Services maintains contracts, agreements, and leases paid by purchase orders. The Property Office maintains contracts, agreements, and leases signed by the Vice Chancellor for Finance and Administration. Individual unit maintains contracts, agreements, and leases fully funded and paid by foundation monies and exempt from procurement regulations.
  
  Disposition Instructions:
  a. Destroy in office 5 years after expiration of all rights and obligations provided for by the agreement, including those surviving termination of the agreement, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  b. For sealed agreements, destroy in office 10 years after expiration of all rights and obligations provided for by the agreement, including those surviving termination of the agreement, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  1.17 Copyright Records
  Records documenting and related to the preparation, filing, and maintenance of copyrights owned by the University. This series may include but is not limited to: applications, registrations, notices, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer to the custody University Archives when copyright expires or is not renewed.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 5 years.

  1.18 Election Records
  Records documenting elections held by various faculty and staff organizations. This series may include but is not limited to: ballots, tabulations, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 1 year.

  

  1.19 Faculty Governance Records
  Records documenting the actions of faculty governance bodies, such as the faculty senate or council and committees. This series may include but is not limited to: minutes and attachments, correspondence, reports, faculty code, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24, regarding confidentiality of personnel records. Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions:
  Permanent. Transfer records to the custody of University Archives after 5 years.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  

  1.20 Hold Harmless, Liability Waiver, and Release Records
  Records documenting the release of the University or its units from liability related to various activities involving students, faculty, and staff. This series may include but is not limited to: hold harmless, waiver, and release forms, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-1.1 regarding confidentiality of legal opinions. Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24, regarding confidentiality of personnel records.
  
  Disposition Instructions:
  Destroy in office 5 years after event for which form was signed if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  1.21 Insurance Records
  Records documenting insurance obtained for University property, liability, and other related insurance policies. This series may include but is not limited to: policies on buildings, property, personnel, and related documentation and correspondence.
  
  Office of Record: Materials Support Department, Risk Management Services.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives after 5 years.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  1.22 Federal Communications Commission (FCC) License Records
  Records documenting licensing by the Federal Communications Commission of the university’s broadcast and broadband services. File includes license applications, renewals, and supporting documentation; copies of licenses; reports; operations permits; employment statistics; broadcast logs; correspondence and other related records.
  
  Disposition Instructions:
  a. Permanent for documentation related to license applications and renewals, final reports, operations permits, employment statistics, and correspondence. Transfer to the custody of University Archives 10 years after expiration of license.
  b. Destroy in office remaining records 10 years after expiration of license.

  1.23 Lectures and Lecture Series Records
  Records documenting the development and history of special lectures and continuing lectureships devoted to a variety of topics and disciplines sponsored by the University or its units. This series may include but is not limited to: lecture committee notes, memoranda, planning materials, information on funding, financial support and honoraria records, patron information, programs, announcements, information on catering arrangements, news releases, transcripts, photographs, audio and video recordings, and correspondence and related documentation.
  
  Disposition Instructions:
  a. Permanent for lecture committee notes, memoranda, planning materials, programs announcements, news releases, transcripts, audio and video recordings, photographs, and correspondence. Transfer to the custody of University Archives after 10 years.
  b. Destroy in office remaining records after 10 years.

  

  1.24 Legal Counsel Records
  Records documenting legal opinions and counsel provided by the Division of Legal Affairs and Office of University Counsel. This series may include but is not limited to: minutes, notifications, reports, legal opinions, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-1.1 regarding confidentiality of legal opinions. Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions:
  a. Permanent for minutes, notifications, reports, legal opinions, and correspondence. Transfer to the custody of University Archives after 5 years.
  b. Destroy in office remaining records after 5 years.

  

  1.25 Litigation and Appeals Records
  Records documenting litigation filed against or on behalf of UNC-General Administration or the Board of Governors, or UNC-Chapel Hill or the Board of Trustees, and appeals to these entities. This series may include but is not limited to: trial preparation records, legal opinions, pleadings, copies of records of the courts, final decisions, summary statements, appeals, and related documentation and correspondence.
  
  Office of Record: Division of Legal Affairs (UNC-General Administration), Office of University Counsel (UNC-Chapel Hill).
  
  Confidentiality: Comply with applicable provisions of G.S. 132-1.1 regarding confidentiality of legal opinions. Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with G.S. 126 regarding confidentiality of personnel records.
  
  Disposition Instructions:
  a. Permanent for records of cases resulting in major policy modification, or cases considered historical. Transfer pleadings, final decisions, copies of records of the courts, and summary statements to the custody of University Archives 5 years after all litigation, appeals, claims, audits, or other actions have been completed and all pending actions resolved.
  b. Destroy in office remaining records 5 years after final decision.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office 5 years after all litigation, appeals, claims, audits, or other actions have been completed and all pending actions resolved.

  1.26 News Releases and Public Relations Records
  Records documenting the promotion of the University and University activities through informational materials. This series may include but is not limited to: photographs, press kits, press releases, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives after 5 years.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  1.27 Notary Public Records
  Records documenting University-related notary transactions completed by a notary public employed by UNC-Chapel Hill and UNC-GA. UNC-Chapel Hill and UNC-GA may retain log books by agreement with the notary public after their separation from University employment. This series may include but is not limited to: log books, templates, seals, and related documentation and correspondence.
  
  Note: Comply with applicable provisions of G.S. 10B (Notary Public Act).
  
  Disposition Instructions:
  a. Comply with G.S. 10B-36(a) for final disposition of seal.
  b. Destroy remaining records in office 7 years after date of notary public’s commission expiration.

  1.28 Open Meetings Law Records
  Records documenting open meetings and the administration of open meeting policy at UNC pursuant the North Carolina Open Meetings law. This series may include but is not limited to: open meeting summaries, open meeting notifications, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives after 5 years.

  1.29 Organization and Association Records
  Records documenting the actions of faculty, student, staff, and professional organizations and associations within or with significant interaction with the University and its units. Includes announcements, minutes, publications, reports, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives after 5 years.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  1.30 Organizational Charts
  Organizational charts showing the hierarchy and reporting structure of UNC-Chapel Hill and UNC-GA and its units.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives when superseded or obsolete.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  1.31 Patent Records
  Records documenting and related to the preparation, filing, maintenance of, and rights granted by patents owned by the University. This series may include but is not limited to: patents, applications, notice of award, and related documentation and correspondence.
  
  Office of Record: Office of Technology Development
  
  Disposition Instructions: Permanent. Transfer to the custody University Archives when patent expires.

  1.32 Photographs
  Photographs of University events, people, places, and things. This series may include but is not limited to: photographic prints, negatives, print indexes, and digital images.
  
  Disposition Instructions:
  a. Permanent for institutionally accepted pictures documenting historic events and people. Transfer to the custody of University Archives when reference value ends.
  b. Destroy in office remaining records when reference value ends.

  1.33 Policies and Procedures Records
  Records documenting administrative policies and procedures of the University and its units written by the unit and concerning the unit. This series may include but is not limited to: draft and final copies of policies and procedures, supporting documentation, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Permanent for final policy and/or procedure. Transfer to the custody of University Archives when superseded or obsolete.
  b. Destroy in office remaining records 1 year after policy and/or procedure adopted.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when superseded or obsolete.

  1.34 Post-Secondary Institution Licensure Records
  Records concerning licensure of nonpublic post-secondary and post-secondary–exempt institutions offering degrees within North Carolina. Includes correspondence, applications, annual reports, reviews, exemption request forms, accreditation information, accreditation records, applications, reviews, approval notifications, waivers and other related records.
  
  Note: This series does not include waiver forms from schools approved prior to 1972.
  
  Disposition Instructions:
  a. Permanent for licensure records. Transfer all approved licensure records to University Archives 5 years after superseded or obsolete.
  b. Permanent for pending licensure records. Transfer all pending licensure records to University Archives 5 years after date of last activity.
  c. Permanent for waiver records. Transfer all post-secondary institution waiver records to University Archives when institution ceases operation in North Carolina.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  1.35 Professional Membership Records
  Records documenting institution-paid individual and unit memberships to and activities in professional organizations. This series may include but is not limited to: applications for membership, certification of membership, documentation of activities, and related correspondence.
  
  Disposition Instructions: Destroy in office after 3 years.

  1.36 Public Records Request Records
  Records documenting requests to access records of UNC-Chapel Hill and UNC-GA pursuant to G.S. Chapter 132. This series may include but is not limited to: public records requests, reference copies of legislation relating to records access, guidelines, responses, and related documentation and correspondence.
  
  See Also: Litigation and Appeals Records
  
  Office of Record: Office of University Counsel, Office of Human Resources, Registrar’s Office, Public Safety Department
  
  Disposition Instructions:
  a. Destroy in office public records requests 3 years after last action, if no litigation, claim, audit, or official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  b. Destroy in office remaining records after reference value ends.

  1.37 Publications
  Publications prepared by the University or private organization, consultant, or research firm under contract or the supervision of the University. This series may include but is not limited to: reports, directories, statistical compendia, bibliographies, maps, regulations, newsletters, pamphlets, brochures, periodicals, bulletins, compilations, and registers.
  
  Note: These publications do not include administrative documents used only within the University, or documents produced for instructional purposes not for sale or publication. Only final publications are retained permanently.
  
  Disposition Instructions:
  a. Transfer ten copies of unit’s publications (not for sale) and five copies of unit’s publications (for sale) to UNC-Chapel Hill Publication Services, CB #6200 (962-3761), when received from printers, to be forwarded to the State Documents Clearinghouse, North Carolina State Library in accordance with the G.S. 125-11.7 and 125-11.8.
  b. For unit’s publications available only on the Web or for non-Web digital-only publications, provide UNC-Chapel Hill Publication Services with a list of URL's for Web-based publications, or a copy of non-Web digital-only publications to be forwarded to the State Documents Clearinghouse, North Carolina State Library in accordance with the G.S. 125-11.7 and 125-11.8.
  c. Transfer one copy of each unit’s publication to the North Carolina Collection, CB #3930 (962-1172).
  d. Transfer one copy to the custody of University Archives when reference value ends.

  1.38 Reports
  Reports documenting the activities of the University and its units. This series may include but is not limited to draft and final copies of reports, and supporting documentation.
  
  Disposition Instructions:
  a. Permanent for final report. Transfer to the custody of University Archives after 5 years.
  b. Destroy in office drafts and remaining records one year after final report submitted.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  

  1.39 Scholarships and Awards Records
  Records documenting the creation and distribution of scholarships and awards. This series may include but is not limited to: acknowledgement of gifts, conditions of scholarship, applications, recommendations, names of recipients, accounting records, photographs, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records, and G.S. 105-259, G.S. 153A-148.1, and G.S. 160A-208.1 and G.S. 132-1.1(b) regarding confidentiality of tax and related records.
  
  Disposition Instructions:
  a. Destroy in office financial records after 3 closed fiscal years.
  b. Permanent for remaining records. Transfer to the custody of University Archives when reference value ends.

  1.40 School and Lender Program Review Records (State Education Assistance Authority)
  Records documenting the program review process for UNC system schools and student loan lenders. This series may include but is not limited to: copies of review objectives, interview notes, analyses, correspondence, findings and recommendations, reports, and related documentation and correspondence.
  
  Office of Record: State Education Assistance Authority
  
  Disposition Instructions: 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 in office after completion of action and resolution of issues involved.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  1.41 Scrapbooks
  Scrapbooks made or collected by the unit to document history of the unit or organization. This series may include but is not limited to: scrapbooks and similar compilations.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives when reference value ends.

  1.42 Self-Study Records
  Records documenting self-studies conducted by units to identify and describe unit goals and performance over time. This series may include but is not limited to: program reviews, reports, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives upon completion of the self-study.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  1.43 Speeches, Statements, and Addresses
  Records documenting speeches, statements, addresses, and presentations written and delivered by institutional faculty and staff in connection with institutional business. This series may include but is not limited to: final copies, audio and video recordings, drafts, source materials, and working papers.
  
  Disposition Instructions:
  a. Permanent for final copies and recordings. Transfer to the custody of University Archives when reference value ends.
  b. Destroy in office remaining records when reference value ends.

  1.44 Special Activity Records
  Records documenting the activities of a unit which are performed in addition to its regular or main functions. Examples may include the completion of surveys and questionnaires, compilation of special studies for professional or academic associations, and special mailings. This series may include but is not limited to: arrangements documentation, working papers, questionnaires, survey forms, study designs, reports, correspondence, and related documentation.
  
  Disposition Instructions: Permanent. Transfer records to the custody of University Archives 5 years after completion of special project.

  1.45 Staff and Faculty Meeting Records
  Records documenting unit staff and faculty meetings. This series may include but is not limited to: agendas, minutes, reports, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives after 5 years.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  1.46 State Education Assistance Authority (SEAA) Board of Directors Meeting Records
  Records documenting the activities of the SEAA Board of Directors. This series may include but is not limited to: minutes, resolutions, reports, agendas, attachments, meeting materials and planning documents, and related documentation and correspondence.
  
  Office of Record: SEAA
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives after 5 years.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  

  1.47 Tort Claim Records
  Records documenting legal claims of and resulting actions due to accidents, damages, or injuries on UNC grounds or in UNC buildings. This series may include but is not limited to: claims, reports, settlements, and related documentation and correspondence.
  
  Confidentiality: Comply with G.S. 132-1.1 regarding confidentiality of legal opinions.
  
  Office of Record: Office of University Counsel maintains all official legal records.
  
  Disposition Instructions: Destroy in office 5 years after case is closed if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  1.48 Trademark Records
  Records related to preparation, filing, maintenance, and rights related to trademarks registered by the University. This series may include but is not limited to: applications, registration, notices, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives when trademark expires or is not renewed.

  

  1.49 UNC Press Administrative Records
  Records documenting the actions of and manuscripts published by UNC Press. This series may include but is not limited to: proposals, reviews, marketing plans, author questionnaires, contracts, contributor and editor agreements, and related documentation and correspondence.
  
  Confidentiality: Comply with provisions of 5 U.S.C. § 552a (U.S. Privacy Act of 1974) regarding confidentiality of social security numbers and other personal data. Comply with applicable provisions of G. S. 132-1.2(1) a-d regarding the protection and confidentiality of trade secrets.
  
  Office of Record: UNC Press
  
  Disposition Instructions: Permanent. Transfer records to the custody of University Archives when reference value ends.

  1.50 UNC Press Publications
  ublications of UNC Press maintained as the official press publication archive. This series may include but is not limited to: copies of publications.
  
  Office of Record: UNC Press
  
  Disposition Instructions: Permanent. Transfer one copy of each publication to the custody of University Archives after publication.

  

  1.51 UNC Press Royalty Records
  Records documenting payments due to authors for the sale of books published by UNC Press. This series may include but is not limited to: sales figures, payment invoices, and related documentation and correspondence.
  
  Confidentiality: Comply with provisions of 5 U.S.C. § 552a (U.S. Privacy Act of 1974) regarding confidentiality of social security numbers and other personal data. Comply with applicable provisions of G.S. 132-1.2(1) a-d regarding the protection and confidentiality of trade secrets.
  
  Office of Record: UNC Press
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives when reference value ends.

  1.52 UNC-TV Production Records
  Videos produced and purchased by UNC-TV and related documentation. Includes program or package edit masters and pre-selected raw footage audio and visual recordings (b-roll). This series may include but is not limited to: audio and visual recordings, program planning documentation, promotional materials, press kits, and related documentation and correspondence. For contracts, agreements, and leases, refer to “Contracts, Agreements, and Leases Records” above.
  
  Office of Record: UNC-TV
  
  See Also: Contracts, Agreements, and Leases Records; Media Equipment and Production Records
  
  Disposition Instructions:
  Permanent for promotional materials and press-kits. Transfer to the custody of University Archives 5 years after end of program, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  b. For audio and visual recordings produced by UNC-TV, contact University Archives to make an evaluation of edit masters and raw footage available for transfer to University Archives when administrative value has ended before erasing/destroying edit masters and raw footage of locally produced video previously selected for long-term retention by UNC-TV staff.
  c. For Broadcast (Air Checks) Tapes, erase/destroy in office videos in tape and/or digital formats after 31 days.
  d. Destroy in office video files purchased or co-produced by UNC-TV according to contract requirements or instructions from the copyright owner.
  e. Destroy in office remaining records 5 years after end of program, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  1.53 University of North Carolina Policy Manual Records
  Records documenting UNC-GA policies, regulations, and guidelines for professionalism, ethics, and operations. This series may include but is not limited to: draft and final copies of the Policy Manual (including the Code), supporting documentation, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Permanent for final copy of University Code. Transfer to the custody of University Archives when superseded or obsolete.
  b. Destroy in office remaining records when reference value ends.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when superseded or obsolete.

  

  1.54 Visiting Scholar Program Records
  Records documenting academic programs which allow one or more visiting scholars to assume residence on campus for an academic year or a shorter duration. This series may include but is not limited to: advertisements, applicant data, arrangements and schedules, publicity and news clippings, presentation transcripts or published works, documentation (including audio recordings) of scholars' activities, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23,126-24 regarding confidentiality of personnel records. Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions:
  a. Permanent for applicant data, publicity, presentation transcripts, and documentation of scholars' activities. Transfer to the custody of University Archives after 3 years.
  b. Destroy in office remaining records after 3 years.

• 2. Curriculum and Instruction Records

• 2.1 Class Schedules
  Records documenting the formulation of class schedules by academic units for inclusion in schedule of classes. This series may include but is not limited to: the final edition of the schedule of classes, requests from units for class offerings, deviation from schedule forms, course schedule maintenance forms, requests for class changes, working papers, and related documentation and correspondence.
  
  Office of Record: Office of the University Registrar, School of Medicine Registrar, and Center for Continuing Education.
  
  Disposition Instructions:
  a. Permanent for official copy of schedule of classes. Transfer to the custody of University Archives when reference value ends.
  b. Destroy in office any remaining records after 1 year.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  2.2 Course Catalog
  Records documenting the publication of the Course Catalog, a bound or electronic document describing courses offered by the University, and listing program and degree requirements. This series may include but is not limited to: draft and final copies of the Course Catalog, and related documentation and correspondence.
  
  Office of Record: Office of the University Registrar and School of Medicine Registrar.
  
  Disposition Instructions:
  a. Permanent for final copy of the Course Catalog. Transfer 1 copy to the custody of University Archives when published. Retain 1 copy in Office of the University Registrar permanently. Transfer 10 or more copies (as required) of each publication to the State Documents Clearinghouse, State Library of North Carolina, in accordance with GS 125-11.8(b).
  b. Destroy in office remaining records when reference value ends.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when superseded or obsolete.

  2.3 Course Development and Proposal Records
  Records documenting the development of courses and curricula for units. This series may include but is not limited to: course descriptions, course materials, justifications, projected schedules, committee minutes, reports, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer records to the custody of the University Archives after 5 years.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  2.4 Course Listings Records
  Records (including reference copies) documenting courses currently offered by units and concerning course listings. This series may include but is not limited to: course schedules, enrollment numbers, and related documentation and correspondence.
  
  Office of Record: Office of the University Registrar, School of Dentistry Registrar School of Law Registrar, and School of Medicine Registrar. Disposition Instructions: Destroy in office when reference value ends.

  2.5 Distance Education Records
  Records documenting the development and implementation of distance education programs. This series may include but is not limited to: reports, procedure directives, policies, budgets, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer records to the custody of University Archives after 5 years.

  2.6 International Student Program Records
  Records documenting the administration and participation in international programs by UNC system schools. This series may include but is not limited to: system memoranda of understanding and international agreements with institutions of higher education and research in other countries signed by the UNC President on behalf of all the campuses, reports, statistical data, and related documentation and correspondence.
  
  Note: This series does not include individual student participation in programs.
  
  Disposition Instructions:
  a. Permanent. Transfer memorandum of understanding and international agreements to the custody of University Archives upon expiration and when reference value ends.
  b. Permanent. Transfer remaining records to the custody of University Archives after 5 years and when reference value ends.

  2.7 Media Equipment and Production Records
  Records documenting the purchase, receipt, and subsequent scheduling and distribution of media productions and/or equipment. This series may include but is not limited to: equipment requests, letters of permission to use copyrighted materials, distribution schedules, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Destroy in office 5 years after expiration of all rights and obligations provided for by the agreement, including those surviving termination of the agreement, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  b. For sealed agreements, destroy in office 10 years after expiration of all rights and obligations provided for by the agreement, including those surviving termination of the agreement, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  2.8 New Degree Proposal Records
  Records documenting new degree offerings proposed under schools and programs. This series may include but is not limited to: proposals, descriptions, justifications, projected schedules, and related documentation and correspondence.
  
  Office of Record: The Division of Academic Affairs (UNC-GA) retains the official requests for new degree programs.
  
  Disposition Instructions:
  a. Permanent for proposals. Transfer to the custody of University Archives after 5 years.
  b. Destroy in office remaining records when reference value ends.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  2.9 Non-Academic Program and Course Registration Records
  Records documenting the proposal of non-academic programs or course offerings, such as special instructional and support courses offered to University employees and community members, and registration of participants in non-academic programs or course offerings. This series may include but is not limited to: proposals, participant registration forms, receipts for payments, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Permanent for program proposals. Transfer to the custody of University Archives after 5 years.
  b. Destroy in office course registration records 1 year after completion of program.

  2.10 Program Records (Historical)
  Records documenting programs historically offered by the unit. This series may include but is not limited to: program proposals, descriptions, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 5 years.

  2.11 Syllabi and Outlines Records
  Records (including reference copies) documenting each course taught by the unit. This series may include but is not limited to: draft and final copies of course syllabi and outlines, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office when reference value ends.

  2.12 Textbook Request and Order Records
  Records documenting requests and orders for textbooks and other reference materials. This series may include but is not limited to: orders, request forms, and related documentation and correspondence.
  
  Office of Record: Student Stores, Textbook Department.
  
  Disposition Instructions: Destroy in office after released from all audits.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 2 closed fiscal years.

• 3. Development and Alumni Records

• 3.1 Alumni Association Records
  Records documenting the University’s and individual units’ alumni associations. This series may include but is not limited to: publications, reports, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer records to the custody of University Archives after 5 years, or when reference value ends.

  3.2 Alumni Lists
  Lists of names, addresses, phone numbers, and other contact information of University alumni. This series may include but is not limited to: lists.
  
  Disposition Instructions: Destroy in office when superseded or obsolete.

  

  3.3 Annual Giving Fund Records
  Records documenting the actions of the University’s annual giving fund. This series includes but is not limited to: reports, financial records, brochures, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 105-259, G.S. 153A-148.1, and G.S. 160A-208.1 regarding confidentiality of records.
  
  Disposition Instructions:
  a. Destroy in office financial records after 3 closed fiscal years and when released from all audits.
  b. Permanent. Transfer remaining records to the custody of University Archives after 5 years, or when reference value ends.

  

  3.4 Capital Campaign Records
  Records documenting the actions of University capital campaigns. This series includes but is not limited to: reports, financial records, brochures, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 105-259, G.S. 153A-148.1 and G.S. 160A-208.1 regarding confidentiality of records.
  
  Disposition Instructions:
  a. Destroy in office financial records 3 closed fiscal years after campaign ends.
  b. Permanent for remaining records. Transfer records to the custody of University Archives after campaign ends.

  

  3.5 Donor and Prospect Records
  Records documenting information on individual donors and prospective donors. This series may include but is not limited to: files on donors and prospects that contain contact information, fund names, fund numbers, biographical data, financial data, scholarship or endowment documentation, notes, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of State and federal law regarding confidentiality of tax payer information.
  
  Disposition Instructions: Destroy in office when reference value ends.

  

  3.6 Foundation and Endowment Records
  Records documenting private sources of funding at the University. This series may include but is not limited to: financial reports, legal contracts, agreements, lists, funding source descriptions, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of legal agreements regarding confidentiality concerning each gift.
  
  Disposition Instructions: Permanent. Transfer records to the custody of University Archives after 5 years.

  3.7 Friends Records
  Records documenting the efforts of special interest support groups to establish relationships with community agencies, individuals, businesses, and groups to gain their assistance with the development and coordination of institutional programs. This series may include but is not limited to: establishing documents, bylaws, reports, brochures, newsletters, publications, meeting agendas, minutes, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer records to the custody of University Archives when reference value ends.

  

  3.8 Gifts-in-Kind Records
  Records documenting gifts-in-kind to the University. This series may include but is not limited to: gifts, fund, date, amount, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of legal agreements regarding confidentiality concerning each gift.
  
  Disposition Instructions: Destroy in office when reference value ends.

  3.9 Individual Fund Balances Records
  Records documenting the administration and management of individual funds. This series may include, but is not limited to: reports, statement of changes, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office when reference value ends.

  3.10 Investment Management Reports
  Records documenting the actions of money managers on funds invested and held on behalf of University development. This series may include but is not limited to: monthly, quarterly, and annual reports.
  
  Disposition Instructions: Destroy in office 3 years after publication.

  

  3.11 Library Donor and Donation Records
  Records documenting donor information and materials donated to the library. This series may include but is not limited to: annual donor statistics, donor and donation forms, agreements, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of legal agreement regarding confidentiality of records concerning each gift.
  
  Disposition Instructions: Permanent. Transfer records to the custody of University Archives after 15 years.

  

  3.12 Life Income Agreements Records
  Records documenting the life income of endowment donors. This series may include but is not limited to: legal records, reconciliation reports, annuities, trusts, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 105-259, G.S. 160A-208.1 regarding confidentiality of records.
  
  Disposition Instructions: Transfer records to the custody of University Archives when agreement becomes inactive or when reference value ends.

  

  3.13 Major and Planned Gifts Records
  Records documenting the coordination of gifts and giving policies. This series may include but is not limited to: reports, financial records, acceptance policies, legal opinions, and related documentation and correspondence.
  
  Confidentiality: Confidentiality: Comply with applicable provisions of G.S. 105-259 and G.S. 160A-208.1 regarding confidentiality of records.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives when reference value ends.

  3.14 Trust, Endowment, and Annuity Funds Records
  Records documenting the administration and management of University trust, endowment, and annuity funds. This series may include but is not limited to: reports, statements, and related documentation and correspondence.
  
  Disposition Instructions: Retain in office permanently.

• 4. Facilities Records

• 4.1 Air Emissions and Wastewater Records
  Records documenting air emissions permits and inventory, and wastewater National Pollutant Discharge Elimination System (NPDES) permits. This series may include but is not limited to: inventories, reports, permits, and related documentation and correspondence.
  
  Office of Record: Department Environment, Health and Safety Disposition Instructions: a. Retain licenses and permits in office until superseded or obsolete.
  b. Destroy in office remaining records when superseded or obsolete.

  

  4.2 Blueprints, Plans, and Drawings Records
  Records documenting the planning and construction of University buildings. This series may include but is not limited to: as-built drawings, floor plans, and surveys; property maps; renovation plans; building plans; and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-1.7 regarding confidentiality of building plans and specifications.
  
  Office of Record: Facilities Planning and Construction
  
  Disposition Instructions:
  a. Transfer electronic copy of as-built drawings, blueprints, and floor plans to the custody of University Archives upon completion of the project.
  b. Transfer hard copy of as-built drawings, blueprints, and floor plans to the custody of University Archives when reference value ends.
  c. Transfer remaining records to the custody of University Archives after 5 years.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  4.3 Building Energy Profiles Records
  Records documenting the energy profiles of campus buildings. This series may include but is not limited to: data, reports, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 5 years or when reference value ends.

  

  4.4 Building Records
  Records documenting the planning, construction, maintenance, and renovation of University buildings. This series may include but is not limited to: preconstruction notes, planning and construction layouts, sketches, floor plans, and specifications, reports, records pertaining to repairs, maintenance, and renovations, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-1.7 regarding confidentiality of building plans and specifications, correspondence, floor plans, room numbering scheme.
  
  Note: Does not include UNC Hospital Buildings.
  
  Disposition Instructions:
  a. Permanent for layouts, floor plans, and sketches, correspondence, reports and specifications used for building planning construction, and renovation. Transfer to the custody of University Archives when reference value ends.
  b. Destroy in office building maintenance records after 6 years.

  4.5 Building Reserve Records
  Records documenting budget requests for day-to-day maintenance on individual campus buildings submitted to the State Legislature for approval and funding. This series may include but is not limited to: budgetary analysis, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Transfer funding schedules and related records to Building Records series when approved.
  b. Destroy in office remaining records when reference value ends.

  

  4.6 Building Use Records
  Records documenting the use of campus facilities. This series may include but is not limited to: summaries of building usage, reports, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-1.7 regarding confidentiality of building plans and specifications, correspondence, floor plans, room numbering scheme.
  
  Disposition Instructions:Permanent. Transfer records to the custody of University Archives after 5 years.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  

  4.7 Capital Improvements Budget and Project Records
  Records documenting capital improvements on campus. Capital improvements projects are defined as projects larger than $300,000. This series may include but is not limited to: accounting records, plans, reports, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-1.7 regarding confidentiality of building plans and specifications, correspondence, floor plans, room numbering scheme.
  
  Disposition Instructions:Permanent. Transfer records to the custody of University Archives after 10 years.

  

  4.8 Capital Improvements Proposals
  Proposals submitted by architects for new capital improvements on campus. Capital improvements projects are defined as projects larger than $300,000. This series may include but is not limited to: proposals, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-1.7 regarding confidentiality of building plans and specifications.
  
  Disposition Instructions:
  a. Transfer successful proposals to the appropriate Capital Improvements Budget and Project Records series after the contract is awarded.
  b. Destroy unsuccessful proposals after 2 years, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  4.9 Clean Air Act Records
  Records documenting University efforts to comply with Clean Air Act regulations and standards, and obtain Title V operating permits. This series may include but is not limited to: reports, applications, permits, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Permanent for applications and permits. Retain in office permanently.
  b. Destroy in office remaining records 5 years after date permit issued.

  4.10 Elevator Work Records
  Records documenting the maintenance of University elevators. This series may include but is not limited to: work orders, completed service call sheets, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office 5 years after completion of work, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  4.11 Energy Conservation Records
  Records documenting measures undertaken by the University to conserve energy. This series may include but is not limited to: inspection reports, plans, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 5 years.

  4.12 Energy Studies Records
  Records documenting the University’s studies of alternative energy sources. This series may include but is not limited to: wind studies, municipal solid waste studies, torrefied wood studies, alternative/renewable fuels studies, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives after 5 years.

  

  4.13 Housekeeping Records
  Records documenting daily housekeeping activities. This series may include but is not limited to: work schedules, logs, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23,126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office after 1 year after work completed, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  4.14 Maintenance Services Records
  Records documenting facility maintenance services conducted for units. This series may include but is not limited to: maintenance reports, work orders, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office 6 years after work is completed, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office 2 years after work is completed, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  4.15 Non-Capital Improvements Records
  Records concerning the repair and renovations of existing facilities. Non-capital improvements projects are defined as projects less than $300,000. This series may include but is not limited to: accounting records, plans, reports, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-1.7 regarding confidentiality of building plans and specifications.
  
  Disposition Instructions: Destroy in office 5 years after completion or termination of project, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  4.16 Pest Control Records
  Records documenting pest control methods used in University owned buildings. This series may include but is not limited to: work orders, completed service call sheets, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office 5 years after completion of work, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  4.17 Property / Real Estate Records
  Records documenting real estate owned, sold, swapped, and transferred by or to the University. This series may include but is not limited to: leases, deeds, construction records, insurance records, tax evaluations, maps, surveys, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives upon disposal of property.

  4.18 Rate Records
  Records documenting the management and administration of Facilities Services recharge rates. This series may include but is not limited to: summaries of labor rates, comparative studies, reports, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 5 years.

  4.19 Recycling Work Orders
  Records documenting recycling services. This series may include but is not limited to: work orders, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 1 year.

  4.20 Stream Restoration Reports
  Reports documenting stream restoration projects.
  
  Note: Comply with applicable requirements of the NC Department of Environment and Natural Resources and the U.S. Environmental Protection Agency.
  
  Disposition Instructions: Destroy in office 5 years after project completion, if no litigation, claim, audit or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  4.21 Supplies and Equipment Records
  Records (including reference copies) documenting supplies and equipment used by units. This series may include but is not limited to: operating manuals, inventories, warranties, accounting statements, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Transfer operating manuals to Materials Support Department, Materials Management and Distribution Division, Surplus Property Office when equipment is sent to surplus.
  b. Destroy in office warranties and inventories when superseded or obsolete.
  c. Destroy in office remaining records after equipment is sent to surplus and after released from all audits.

  4.22 Surplus Property Records
  Records documenting the disposal of surplus property. This series may include but is not limited to: inventories, disposal logs, forms, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office 3 years after property disposal, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  4.23 Utility Bills and Logs Records
  Records documenting utilities usage. This series may include but is not limited to: logs, bills, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 1 closed fiscal year, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  4.24 Utility Contracts Records
  Records documenting utility contracts. This series may include but is not limited to: contracts, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Transfer final contracts to the custody of University Archives after 5 years after the expiration of the contract if no litigation, claim, audit, or other official action involving the records has been initiated.
  b. Destroy in office remaining records 5 years after the expiration of the contract if no litigation, claim, audit, or other official action involving the records has been initiated.

  4.25 Vehicle Operations and Maintenance Records
  Records documenting the use and maintenance of University owned vehicles. This series may include but is not limited to: request forms, vehicle inspection reports, vehicle accident reports, mileage logs, maintenance schedules, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office request forms and mileage logs after 3 years. Destroy in office remaining records upon disposition of vehicle.

  4.26 Vehicle Titles
  Vehicle titles for University owned vehicles.
  
  Disposition Instructions: Dispose of in accordance with instructions by N.C. Department of Administration, State Surplus Property Office/Motor Fleet Office upon disposition of vehicle.

  4.27 Work Orders Records
  Records documenting requests for services or repairs. This series may include but is not limited to: work orders, service tickets, estimates, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office 1 year after completion of work.

• 5. Financial Records
• 

  5.1 Account Adjustment Records
  Records documenting account adjustments to campus health (student) patient accounts. This series may include but is not limited to: adjustment authorization, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-1.10 regarding confidentiality of social security numbers and G.S. 130A-12, 42 U.S.C. 1320d-2(d)(2) (HIPAA) regarding confidentiality of patient-related medical records and personal information. Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Note: This schedule does not manage UNC Hospital records. The Schools of Medicine and Dentistry manage patient files at their clinics.
  
  Disposition Instructions: Destroy in office 6 years after date of transaction, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  5.2 Account Reconciliation and Reporting Records (State Education Assistance Authority (SEAA))
  Records documenting the reconciliation of accounts related to student aid programs administered by the SEAA. This series may include but is not limited to: accounting system reports, financial record system transactions, bond statements, internal and external reports, and related documentation and correspondence.
  
  Office of Record: State Education Assistance Authority
  
  Disposition Instructions: Destroy in office after 5 years, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  
  REFERENCE COPY:
  Disposition Instructions: DDestroy in office after 2 years.

  5.3 Accounts Payable Records
  Records documenting the status of accounts in which the University owes money to firms or individuals. This series may include but is not limited to: statements, invoices, purchase orders, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 3 closed fiscal years, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 2 years.

  5.4 Accounts Receivables and Cash Receipts Records
  Records documenting payment and status of accounts in which money is owed to the University by firms or individuals. This series may include but is not limited to: purchase orders, checks received for repayment, school refunds, lender claim repurchases and refunds, insufficient funds notices, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 5 years, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 2 years.

  5.5 Accounts Uncollectible Records
  Records documenting the status of accounts in which money cannot be collected. This series may include but is not limited to: bad checks, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office 3 closed fiscal years after account is paid, collected or is determined to be uncollectible, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  5.6 Annual Financial Statement and Report
  The annual financial statement and report for the University. This series may include but is not limited to: annual statements and reports.
  
  Disposition Instructions: Retain 1 copy in Comptroller's Office permanently. Transfer 1 copy to the custody of University Archives upon publication.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  5.7 Bank Statements
  Bank statements documenting the status of University accounts. This series may include but is not limited to: statements.
  
  Disposition Instructions: Destroy in office after 3 closed fiscal years, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  5.8 Bids Records
  Records documenting the purchase of equipment, supplies, or services. This series may include but is not limited to: price quotes, applications, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 143-52, 143-53 and NCAC T01:05B regarding confidentiality of bids.
  
  Disposition Instructions:
  a. Destroy in office unsuccessful bids after 5 closed fiscal years, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  b. Destroy in office successful bids 5 years after expiration of the related contract, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  5.9 Bond Book Records
  Records documenting deposits and withdrawals on bonds held by the University. This series may include but is not limited to: bond agreements, deposits, withdrawals, statements, reconciliations, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office audit copies 5 closed fiscal years after bond has been cancelled or has expired. Destroy in office remaining records when bond is cancelled or expires.

  5.10 Bonds and Other Borrowing Records
  Records documenting the borrowing actions of the University. This series may include but is not limited to: bond indentures, legal documents, swap agreements, payment schedules, annual audits, arbitrage audits, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office 1 closed fiscal year after last payment and when released from all audits.

  5.11 Budget Records
  Records documenting the preparation and submission of the University’s official budget. This series may include but is not limited to: official budget reports; research data, analyses, and reports; requests; forms; briefs; worksheets; resolutions; revisions; and related documentation and correspondence.
  
  Office of Record: Budget Office
  
  Disposition Instructions:
  a. Permanent for official budget reports. Transfer 1 copy of official budget report to the custody of University Archives upon completion.
  b. Destroy in office remaining records after 3 closed fiscal years and when released from all audits.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 3 closed fiscal years.

  5.12 Cancelled Checks
  Cancelled checks paid by the University.
  
  Disposition Instructions: Destroy in office after 7 closed fiscal years and when released from all audits.

  5.13 Capital Improvements Accounting Records
  Records documenting capital improvement project budgets and accounting. Capital improvements projects are defined by the University as projects larger than $300,000. This series may include but is not limited to: accounting and financial records, vouchers, checks, purchase orders, reports, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office 6 closed fiscal years after project is completed and when released from all audits.

  5.14 Cost Accounting Reports Records
  Records documenting cost accounting for University expenditures. This series may include but is not limited to: completed cost accounting reports, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 3 closed fiscal years and when released from all audits.

  

  5.15 Credit Card and Purchase Card Use Records
  Records documenting the use and ownership of credit cards and purchase cards by University employees and units. This series may include but is not limited to: receipts, statements, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S.132-1.2 (2), G.S. 132 1.10, and 5 U.S.C. 552a (U.S. Privacy Act of 1974) regarding confidentiality of social security numbers and other personally identifying information.
  
  Disposition Instructions: Destroy in office after 3 years if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 2 closed fiscal years.

  

  5.16 Credit Card Third Party Use Records
  Records documenting and created in association with credit card transactions entered into by third parties for the purchase of goods or services from the University. This series may include but is not limited to: agreements, statements, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-1.2(2) and 132-1.10 regarding confidentiality of credit card and other account information. Comply with applicable provisions of G.S. 75-66 regarding the publication of personal information.
  
  Disposition Instructions: Destroy in office after 3 closed fiscal years and when released from all audits.

  5.17 Custodian Investment Reports Records
  Records documenting and reporting on investment performance. This series may include but is not limited to: monthly reports, investment activity summaries, working papers, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office when reference value ends.

  5.18 Deposits Records
  Records documenting deposits made by the University. This series may include but is not limited to: deposit slips, cash register slips, receipts, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 3 closed fiscal years and when released from all audits.

  5.19 Disbursing Accounts Statements
  Statements received from the Department of the State Treasurer indicating monthly activity, beginning and ending balance, and other related information for each disbursing account.
  
  Disposition Instructions: Destroy in office after 10 closed fiscal years.

  5.20 Escheats Statements Records
  Records documenting escheated funds reverting to the State of North Carolina and credited to the State Treasurer. This series may include but is not limited to: statements, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 7 closed fiscal years and when released from all audits.

  5.21 Financial Records System (database)
  The financial and budget information system shared by all University departments that is used to track revenue and expenditures, and create financial reports.
  
  Disposition Instructions: Destroy in office after 3 closed fiscal years and when released from all audits.

  5.22 Financial Systems Access Request Records
  Records documenting requests to update or new requests for financial systems access by units on campus. This series may include but is not limited to: access request forms, update forms, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office upon verification of employee separation from UNC employment and when released from all audits.

  

  5.23 Fines Appeal Records
  Records documenting the appeals process for fines. This series may include but is not limited to: appeals, resolutions, and related documentation and correspondence.
  
  Confidentiality: Comply with provisions of the U.S. Privacy Act of 1974, 5 U.S.C. § 552a (U.S. Privacy Act of 1974) regarding confidentiality of social security numbers and other personal data. Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records. Comply with applicable provisions of G.S. 75-66 regarding the publication of personal information.
  
  Disposition Instructions: Destroy in office 2 years after final resolution of appeal.

  

  5.24 Fines Receipts
  Receipts for fine payments.
  
  Confidentiality: Comply with provisions of the U.S. Privacy Act of 1974, 5 U.S.C. § 552a (U.S. Privacy Act of 1974) regarding confidentiality of social security numbers and other personal data. Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records. Comply with applicable provisions of G.S. 75-66 regarding the publication of personal information.
  
  Disposition Instructions: Destroy in office after 5 years and when released from all audits.

  5.25 Fixed Assets Records
  Records documenting the fixed assets of the University. This series may include but is not limited to: inventories, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 5 years and when released from all audits.

  5.26 General Fund Records
  Records documenting the administration and management of the General Fund. This series may include but is not limited to: accounting statements, budgetary reports, reports, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer records to the custody of University Archives after 5 years after release from all audits.

  5.27 Grant Accounting and Finance Records (Payable / Receivable)
  Records documenting accounts payable, accounts receivable, inventories, and general accounting of grants at the University. This series may include but is not limited to: purchase requisitions, purchase orders, invoices, cost accounting standards exemption forms, account ledgers, receipts, financial reports, and related documentation and correspondence.
  
  Office of Record: Accounts Payable, Accounts Receivable and Procurement. The Office of Sponsored Research maintains the official grant records from which agency review and audits are initiated. The Office of Sponsored Research maintains the official cost accounting sheets.
  
  Note: This series does not include payroll related records. Disposition Instructions: Destroy in office 5 years after the grant end date or receipt of final payment if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 2 closed fiscal years, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  5.28 Monthly Budget Reports
  Reports and related records documenting the monthly budgeting process.
  
  Disposition Instructions: Destroy in office after 3 closed fiscal years.

  5.29 Receipts Records
  Records documenting amounts received by units from various sources. This series may include but is not limited to: ledgers, receipt books, and related documentation and correspondence.
  
  Office of Record: Controller's Office (Accounting Services, Cash Management Office).
  
  Disposition Instructions: Destroy in office after 5 years and when released from all audits.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 2 closed fiscal years.

  5.30 Reconciliation Records
  Records documenting the process of account reconciliation. This series may include but is not limited to: reports listing all outstanding checks or warrants, procedural documentation, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 3 closed fiscal years and when released from all audits.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 1 closed fiscal year.

  5.31 Returned Checks Records
  Records documenting checks written to the University returned for insufficient funds. This series may include but is not limited to: returned checks, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office audit copy 1 year after check is paid, collected or is determined uncollectible. Destroy in office remaining records when check is paid, collected or is determined uncollectible.

  5.32 Reversion and Continuation of Agency Funds Records
  Records documenting the return of funds to the state. This series may include but is not limited to: line items, budget records, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 2 closed fiscal years.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office remaining records after 1 year.

  5.33 Sales and Use Tax Records
  Records documenting the collection of sales and use taxes by the University. This series may include but is not limited to: reports, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 5 closed fiscal years and when released from all audits.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office remaining records after 1 year.

  

  5.34 Student Account Correspondence Records
  Records documenting miscellaneous student account activities. This series may include but is not limited to: returned checks, Family Educational Rights and Privacy Act (FERPA) release forms, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office after 7 closed fiscal years and when released from all audits.

  5.35 Student Accounts Records
  Records documenting individual student accounts. This series may include but is not limited to: adjustments of tuition fees, refunds, outstanding fees for damaged or overdue books, records of payments or other credits, statements of charges, and related documentation and correspondence.
  
  See Also: Student Records, Financial Aid Section.
  
  Disposition Instructions: Destroy in office records concerning settled accounts when released from all audits. Transfer copy of statement of each unsettled account to Office of the University Registrar after 1 semester. Destroy in office remaining records when account is settled or designated uncollectible and when released from all audits, whichever occurs later.

  5.36 Tax Returns
  Signed tax returns filed by the University.
  
  Disposition Instructions: Retain in office permanently.

  

  5.37 Telephone Billing Records
  Records documenting telephone billing within University units. This series may include but is not limited to: record copies of monthly telephone bills, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office after 3 years and when released from all audits, if no litigation, claim, audit, or official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 2 closed fiscal years.

  5.38 Transfer of Funds Records
  Records documenting the transfer of funds. This series may include but is not limited to: requisition forms, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 3 closed fiscal years and when released from all audits.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  

  5.39 Travel Reimbursements Records
  Records documenting travel reimbursements paid to University employees. This series may include but is not limited to: requests for reimbursement, authorizations, documentation of payments, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of 5 U.S.C. 552a (U.S. Privacy Act of 1974) regarding confidentiality of social security numbers. . Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records. Comply with applicable provisions of G.S. 75-66 regarding the publication of personal information.
  
  Disposition Instructions: Destroy in office after 3 closed fiscal years and when released from all audits.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 2 closed fiscal years.

  5.40 Vendor Information Records
  Records documenting marketing information from outside vendors. This series may include but is not limited to: catalogs, brochures, price lists, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office when reference value ends.

  5.41 Vouchers Records
  Records documenting intended payments to external entities, as well as intended account adjustments. This series may include but is not limited to: vouchers, documentation of disbursements, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 3 closed fiscal years and when released from all audits.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 2 closed fiscal years.

• 6. Grants and Research Records
• 

  6.1 Animal Care Records
  Records documenting programs that oversee use of animals in scientific research including records of Institutional Animal Care and Use Committee, Division of Laboratory Animal Medicine, and any other animal care records. This series may include but is not limited to: general program records, minutes, reports, reference copies of allegations of animal misuse by University personnel, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions:
  a. Destroy in office records of employee reports of misuse of animal subjects when all administrative and legal issues are resolved and when reference value ends.
  b. Permanent. Transfer remaining records to the custody of University Archives after 5 years.

  

  6.2 Animal Research Records
  Records documenting the use of animals for research. This series may include but is not limited to: manifests, disposition logs, reports, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, 126-24 regarding confidentiality of personnel records (S.E.T.A. UNC-CH v. Huffines, 101 N.C. App. 292, 399 S.E.2d 340 (1991)).
  
  Disposition Instructions: Destroy in office 7 years after final disposition of animals is complete.

  6.3 Area Health Education Centers (AHEC) Grant Records
  Records documenting grants awarded by AHEC to AHEC centers or other organizations to fulfill the mission of AHEC. This series may include but is not limited to: grant applications, reviews, project descriptions, financial transactions and statements, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Permanent for funded grant records. Transfer to the custody of University Archives 5 years after expiration of grant and when reference value ends.
  b. Destroy in office unfunded grant records1 year from grant submission deadline.

  

  6.4 Complaint, Deviations, and Violation Records
  Records documenting complaints related to a specific study or principal investigator under review by the Office of Human Research Ethics (OHRE). This series may include but is not limited to: complaints, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records. Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: If no litigation, claim, audit, or other action has been initiated by an office and/or agency external to OHRE, destroy in office 3 years after conclusion of study or resolution of complaint, whichever is longer. If action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  6.5 Conflict of Interest Records
  Records documenting possible institutional conflicts of interest. This series may include but is not limited to: research, reports, findings, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office 3 years after resolution of conflict or satisfaction of other contractual or regulatory obligations.

  6.6 Grant Indirect Cost / Returned Overhead Records
  Records documenting the analysis of grant indirect costs in order to prepare returned overhead figures for units and is used to submit notification for the budget to be adjusted. This series may include but is not limited to: reports, and related documentation and correspondence.
  
  Disposition Instructions: estroy in office 5 years after final financial report is submitted and account is closed, unless otherwise specified as longer by terms of contract.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 2 years.

  6.7 Grant Proposal Records
  Records documenting grant proposals written and submitted by the University and its units. This series may include but is not limited to: draft and final copies of proposals, and related documentation and correspondence.
  
  Disposition Instructions: Transfer successful grant proposals to Grant Records, Awarded. Destroy in office rejected proposals when reference value ends.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  

  6.8 Grant Records, Awarded
  Records documenting the administration of grants awarded to the University and its units. This series may include but is not limited to: draft and final copies of proposals, applications, notices of award, accounting records, progress reports, patents, audit findings, contracts, research data, and related documentation and correspondence.
  
  Office of Record: The Office of Sponsored Research maintains the official grant records from which agency reviews and audits are initiated.
  
  Confidentiality: Comply with applicable provisions of G.S. 66-152 et al. and 132-1.2(1) a-d regarding the protection and confidentiality of trade secrets.
  
  Disposition Instructions:
  a. Transfer final reports, attachments, and proposal to the custody of University Archives 3 years after completion and clearance from all audits.
  b. Destroy in office remaining records 5 years after the grant end date, receipt of final payment, and if no litigation, claim, audit, or other official action has been initiated, unless otherwise specified by terms of contract. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  

  6.9 Institutional Review Boards (IRBs) Meeting Records
  Records documenting the meetings of Institutional Review Boards to review research study applications for approval. This series may include but is not limited to: agendas, meeting minutes, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 66-152 et al. and 132-1.2(1) a-d regarding the protection and confidentiality of trade secrets. Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding the confidentiality of personnel records.
  
  Note: These records are maintained pursuant to federal regulations 45 C.F.R. 46.115(a) (1, 3, 4, and 7) and 21 C.F.R. 56.115(a) (1, 3, 4, and 7).
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives after 5 years and when reference value ends.

  

  6.10 Institutional Review Boards (IRBs) Study Records
  Records documenting the review of protocols for the use of human subjects, as well as external agreements with outside institutions regarding approval of research protocols. This series may include but is not limited to: applications for review; protocols; including disapproved and approved protocols; and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 66-152 et al. and G.S. 132-1.2(1) a-d regarding the protection and confidentiality of trade secrets. Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding the confidentiality of personnel records.
  
  See Also: Institutional Review Boards (IRBs) Meeting Records.
  
  Note: This series does not include Institutional Review Boards (IRBs) meeting minutes.
  
  Disposition Instructions:
  a. Destroy in office records concerning studies that were approved via full committee or expedited review 5 years after completion date of the research study or grant end date, whichever is later, if no litigation, claim, audit, or other action has been initiated by an office and/or agency external to the office. If action has been initiated, destroy in office after completion of action and resolution of issues involved.
  b. Destroy in office records concerning studies that were determined to be exempt or not human subject research 5 years after the determination was made, provided the research is complete or grant end date has been reached and if no litigation, claim, audit, or other action has been initiated by an office and/or agency external to the office. If action has been initiated, destroy in office after completion of action and resolution of issues involved.
  c. Destroy in office external agreements 5 years after expiration of the agreement, if no litigation, claim, audit, or other action has been initiated by an office and/or agency external to the office. If action has been initiated, destroy in office after completion of action and resolution of issues involved.
  d. Destroy in office records concerning research that is disapproved 5 years after submission of the application, if no litigation, claim, audit, or other action has been initiated by an office and/or agency external to the office. If action has been initiated, destroy in office after completion of action and resolution of issues involved.

  6.11 Live Tissue Research Records
  Records documenting the use of live tissue in research. This series may include but is not limited to: manifests, disposition logs, reports, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office 7 years after final disposition of tissue is complete.

  6.12 Research Data Sets
  Data sets of information used to produce University compliance reports and/or other standard reports produced by the office. This series may include but is not limited to: electronic and hard copy data sets.
  
  Disposition Instructions: Permanent, unless otherwise specified by terms of contract.

  

  6.13 Research Project Records
  Records (including reference copies) documenting grant or internally funded research projects by faculty and/or units. This series may include but is not limited to: correspondence, project descriptions, final project reports/deliverables, patents or inventions, data, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of North Carolina General Statutes 66-152 et al. and 132-1.2(1)a-d regarding the protection and the confidentiality of trade secrets and with applicable provisions of G.S. 126-22, 126-23,126-24 regarding confidentiality of personnel records. Comply with provisions of 5 U.S.C. § 552a (U.S. Privacy Act of 1974) regarding confidentiality of social security numbers and other personal data and of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with provisions of G.S. 130A-12 and 42 U.S.C. 1320d-2(d)(2) (HIPAA) regarding confidentiality of patient-related medical records and personal information.
  
  See Also: Grant Records, Awarded Records
  
  Office of Record: The performing unit that maintains research project records.
  
  Disposition Instructions:
  a. Permanent. Transfer final project reports/deliverables to the custody of the University Archives 3 years after grant end date and final payments, when released from all audits, upon approval of the Office of Sponsored Research and after meeting the requirements of the sponsoring agency.
  b. Destroy in office remaining records 5 years after grant end date and final payments, when released from all audits, upon approval of the Office of Sponsored Research, and meeting the requirements of the sponsoring agency.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office 3 years after completion of research project.

  

  6.14 Student Organization Grants Records
  Records documenting grants provided to student organizations for public service projects. This series may include but is not limited to: grant applications, review notes, award notifications, financial records concerning transfer of funds, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions:
  a. Permanent for awarded grants. Transfer records to the custody of University Archives after 3 years after grant end date.
  b. Destroy in office unfunded grant applications after 1 year.

  6.15 University Research Council Records
  Records documenting the administration of the University Research Council and its awards and funding to campus faculty and staff. This series may include but is not limited to: applications for awards, accounting information, reports, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Permanent. Transfer records of awarded funds to the custody of University Archives 5 years after termination of award and when released from all audits or other official actions.
  b. Destroy in office all remaining records 3 years after release from all audits or other official actions.

• 7. Information Technology Records
• 

  7.1 Application Development Project Records
  Records documenting the development, redesign, or modification of an automated system or application. This series may include but is not limited to: project management files, status reports, drafts, specifications, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of computer-related records and security features of computer or other information technology systems.
  
  Disposition Instructions: Destroy in office after discontinuance of system or application, and after system's or application's instance data have been destroyed or migrated to a new structure or format.

  

  7.2 Application System Operations Records
  Records documenting and describing how an application system operates. This series may include but is not limited to: flowcharts, program descriptions, documentation, user's guides, specifications, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of computer-related records and security features of computer or other information technology systems.
  
  Disposition Instructions: Destroy in office 3 years after discontinuance of all systems, and after all data created by every system instance has been destroyed or migrated to new operating system.

  

  7.3 Audit Trail Records
  Records documenting data generated during the creation of a master file or database used to validate the integrity of a master file or database during a processing cycle. This series may include but is not limited to: data processing logs, use records, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of computer-related records and security features of computer or other information technology systems.
  
  Disposition Instructions: Destroy in office when reference value ends if no litigation, claim, audit, or official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  7.4 Automated Off-Line Storage System Records
  Records documenting automated off-line storage systems used by University units. This series may include but is not limited to: lists of backup tapes, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of computer-related records and security features of computer or other information technology systems.
  
  Disposition Instructions: Destroy in office after related records or media are destroyed or withdrawn from the media library.

  

  7.5 Computer Security Incident Records
  Records documenting incidents involving unauthorized attempted entry, probes, and/or attacks on data processing systems, information technology systems, telecommunications networks, and electronic security systems, including associated software and hardware. This series may include but is not limited to: reports, logs, extracts, compilations of data, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-6.1(c) regarding the confidentiality of computer related records and security features of computer or other information technology systems.
  
  Disposition Instructions: Destroy in office 5 years after incident is resolved.

  

  7.6 Computer System Review Records
  Records documenting the maintenance and security of computer systems. This series may include but is not limited to: firewall logs, system auditing logs, reports, reviews, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) and 42 U.S.C. 1320d-2(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)). Comply with applicable provisions of G.S. 132-6.1(c) regarding the confidentiality of computer related records and security features of computer or other information technology systems.
  
  Disposition Instructions:
  a. Destroy in office computer reports and logs when review report is completed.
  b. Destroy in office review report and supporting data after 3 years.

  

  7.7 Computer Usage Records
  Records documenting and used to monitor computer system usage. This series may include but is not limited to: log-in files, system usage, charge backs, data entry logs, security logs, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of computer-related records and security features of computer or other information technology systems.
  
  Disposition Instructions: Destroy in office after completion of applicable review and verification procedures, if no litigation, claim, audit or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  7.8 Computing Site, Equipment, and Software Support Records
  Records documenting the support and service to computing sites, equipment, and software. This series may include but is not limited to: support service records, site visit reports, program reports, equipment service reports, and service history correspondence, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Destroy in office service histories and other summary records when superseded or obsolete.
  b. Destroy in office remaining records after 3 years.

  

  7.9 Disaster Preparedness and Recovery Planning Records
  Records documenting a unit’s disaster preparedness and recovery plan. This series may include but is not limited to: policies and procedural documents, draft and final copies of disaster plans, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of computer-related records and security features of computer or other information technology systems.
  
  Disposition Instructions: Destroy in office when superseded or obsolete.

  

  7.10 Help Desk Records
  Records documenting requests for support of University computer systems, hardware, and software, and resulting actions. This series may include but is not limited to: requests, logs, reports, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of computer-related records and security features of computer or other information technology systems.
  
  Disposition Instructions: Destroy in office after 2 years.

  

  7.11 Internet Service Logs (External)
  Logs used to monitor access and use of services provided via the Internet. This series may include but is not limited to: website logs, mail server logs, FTP logs, Telnet logs, and antivirus/anti-spam mail service logs.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of computer-related records and security features of computer or other information technology systems.
  
  Disposition Instructions: Destroy in office after completion of applicable review and verification procedures, 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.

  

  7.12 Metadata Documentation Records
  Records documenting the development and/or modification of, and the access, retrieval, manipulation and interpretation of data in an automated system. This series may include but is not limited to: data dictionaries, file layouts, code books, data element definitions, data structures, file layout, reports, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of computer-related records and security features of computer or other information technology systems.
  
  Disposition Instructions: Destroy in office 3 years after discontinuance of system or application, and after system's or application's instance data have been destroyed or migrated to a new structure or format.

  

  7.13 Network Implementation Project Records
  Records documenting the planning and implementation of information networks. This series may include but is not limited to: reports, justifications, working diagrams, wiring schematics, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of computer-related records and security features of computer or other information technology systems.
  
  Disposition Instructions: Destroy in office when superseded or obsolete.

  

  7.14 Network Installation and Service Records
  Records documenting the installation of, and service and support for information networks. This series may include but is not limited to: work orders, work schedules, building and circuit diagrams, site visit reports, trouble reports, service history, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of computer-related records and security features of computer or other information technology systems.
  
  Disposition Instructions:
  a. Destroy in office service histories and other summary records when superseded or obsolete.
  b. Destroy in office remaining records 3 years after completion of work.

  

  7.15 Network Inventory Records
  Records documenting inventories made of information networks. This series may include but is not limited to: circuit number, vendor, cost per month, type of connection, terminal series, software, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of computer-related records and security features of computer or other information technology systems.
  
  Disposition Instructions: Destroy in office when superseded or obsolete.

  

  7.16 Network Usage Records
  Records documenting usage of internal information networks. This series may include but is not limited to: monitor network usage, log-in files, system usage files, reports, firewall logs, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of computer-related records and security features of computer or other information technology systems.
  
  Disposition Instructions: Destroy in office after completion of applicable review and verification procedures, 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.

  

  7.17 Off-Line Storage Control Records
  Records documenting the management of off-line storage, including backup tapes stored on and off-site. This series may include but is not limited to: policies, procedures, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of computer-related records and security features of computer or other information technology systems.
  
  Disposition Instructions: Destroy in office when superseded or obsolete.

  

  7.18 Operating System and Hardware Conversion Planning Records
  Records documenting the replacement of equipment or computer operating systems that support the creation of non-permanent records. This series may include but is not limited to: planning documents, schedules, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of computer-related records and security features of computer or other information technology systems.
  
  Disposition Instructions: Destroy in office 1 year after completion of conversion.

  

  7.19 Quality Assurance Records
  Records documenting applications and systems development procedures and products adherence to established policies, processes, architectures, deliverables, performance metrics, budgetary allocations and deadlines. This series may include but is not limited to: reviews, assessments, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of computer-related records and security features of computer or other information technology systems.
  
  Disposition Instructions: Destroy in office 3 years after source code is upgraded or becomes obsolete, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  7.20 Summary Usage Reports
  Summary reports documenting computer usage for reporting or cost recovery purposes.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of computer-related records and security features of computer or other information technology systems.
  
  Disposition Instructions: Destroy in office after 4 years, if no litigation, claim, audit, or official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  7.21 System Backup Records
  Records documenting backup plans and system restoration. This series may include but is not limited to: copies of master files or databases, application software, logs, directories needed to restore a system in case of a disaster or inadvertent destruction, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of computer-related records and security features of computer or other information technology systems.
  
  Disposition Instructions:
  Destroy in office in accordance with your unit’s established backup plan and procedures. See Security Backup Files as Public Records in North Carolina: Guidelines for the Recycling, Destruction, Erasure and Re-Use of Security Backup Files, at the Government Records Branch of North Carolina website.
  b. Backups used to document transactions or retained for purposes other than system security should be scheduled separately by the responsible program unit. For fiscal systems, monthly system backups are often retained for the entire fiscal year to provide an audit trail and annual requirements in lieu of copies of the individual master files or databases. If these records are covered by specific Federal audit requirements requiring longer records retention, they should be scheduled separately by the appropriate program unit. It is advisable that for many application systems multiple copies of backups be produced during each cycle.

  

  7.22 System User Access Records
  Records documenting and/or used to monitor individual access to a system and its data. This series may include but is not limited to: user account records, access requests, authorizations, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of computer-related records and security features of computer or other information technology systems.
  
  Disposition Instructions: Destroy in office after user is withdrawn from system and when reference value ends, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  7.23 System Validation Records
  Records documenting and/or used to update transactions in a database or master file. This series may include but is not limited to: logs, update files, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of GS 132-6.1(c) regarding confidentiality of computer-related records and security features of computer or other information technology systems.
  
  Disposition Instructions: Destroy in office when reference value ends.

  

  7.24 Technical Program Documentation Records
  Records documenting the creation, management, and use of technical programs. This series may include but is not limited to: program code, program flowcharts, program maintenance log, system change notices, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-6.1(c) regarding confidentiality of computer-related records and security features of computer or other information technology systems.
  
  Disposition Instructions: Destroy in office 1 year after program is superseded or obsolete, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

• 8. Institutional Services Records

• 8.1 Bicycle Registration Records
  Records documenting the registration of bicycles on campus. This series may include but is not limited to: registration cards completed by students, faculty, and staff for use of bicycles on campus; campus bicycle permits and licenses; and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office 2 years after superseded or revoked.

  

  8.2 Child and Youth Program Participant Records
  Records documenting the participation of children and youth in programs sponsored by the institution. This series may include but is not limited to: applications, enrollment records, progress reports and assessments, immunization records, parental consent forms, activity records, lists of attendees, related documentation and correspondence.
  
  Confidentiality: 42 U.S.C. 1320d-2(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)) regarding confidentiality of medical records.
  
  Disposition Instructions: Destroy in office after 3 years.

  8.3 Child Care Facility License Records
  Records documenting the licensing of school child care facilities by official licensing agencies. This series may include but is not limited to: reports, applications, licenses, and related documentation and correspondence.
  
  Disposition Instructions: Disposition Instructions: Destroy in office 2 years after superseded, if no litigation, claim, audit, or official action involving the files has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  8.4 Commuter Information Records
  Records documenting information designed for students, faculty, and staff commuting to and from campus. This series may include but is not limited to: articles, brochures, newsletter, surveys, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Permanent for annual reports, University publications, and documentation related to the development of the program. Transfer to the custody of University Archives after 5 years.
  b. Destroy in office remaining records after 5 years.

  8.5 Key Issuance Records
  Records documenting key assignments and deposits (if applicable) for institutional faculty, staff, students, and others using the institution’s facilities. This series may include but is not limited to: assignment lists, receipts of issuance, and related documentation and correspondence.
  
  Disposition Instructions: Disposition Instructions: Destroy in office 1 year after key is checked in.

  8.6 Lost and Found Logs
  Logs of property lost and found kept by individual units.
  
  Disposition Instructions: Disposition Instructions: Destroy in office after 3 years.

  8.7 Mail Services Records
  Records documenting mail services at the University. This series may include but is not limited to: information regarding certified mail, express mail, insurance, commercial carriers, campus requisitions, returned shipments, postage authorizations, and theses.
  
  Disposition Instructions: Disposition Instructions: Destroy in office after 3 years.

  8.8 Sanitation Records
  Records documenting the inspection and tracking of sanitation standards of facilities such as swimming pools, food courts, day-care food services, commissaries, and warehouses. This series may include but is not limited to: inspection notices and reports, service schedules, logs, certifications, and related documentation and correspondence.
  
  Disposition Instructions: Disposition Instructions: Destroy in office after 6 years.

  8.9 Vehicle Operations and Maintenance Records
  Records documenting the use and maintenance of University owned vehicles. This series may include but is not limited to: request forms, vehicle inspection reports, vehicle accident reports, mileage logs, maintenance schedules, and related documentation and correspondence.
  
  Disposition Instructions: Disposition Instructions: Destroy in office request forms and mileage logs after 3 years. Destroy in office remaining records upon disposition of vehicle.

  8.10 Vehicle Registration Records
  Records documenting state-owned vehicles registered for use by UNC employees and units. This series may include but is not limited to: motorized vehicle registrations, and related documentation and correspondence.
  
  Disposition Instructions: Disposition Instructions: Destroy in office when reference value ends.

• 9. Intercollegiate Athletics Records

• 9.1 Athletics Department Records
  Records documenting the administration and management of the Department of Athletics. This series may include but is not limited to: reports, memoranda, and related documentation and correspondence.
  
  Note: Does not include legal actions and/or litigation involving the Athletics Department.
  
  Disposition Instructions: Disposition Instructions: Permanent. Transfer records to the custody of University Archives after 5 years.

  

  9.2 Athletics Drug Testing Records
  Records documenting drug testing of student-athletes. This series may include but is not limited to: lab reports, interpretations, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) and National Collegiate Athletic Association (NCAA) rules and regulations.
  
  Disposition Instructions:
  a. Destroy in office negative results after 1 year.
  b. Destroy in office positive results after 6 years or end of eligibility to compete, if no litigation, claim, audit, or official action involving the files has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  9.3 Athletics Eligibility Records
  Records documenting eligibility declarations for each student athlete. This series may include but is not limited to: student status, grade, and enrollment reports; and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records and National Collegiate Athletic Association (NCAA) rules and regulations.
  
  Disposition Instructions: Destroy in office when reference value ends.

  

  9.4 Athletics Injury and Treatment Records
  Records documenting athletic injuries and treatments. This series may include but is not limited to: injury reports, treatment logs, medication logs, medical histories, National Collegiate Athletic Association (NCAA) Injury Surveillance System Individual Injury forms, NCAA Weekly Expose forms, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records and 42 U.S.C. 1320d-2(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)) regarding confidentiality of student medical records.
  
  Disposition Instructions: Destroy in office records after 6 years and at end of student's eligibility as a student athlete, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  9.5 Athletics Scholarship Records
  Records documenting scholarships awarded to student-athletes. This series may include but is not limited to: applications, recommendations, authorization of scholarships, financial statements, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records and National Collegiate Athletic Association (NCAA) rules and regulations.
  
  Disposition Instructions: Destroy in office 5 years after graduation or separation.

  9.6 Athletics Team Travel Itinerary Records
  Records documenting the travel of athletic teams. This series may include but is not limited to: itineraries, rosters, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office when reference value ends.

  9.7 Coaches' Records
  Records documenting, created and used during the course of coaching athletic teams at the University. This series may include but is not limited to: scorebooks, playbooks, scouting reports, recruitment information, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Permanent for playbooks, scorebooks, and scouting reports. Transfer to the custody of University Archives when reference value ends.
  b. Destroy in office remaining records when reference value ends.

  

  9.8 Drug Dispensing Records
  Records documenting the dispensing of drugs to student athletes. This series may include but is not limited to: drug dispensing forms and lists, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records, 42 U.S.C. 1320d-2(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)) regarding confidentiality of student medical records, and National Collegiate Athletic Association (NCAA) rules and regulations.
  
  Disposition Instructions: Destroy in office 3 years after released from all audits.

  

  9.9 Game Contracts Records
  Records documenting contracts for games played by University athletics teams. This series may include but is not limited to: agreements, contracts, and related documentation and correspondence.
  
  Confidentiality: Comply with National Collegiate Athletic Association (NCAA) rules and regulations.
  
  Disposition Instructions: Destroy in office after 4 years and when released from all audits.

  

  9.10 Player Recruitment Records
  Records documenting player recruitment practices at the University. This series may include but is not limited to: scouting reports, list of prospects, recruitment proposals, newsletters, literature, pamphlets, brochures, audiovisual recordings, and related documentation and correspondence.
  
  Confidentiality: Comply with National Collegiate Athletic Association (NCAA) rules and regulations. Comply with G.S. 132-1.1 (f) regarding confidentiality of personally identifiable admissions information.
  
  Disposition Instructions: Destroy in office when reference value ends, if no litigation, claim, audit, or official action involving the files has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  9.11 Receipts from Income Records
  Records documenting income generated from athletics events. This series may include but is not limited to: accounts receivable, gate receipts, advertisements, sponsorships, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 5 closed fiscal years, if no litigation, claim, audit, or official action involving the files has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  9.12 Season Ticket Records
  Records documenting the assignment of season tickets. This series may include but is not limited to: name of season ticket holder, seat location, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office when superseded or obsolete.

  9.13 Sports Information Records
  Records documenting the marketing of University athletic programs. This series may include but is not limited to: program and student athletic information, schedules, promotional literature, programs, media guides, press releases, calendars of events, photographs, sports statistics, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives upon publication or distribution.

  9.14 Ticket Sales Records
  Records documenting the sale of tickets to University athletic events. This series includes but is not limited to: itemizations, check requests, order invoices, reports, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 5 closed fiscal years and when released from all audits.

• 10. Library, Museum, and Archive Records

• 10.1 Accession Records
  Accession records documenting the accession of special collections materials to the library, arranged numerically.
  
  Disposition Instructions: Permanent.

  10.2 Ackland Art Museum Guild Records
  Records documenting the activities and operations of the Ackland Art Museum Guild. This series may include but is not limited to: meeting minutes, notifications, reports, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer records to the custody of University Archives after 5 years.

  10.3 Acquisition Records
  Records documenting the acquisition of books, periodicals, ongoing serials, one time purchases, and other materials. This series may include but is not limited to: purchase orders/requests, cancellation notices, discontinued notices, check-in information, shipping information, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Retain material concerning rare publications permanently.
  b. Destroy in office records concerning ongoing serials, periodicals, and microfilm copies records 3 years after at termination/cancellation of order or subscription.
  c. Destroy in office records concerning one time purchases and routine acquisitions 1 closed fiscal year after released from all audits.

  10.4 Approval Plan Records (ILS)
  Records documenting materials received on approval. This series may include but is not limited to: printouts of amount spent, number of books, LC classification, returns notebook, reason returned, ISBN number, copies of approval plan profile, statistical data, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 2 years.

  10.5 Artwork Registration Records
  Records documenting art acquired by the campus museums. This series may include but is not limited to: item descriptions, source documentation, nature of acquisition records, appraisal records, authentications, insurance records, records of conservation treatment, and related documentation and correspondence.
  
  Disposition Instructions: Retain in office permanently, or transfer to the custody of University Archives when reference value ends.

  10.6 Binding Patterns and Records
  Records documenting bindery work. This series may include but is not limited to: patterns, templates, instructions, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office when superseded or obsolete.

  

  10.7 Borrower Applications Records
  Records documenting applications for community or non-UNC affiliated users of the library. This series may include but is not limited to: application forms, and related documentation and correspondence.
  
  Confidentiality: Comply with provisions of the U.S. Privacy Act of 1974, 5 U.S.C. § 552a (U.S. Privacy Act of 1974) and G.S. 132-1.10 regarding confidentiality of social security numbers and other personal data.
  
  Disposition Instructions: Destroy in office one year after expiration or after date of last use.

  10.8 Card Catalog Records
  Individual catalog cards for holdings not represented in the online catalog.
  
  Disposition Instructions: Destroy in office once card information is duplicated in the online system and/or when reference value ends.

  10.9 Carrel Assignments Records
  Records documenting library carrel assignments. This series may include but is not limited to: forms, assignments, lists, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office 6 months after termination of contract.

  10.10 Check-In Records for Government Documents
  Records documenting the check-in process for Government Documents. This series may include but is not limited to: packing slips, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Maintain according to Federal Depository Library Program (FDLP) regulations.
  b. Transfer 10 or more copies (as required) of each publication to the State Documents Clearinghouse, State Library of North Carolina, when received from printer, in accordance with G.S. 125-11.8(b).

  10.11 Collection or Artifact Loan Records
  Records documenting materials temporarily loaned to other units of the University or outside institutions for special exhibits. This series may include but is not limited to: loan negotiations and agreements, insurance, shipping and freight records, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer records to the custody of University Archives after 5 years and when reference value ends.

  10.12 Conservation Treatment Records
  Records documenting research and implementation of conservation treatments for items in library collections. This series may include but is not limited to: reports, research, notes, photographs, images, and related documentation and correspondence.
  
  Disposition Instructions: Retain in office permanently or transfer to the custody of University Archives when reference value ends.

  10.13 Control Records
  Records documenting gifts, purchases, and materials acquired by or transferred to Special Collections, and additional records relating to reference use of collections by patrons. This series may include but is not limited to: deeds of gifts, purchase agreements, publications, finding aids, transfer or transmittal forms, patron use of collection records, and related documentation and correspondence.
  
  Disposition Instructions: Retain in office permanently, or transfer to the custody of University Archives when reference value ends.

  10.14 Copyright Records (Permissions)
  Records documenting permission requested and received for use of copyrighted material for courses or other educational purposes. This series may include but is not limited to: request, receipts, invoices, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Destroy in office granted permissions 5 years after expiration of permission.
  b. Destroy in office rejected permissions after 1 year.

  10.15 Database and Electronic Journal Licenses and Agreements
  Records documenting licensing for databases and electronic journals purchased by the library.
  
  Disposition Instructions: Destroy in office 5 years after expiration of agreement.

  10.16 Duplication Requests
  Records documenting all duplication requests for Special Collections materials. This series may include but is not limited to: duplication requests and correspondence.
  
  Disposition Instructions:
  a. Destroy in office duplication requests for personal research use after 5 years and when released from all audits.
  b. Destroy in office duplication requests for publication after 20 years.

  10.17 Exhibit Records
  Records documenting exhibitions produced by campus units. This series may include but is not limited to: exhibit brochures, news releases, flyers/posters, exhibit captions and research, audio or video of related events, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer records to the custody of University Archives when reference value ends.

  10.18 Historical Memorabilia
  Items documenting significant events or times for the unit. This series may include but is not limited to: plaques, scrapbooks, press releases, clippings, newsletters, photographs, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives after 5 years.

  10.19 Integrated Library System Records (ILS)
  Records documenting the administration and management of the ILS. This series may include but is not limited to: acquisitions, on-line catalog, circulation data, budget data, orders, purchases, fines, patron information, bibliographic data, shelf list, and interlibrary loan data.
  
  Disposition Instructions:
  a. Purge patron data after transaction is complete.
  b. Purge budget and financial data when reference value ends.
  c. Update in office remaining electronic records routinely and retain in office permanently.

  

  10.20 Interlibrary Loan Agreements Records
  Interlibrary loan agreements with non-UNC users.
  
  Confidentiality: Comply with applicable provisions of US Title 17 regarding copyright of materials.
  
  Disposition Instructions: Destroy in office 5 closed fiscal years after last use of service, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  10.21 Interlibrary Loan System Records
  Records documenting interlibrary loan circulation information. This series may include but is not limited to: patron data, material requested, institution data, date requested, date filled, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of US Title 17 regarding the copyright of materials.
  
  Disposition Instructions:
  a. Purge records after 5 years if no copyright violation has been reported.
  b. If copyright violation is alleged, destroy in office after completion of action and resolution of issues involved.

  

  10.22 Library Holdings Request Records
  Records documenting requests for information on books, documents, videos, or other holdings of the library. This series may include but is not limited to: requests, and related documentation and correspondence.
  
  Confidentiality: Comply with provisions of the 5 U.S.C. § 552a (U.S. Privacy Act of 1974) regarding confidentiality of social security numbers and other personal data. Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office 6 months after request is completed.

  10.23 Library Reference Request Records
  Records documenting reference requests. This series may include but is not limited to: requests in electronic and hard copy format, database of requests, contact information, responses, and related documentation and correspondence.
  
  Note: This series does not cover reference requests received by Special Collections; see also series titled Special Collections Reference Request Records.
  
  Disposition Instructions:
  a. Destroy in office personal contact information of requestors 6 months after completion of request.
  b. Destroy in office statistical (non-identifying) information when reference value ends.

  10.24 LYRASIS Records
  Records concerning the library's participation in LYRASIS. This series may include but is not limited to: statistics, newsletters, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Permanent for correspondence related to contract and services. Transfer to the custody of University Archives when reference value ends
  b. Destroy in office remaining records after 5 years.

  10.25 North Carolina Collection Gallery Main Collection Registry
  Electronic database containing records of all items in the North Carolina Collection Gallery.
  
  Disposition Instructions: Retain in office permanently.

  10.26 Publishers’ Catalogs
  Catalogs listing new publications by each particular publisher.
  
  Disposition Instructions: Destroy in office when superseded or obsolete.

  10.27 Records Management Records
  Records documenting records management actions within the unit. This series may include but is not limited to: records retention and disposition schedule(s), destruction logs, records transmittal forms, inventories of records held onsite and offsite, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Permanent for records destruction authorizations, records transmittal lists, and guides to microfilmed records
  b. Destroy in office remaining records when reference value ends.

  10.28 Researcher Agreements and Applications
  Records documenting research agreement and applications requesting services for Special Collections materials.
  
  Disposition Instructions: Destroy in office after 70 years.

  10.29 Reserves Records (ILS)
  Records documenting holdings placed on reserve by instructors for student use. This series may include but is not limited to: bibliographic information, student use information, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 1 year.

  10.30 Search File Records (ILS)
  Records documenting the search process for books that are missing. This series may include but is not limited to: search reports, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Transfer reports of missing books to Database Management Services in Resource Description & Management when search process is completed for withdrawal from the ILS.
  b. Destroy in office remaining records when reference value ends.

  10.31 Special Collections Call Slips
  Forms completed by patrons to request materials from the collection.
  
  Disposition Instructions: Destroy in office after 10 years.

  10.32 Special Collections Log Records
  Log book maintained by reference staff for monitoring requests for materials in Special Collections.
  
  Disposition Instructions: Destroy in office after 3 years.

  10.33 Special Collections Reference Correspondence Records
  Records documenting reference requests received by Special Collections. This series may include but is not limited to: written reference requests, and related records and correspondence.
  
  Disposition Instructions: Destroy in office after 5 years.

  10.34 Standing Orders Records (ILS)
  Records concerning the library’s standing orders. This series may include but is not limited to: spreadsheet inventories, credit, memorandums, information regarding book returns and missing shipments, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 3 years and when released from all audits.

  10.35 Withdrawal Records
  Records documenting items withdrawn from the library catalog and documentation supporting withdrawal decisions. This series may include but is not limited to: reports, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office records when reference value ends.

• 11. Occupational Safety Records
• 

  11.1 Accident Report Records
  Records documenting accidents involving employees and/or equipment. This series may include but is not limited to: incident reports, drawings, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 97-92 (b) and 132.1.1 regarding confidentiality of records. Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding the confidentiality of personnel records.
  
  Disposition Instructions:
  a. Transfer records resulting in workers' compensation claims to Workers' Compensation.
  b. Destroy in office remaining records in both categories after 6 years if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after the completion of the action and resolution of the issues involved.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  11.2 Asbestos Records
  Records documenting asbestos in current and past buildings at UNC. This series may include but is not limited to: inspection reports, consultant project design specifications, abatement contractor pre and post submittals, air monitoring data, internal inspection reports, internal abatement records (including dates, locations, personnel and summary of work), and related documentation and correspondence.
  
  Disposition Instructions: Retain in office permanently.

  11.3 Biological Safety Records
  Reference copies of records concerning biological safety. This series may include but is not limited to: biological safety inspection forms, biological safety cabinet certifications, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Retain inspection forms in office permanently.
  b. Destroy biological safety cabinet certifications in office when cabinets are removed from campus, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  11.4 Chemical Safety Records
  Records documenting the administration of chemical safety policies and procedures within the unit. This series may include but is not limited to: policies and procedures, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 30 years.

  

  11.5 Conceptus Protection Program Records
  Records documenting preventive safety and health measures to be taken by personnel or students who are pregnant or contemplating pregnancy. This series may include but is not limited to: air sampling data, chemical inventories, workplace recommendations, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding the confidentiality of personnel records. Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office after 3 years, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of the action and resolution of the issues involved.

  

  11.6 Controlled Substance Dispensing Records
  Records documenting the dispensation of controlled substances related to research. This series may include but is not limited to: logs, inventories, control records, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-1.10 regarding confidentiality of social security numbers and G.S. 130A-12, 42 USC 1320d-2(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)) regarding confidentiality of medical records. Comply with applicable provisions of G.S. 126-22, 126-23, 126-24 regarding confidentiality of personnel records (S.E.T.A. UNC-CH v. Huffines, 101 N.C. App. 292, 399 S.E.2d 340 (1991)).
  
  Disposition Instructions: Destroy in office 3 years after released from all audits, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of the action and resolution of the issues involved.

  11.7 Controlled Substance License Records
  Records documenting the acquisition of licenses for the use of controlled substances in research in the unit. This series may include but is not limited to: applications, licenses, reports, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office 5 years after controlled substance is no longer in use or stored, and when licenses are superseded or obsolete.

  11.8 Decommissioning and Spill Incidence Records
  Records documenting the decommissioning of facilities used to produce and/or store hazardous materials resulting from spills. This series may include but is not limited to: incident reports, inspection reports, monitoring and sampling data, recommendations, and related documentation and correspondence.
  
  Disposition Instructions: Retain in office permanently.

  11.9 Emission Inventory Records
  Records documenting and tracking air emissions. This series may include but is not limited to: inventories, reports, and related documentation and correspondence.
  
  Note: Comply with applicable requirements of the NC Department of Environment and Natural Resources and the U.S. Environmental Protection Agency.
  
  Disposition Instructions: Destroy in office 5 years after submission and acknowledgement of receipt by the NC Department of Environment, and Natural Resources: Division of Air Quality.

  

  11.10 Employee Hearing Test Records (REFERENCE)
  Records documenting on-the-job hearing testing for University employees. This series may include but is not limited to: test reports, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records and 42 U.S.C. 1320d-2(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)) regarding confidentiality of medical records.
  
  Office of Record: Training Office, Facilities Services.
  
  Disposition Instructions: Destroy in office superseded reports upon receipt of current year report.

  11.11 Employee Right-To-Know Reports
  Reports documenting the potential for exposure to hazardous materials in the workplace and fulfilling Right-To-Know record keeping requirements (Tier 1 and 2).
  
  Note: Comply with applicable requirements of the NC Department of Environment and Natural Resources - See 40 C.F.R. 370-372 for requirements of reporting and recordkeeping.
  
  Disposition Instructions: Destroy in office after 10 years.

  

  11.12 Environment, Health, and Safety Records
  Records (including some reference copies) documenting biological, chemical, environmental, fire, industrial, laboratory and radiation safety within the unit. This series may include but is not limited to: reports, policies, procedures, logs, inspections, and related documentation and correspondence.
  
  Note: Comply with applicable provisions of 29 C.F.R. 1910 (OSHA Standards). Comply with applicable requirements of the NC Department of Environment and Natural Resources. Comply with applicable provisions of 15A NCAC 11.1636 and 15A NCAC 11.1640 regarding record-keeping requirements and confidentiality of records.
  
  Office of Record: Environment, Health & Safety (EHS)
  
  Disposition Instructions: Retain in office permanently.
  
  REFERENCE COPY:
  Disposition Instructions:
  a. Destroy in office correspondence and safety audits after 3 years.
  b. Destroy in office inspection reports after 7 years.
  c. Destroy in office remaining records when reference value ends.

  11.13 Hazard Management Plan (HMP) Inspection Records
  Records documenting Hazard Management Plan (HMP) inspections. This series may include but is not limited to: reports, medical surveillance, monitoring, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 2 years.

  11.14 Hazardous Waste Disposal Site Records
  Records documenting hazardous waste disposal sites on University property. This series may include but is not limited to: monitoring data, certified reports, certificate documentation, and related documentation and correspondence.
  
  Note: Comply with applicable requirements of the NC Department of Environment and Natural Resources and the U.S. Environmental Protection Agency.
  
  Disposition Instructions: Retain in office permanently.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office 7 years after disposal of product with Environment, Health & Safety.

  11.15 High Dose Investigations Records
  Records documenting investigations of Action Level I and II exposures to radiation or radioactive materials. This series may include but is not limited to: reports, logs, dose estimates, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office 5 years after the related radiation/radioactive materials license expires if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  11.16 Internal License Records
  Records documenting internal licenses issued by UNC Office for Authorized Users approved by the Radiation Safety Committee (RSC). This series may include but is not limited to: licenses issued, amendments, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office 5 years after license expiration if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  11.17 Material Safety Data Sheets
  Material Safety Data Sheets documenting safety information for hazardous materials.
  
  Confidentiality: Comply with applicable regulations of 29 (OSHA) C.F.R. 1910.1200.
  
  Disposition Instructions: Destroy in office one year after termination of use of product provided a chemical inventory record as described in 29 (OSHA) 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.

  11.18 Monitoring Records
  Records documenting the monitoring of workplace and operations for potential personnel exposure to physical and chemical hazards. This series may include but is not limited to: exposure assessments, site observations, recommendations, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 30 years.

  

  11.19 Occupational Safety and Health Administration (OSHA) Records
  Records documenting OSHA compliance, logs, and surveys. This series may include but is not limited to: 300 Log, surveys, forms, and related documentation and correspondence.
  
  Note: Comply with applicable provisions of 29 (OSHA) C.F.R. 1904.33(a) (Retention and Updating). Comply with applicable requirements of the NC Department of Environment and Natural Resources. Comply with applicable provisions of 15A NCAC 11.1636 and 15A NCAC 11.1640 regarding record-keeping requirements and confidentiality of records.
  
  Disposition Instructions: Destroy in office after 5 years.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when superseded or obsolete.

  

  11.20 Proactive Ergonomic Evaluation Records
  Records documenting evaluations concerning proactive ergonomics in the workplace. This series may include but is not limited to: evaluation results, video and pictures of employee workspace, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office 30 years after termination or separation from employment.

  11.21 Radiation Licensing Records
  Records documenting the licensure process to handle radioactive materials obtained from the N.C. Department of Environment and Natural Resources, Division of Environmental Health, Radiation Protection Section. This series may include but is not limited to: policies, procedures, correspondence, applications, licenses, NESHAPS calculations, reports, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office 5 years after license expiration if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  11.22 Radioactive Materials Transportation Permits
  Permits authorizing the shipment of radioactive materials.
  
  Disposition Instructions: Retain in office permanently.

  11.23 Radiological Incident Records
  Records documenting incidents involving radioactive materials as defined by Environment, Health & Safety and the N.C. Department of Environment and Natural Resources, Division of Environmental Health, Radiation Protection Section. This series may include but is not limited to: logs, procedures, reports, dose estimates, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Destroy in office records defined by Environment, Health & Safety definition after 5 years.
  b. Retain in office records defined by the NC Radiation Protection Section permanently.

  

  11.24 Radiology Jackets
  X-rays.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-1.10 regarding confidentiality of social security numbers and G.S. 130A-12, 42 USC 1320-d-2(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)) regarding confidentiality of medical records.
  
  Disposition Instructions:
  a. Permanent for chest x-rays. Retain in office permanently.
  b. Recycle remaining records for silver reclamation after 11 years.

  11.25 Remediation Project Records
  Records documenting environmental and hazardous waste remediation projects. This series may include but is not limited to: reports, certified documents, and related documentation and correspondence.
  
  Note: Comply with applicable regulations of the NC Department of Environment and Natural Resources.
  
  Disposition Instructions: Destroy in office 5 years after project completion, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  11.26 Respirator Fit Test Records
  Records documenting employee's quantitative testing of respirators. This series may include but is not limited to: fit testing results, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Note: Comply with applicable provisions of 29 C.F.R. (OSHA) 1910.134 and 1910.1020 regarding confidentiality of medical and other related records.
  
  Disposition Instructions: Destroy in office 30 years after termination or separation from employment.

  

  11.27 Restricted Use Pesticide Records
  Records documenting the use of restricted use pesticides. This series may include but is not limited to: reports, and related documentation and correspondence.
  
  Note: Comply with North Carolina Pesticide Law (G.S. 143-434 et seq.).
  
  Disposition Instructions: Destroy in office after 3 years.

  

  11.28 Safety Training Records
  Records documenting online, classroom, or job specific safety training. This series may include but is not limited to: course outlines, training schedules, individual employee tests, attendance records, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Note: Comply with applicable regulations of 29 C.F.R. (OSHA) 1910.1020 regarding confidentiality of medical and other related records.
  
  Disposition Instructions:
  a. Destroy in office employee specific records 30 years after termination or separation from employment.
  b. Destroy in office remaining records when reference value ends.

  11.29 Select Agent Records
  Records documenting the use of pathogens and biological toxins at the University. This series may include but is not limited to: applications, updates (4BS), Security Risk Assessment approvals, correspondence, Centers for Disease Control and UNC inspections, training records, discard records, annual and daily inventories, access records, drill records, lab procedures, biological safety cabinet testing, HEPA filter maintenance, inspections, and related documentation and correspondence.
  
  Disposition Instructions: Retain in office permanently.

  

  11.30 Student Accident Report Records
  Records documenting accidents involving students. This series may include but is not limited to: reports, affidavits, photographs, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office after 7 years, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  11.31 Workers' Compensation Records
  Records documenting the administration of the workers’ compensation program at the University. This series may include but is not limited to: 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, findings, recommendations, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 8-53, G.S. 97-72 (b), 333 NC 258 and 425 SE 2d 698 (1993) regarding confidentiality of records. Comply with applicable provisions of G.S. 126-22, 126-23, and126-24 regarding confidentiality of personnel records. Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions:
  a. 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.
  b. Retain in office permanently records concerning claims filed for injuries which occurred prior to July 6, 1994. 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.
  c. Destroy in office remaining records after 5 years, in accordance with G.S. 97-24(c).

  11.32 Workers' Compensation Third Party Administrative Fee Records
  Records documenting fees paid to administer third party Workers’ Compensation claims. This series may include but is not limited to: invoices, financial statements, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 5 years, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  11.33 X-Ray Machine Survey Records
  Records documenting annual inspections of X-Ray Equipment. This series may include but is not limited to: equipment name, location, survey results, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 5 years.

  11.34 X-Ray Registration Records
  Records documenting the registration of radiation generating machines as required by the State of North Carolina. This series may include but is not limited to: registration forms, amendments, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office when superseded or obsolete.

• 12. Personnel Records
• 

  12.1 Administrative Performance Reviews (Senior Administrators)
  Records documenting reviews conducted every 5 years for senior administrators including Vice Chancellors, Deans, and Directors. This series may include but is not limited to: review committee's recommendations concerning reappointment, reference copies of unit self-studies, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, 126-24 regarding confidentiality of personnel records, and G.S. 132-1.1 regarding confidentiality of records.
  
  Disposition Instructions: Permanent. Transfer records to official personnel file after review is complete.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office 5 years after completion of review and when reference value ends.

  

  12.2 Affirmative Action and Equal Opportunity (EEO) Records
  Records documenting agency participation in federal and state affirmative action/equal opportunity programs. This series may include but is not limited to: regulations, guidelines, reports, directives, recruitment plans, equal opportunity statements, procedures, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, 126-24 regarding confidentiality of personnel records, and G.S. 132-1.1 regarding confidentiality of records.
  
  Disposition Instructions:
  a. Permanent for policies, guidelines, correspondence, affirmative action plans and compliance reviews. Transfer to the custody of University Archives after 5 years.
  b. Destroy in office remaining records after 5 years.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 5 years.

  

  12.3 Alcohol and Drug Abuse Program Records
  Records documenting the alcohol and drug abuse rehabilitation program for University employees. This series may include but is not limited to: guidelines and directives, final reports, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, 126-24 regarding confidentiality of personnel records, and G.S. 132-1.1 regarding confidentiality of records.
  
  Disposition Instructions: Destroy in office after 3 years.

  

  12.4 Americans with Disabilities Act (ADA) Records
  Records documenting the ADA program at UNC-CH and UNC-GA. This series may include but is not limited to: guidelines, directives, self-report forms, final reports, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions:
  a. Permanent for reports, directives, guidelines and official correspondence. Transfer to the custody of University Archives after 5 years.
  b. Destroy in office all remaining records after 5 years.

  

  12.5 Applications for Temporary Employment
  Records documenting the applications process for temporary employment. This series may include but is not limited to: applications, update forms, interview notes, recommendations, statistical data on applicants, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of records.
  
  Disposition Instructions:
  a. Transfer selected candidate's records to Personnel Record.
  b. Destroy in office interviewed but not selected candidate's records 2 years after date of interview, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  c. Destroy in office non-interviewed candidate's records after 1 year, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  12.6 Biographical File Records
  Records documenting biographical information for faculty and staff. This series may include but is not limited to: curricula vitae, clippings, photographs, and speeches.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives 1 year after separation.

  

  12.7 Complaint Records
  Records documenting complaints filed by the campus community involving allegations of discriminatory practices or behavioral misconduct within the University. This series may include but is not limited to: complaint documentation, grievance records, appeals, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, 126-24 regarding confidentiality of personnel records. Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974).
  
  Office of Record: Equal Opportunity/ADA Office, Office of Human Resources, Individual HR units, Office of Student Affairs.
  
  Note: Includes filings with the Equal Employment Opportunity Commission and Department of Education.
  
  Disposition Instructions: Destroy in office 3 years after employee leaves employment, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office 3 years after termination of employment, if not litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  12.8 Conflict of Interest Records
  Records documenting possible conflicts of interest between University employees and outside agencies. This series may include but is not limited to: forms, and related documentation and correspondence.
  
  Disposition Instructions:
  a. If no conflict of interest exists, destroy in office after 3 years.
  b. If potential or actual conflict of interest exists destroy in office 6 years after resolution of conflict.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 3 years.

  

  12.9 Course Evaluations
  Course evaluations completed by students.
  
  Confidentiality: Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office after 5 years.

  

  12.10 Death Claim Records
  Records documenting the filing of death claims on all retired and active employees. This series may include but is not limited to: claim forms, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office 5 years after claim is paid, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of the action and resolution of the issues involved.

  

  12.11 Disability Insurance Records
  Records documenting employee participation in disability insurance plans offered by UNC-General Administration. This series may include but is not limited to: transmittal forms, campus reports, copies of insurance payment checks, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of 5 USC 552A (U.S Privacy Act of 1974) regarding confidentiality of social security numbers and other personal data; applicable provisions of G.S. 132-1.2(2) and 132-1.10 regarding confidentiality of account numbers, social security numbers, and other personal data; and G.S. 130A-12, and 42 U.S.C. 1320d-2(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)) regarding confidentiality of medical records.
  
  Disposition Instructions: Destroy in office after 5 years if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  12.12 Disability Salary Continuation Claims Records
  Records documenting claims completed by disabled employees to apply for salary continuation benefits. This series may include but is not limited to: applications for salary continuation, claim forms, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of 5 U.S.C. 552A (U.S. Privacy Act of 1974) regarding confidentiality of social security numbers and other personal data and applicable provisions of G.S. 132-1.2(2) and 132-1.10 regarding confidentiality of account numbers, social security numbers, and other personal data.
  
  Disposition Instructions: Transfer to agency handling disability claim.
  
  REFERENCE COPY:
  Disposition Instructions: Transfer to appropriate individual personnel file.

  

  12.13 Disciplinary Records
  Records documenting disciplinary actions brought against University employees. This series may include but is not limited to: reports, forms, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, 126-24, regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office 5 years after final resolution. Destruction after final resolution may occur earlier if permitted by state law, regulations, or policy.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  

  12.14 Dispute Resolution and Grievance Records
  Records documenting the dispute resolution and staff grievance policies programs at the University. This series may include but is not limited to: forms, statements, responses, hearing and conference notes, decisions, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24, regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office 3 years after final resolution of grievance or dispute.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office upon resolution of grievance.

  

  12.15 Dual Employment Records
  Records documenting the actions of employees requesting and engaging in dual employment within state government or universities. This series may include but is not limited to: forms, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24, regarding confidentiality of personnel records.
  
  Disposition Instructions:
  a. Destroy in office approved requests and related records 1 year after employee terminates outside employment.
  b. Destroy in office disapproved requests and related records after 6 months.
  c. Destroy in office remaining records when reference value ends.

  

  12.16 Duty Assignment and Performance Evaluation and Management Records
  Records documenting the daily work duties, tasks, goals, and development of University employees that are also used to evaluate his or her performance. This series may include but is not limited to: work plans, assignments, and reports; development plans and performance evaluations; warning letters and counseling memos; and related documentation and correspondence.
  
  Office of Record: The schools, departments, or units.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, 126-24, regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office official copies after 3 years if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 3 years.

  

  12.17 Educational Leave and Reimbursement Records
  Records documenting requests for educational leave and reimbursement filed by University employees. This series may include but is not limited to: forms, reports, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24, regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office after 3 years.

  

  12.18 Employee Assistance Program Records
  Records documenting the administration of programs related to assistance and counseling opportunities for University employees. This series may include but is not limited to: requests for information, referrals, forms, releases, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24, regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office after 3 years.

  

  12.19 Employee Benefits Records
  Records documenting benefits available to UNC employees and all actions taken in conjunction with employee benefit and insurance plans. This series may include but is not limited to: studies, provider comparisons, enrollment forms, applications, medical histories, fee schedules, claim and beneficiary designation forms, receipts and payment records, and related documentation and correspondence.
  
  Confidentiality: Comply with 5 U.S.C. 552a (Privacy Act of 1974), 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974), 42 USC 1320(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)), and G.S. 132-1.10, regarding confidentiality of social security numbers and other personal data and medical records. Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24, regarding confidentiality of personnel records.
  
  Disposition Instructions:
  a. Transfer forms concerning beneficiaries to the Department of State Treasurer, Retirement Systems Division, or other retirement plan, when received.
  b. Destroy enrollment forms, applications, medical histories, and fee schedules in office 2 years after account is closed.
  c. Destroy claim and payment records in office after 7 closed fiscal years and when released from all audits.
  d. Destroy in office remaining records when superseded or obsolete.

  

  12.20 Employee Exposure to Medical-Hazardous Materials Records
  Records documenting 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. This series may include but is not limited to: examinations, test results, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of 42 U.S.C. 1320d-2(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)), G.S. 126-22, G.S. 126-23, G.S. 126-24 and G.S. 130A-374 regarding confidentiality of personnel and patient medical records.
  
  Disposition Instructions: Destroy in office medical records related to exposure to hazardous materials 30 years after separation or termination of service.

  

  12.21 Employee Medical Records
  Records documenting the medical and health status of University employees (other than medical records referred to in the series Employee Exposure to Medical-Hazardous Materials Records). This series may include but is not limited to: medical leave permit forms, workers compensation injury reports, treatment reports, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, 126-24, 130A-374, and 42 U.S.C. 1320 d-2(d) (2) (Health Insurance Portability and Accountability Act (HIPAA)) regarding confidentiality of personnel and patient medical records.
  
  See Also: Workers’ Compensation Records Disposition Instructions: Destroy in office 6 years after employee terminates service.

  

  12.22 Employee Recognition Program Records
  Records documenting the administration of Employee Recognition Programs within individual units. This series may include but is not limited to: program description, award recipients, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office after 3 years.

  

  12.23 Employee Survey Records
  Records documenting surveys related to employment at the University and completed by faculty and/or staff. This series may include but is not limited to: surveys, data, summary reports, conclusions, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions:
  a. Permanent for results and conclusions. Transfer to the custody of University Archives after 5 years.
  b. Destroy in office surveys and remaining records when reference value ends.

  

  12.24 Employee Verification Records
  Records documenting the verification process for appointment, employment, or other related verifications. This series may include but is not limited to: reports, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office 5 years after completion of verification.

  12.25 Exempt from the State Personnel Act (EPA) Non-Faculty Administrative Records
  Administrative records documenting EPA Non-Faculty related issues involving annual leave exceptions, position classifications, and other related topics. This series may include but is not limited to: policies, procedures, reports, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer to employee’s main personnel file.

  

  12.26 Exempt from the State Personnel Act (EPA) Personnel One-Time Payments
  Records documenting One-Time Payments (OTPs) paid to visiting lecturers and consultants, as well as to University staff and students who undertake duties outside and not in conflict with their regular work. This series may include but is not limited to: personnel action forms, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office 1 year after payment date.

  

  12.27 Exempt from the State Personnel Act (EPA) Personnel Records
  Personnel records of EPA employees, defined as all employees, including student employees and post-doctoral fellows, exempt from the State Personnel Act. This series may include but is not limited to: applications; contracts; resumes and vitae; records concerning promotions, demotions, and transfers; personnel action forms; salary data and history; records concerning termination of employment; verifications and credentials; copies of licenses and certifications; records concerning adjunct faculty appointments; records concerning employee’s aggregate service history; and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records. Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Office of Record: Office of Human Resources, Employee Records; Chancellor's Office; Provost's Office.
  
  Disposition Instructions: Destroy in office 75 years after employee separation.
  
  REFERENCE COPY:
  Disposition Instructions:
  a. Transfer Hiring Credentials Check Form 3 years after termination of employment or transfer from unit to employee's main personnel file held by Office of Record as listed above.
  b. Destroy in office remaining records 5 years after termination of employment, transfer from unit, or end of appointment.

  

  12.28 Faculty Compensation Records (ARP)
  Records documenting the allocation of unit funds for faculty compensation. This series may include but is not limited to: reports, spreadsheets, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office 1 year after final budget for faculty compensation is approved.

  

  12.29 Faculty Curricula Vitae and Resumes
  Faculty curricula vitae and/or resumes collected by the unit for reference.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives when reference value ends.

  

  12.30 Faculty Development and Continuing Education Records
  Records documenting faculty development and continuing education efforts. This series may include but is not limited to: records of nomination and attendance; certification of teaching scholars; monthly reports; project symposiums records; and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions:
  a. Transfer specific faculty records to EPA Personnel Records as applicable.
  b. Destroy in office financial records relating to programs and participation 5 years after release from all audits and claims.
  c. Retain master list of participants and credits earned for 5 years after participation in program.

  

  12.31 Family Medical Leave Act (FMLA) Records
  Records documenting leave issued under the Family Medical Leave Act (FMLA), 29 U.S.C. 2601 et seq. This series may include but is not limited to: forms, requests, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, G.S. 126-23, G.S. 126-24, G.S. 130A-374 and Family Medical Leave Act (FMLA) 29 U.S.C. 2601 et seq. regarding confidentiality of personnel and patient medical records.
  
  Disposition Instructions: Destroy in office 5 years after date of last activity.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  12.32 Harassment Education and Policy Records
  Records documenting harassment education and policy at UNC. This series may include but is not limited to: educational materials, advisory committee reports and appointments, reference and research documentation, and related documentation and correspondence.
  
  See Also: Dispute Resolution and Grievance Records for formal grievances.
  
  Disposition Instructions: Permanent. Transfer records to the custody of University Archives when superseded or obsolete.

  

  12.33 I-9 Forms
  Employment eligibility verification (I-9) forms. Comply with 8 C.F.R. 274a.2(b)(2)(i).
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office 3 years after termination of employment or 3 years after date of hire, whichever is longer.

  

  12.34 Immigration Filings (UNC Campuses) (REFERENCE)
  Reference copies of immigration filings and opinions provided by General Administration legal counsel to UNC System campuses. This series may include but is not limited to: Certificate of Eligibility for Exchange Visa (J-1) Status (Form IAP-66/DS-2019); Change of Status Applications; correspondence; Departmental Request Form for the Certificate of Eligibility for Exchange Visa (J-1) Status; Copies of Employment Authorization Document (EAD) cards; file notes regarding contact with scholars and units; financial certificates; Immigration and Naturalization Service Approval Notices (I-797A); Non-Immigrant Information Form (PR-100); Temporary Worker in Specialty Occupation Visa Applications (H1-B); Trade NAFTA (TN-1 and TN-2) and Persons of Extraordinary Ability Visa Applications (O-1); Form I-94; and United States Information Agency (USIA)/Department of State Recommendation to Waive J-1 Two-Year Residency Requirement; Waiver of the Foreign Residence Requirement (I-612); reference copies of Labor Certification (ETA-750); reference copies of Prevailing Wage Determination; reference copies of Actual Wage Determination; Petition for Alien Relative (I-130); Immigrant Petition for Alien Worker (I-140); Application to Register Permanent Residence or to Adjust Status (I-485); Permanent Resident Card (I-551); and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records. Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Office of Record: UNC System School or Schools operating in the State of North Carolina maintains the official records of these filings.
  
  Disposition Instructions:
  a. Destroy in office records of successful hires 5 years for date of last activity, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  b. Destroy in office records of unsuccessful hires 3 years after date of last action, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  12.35 Leave Records
  Records documenting leave requested and/or taken by University employees. This series may include but is not limited to: leave requests, monthly leave reports, yearly leave recapitulations, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23 and 126-24 regarding confidentiality of personnel records.
  
  Office of Record: Office of Human Resources and unit
  
  Disposition Instructions:
  a. Destroy in office monthly time sheets of permanent EPA employees upon completion of annual leave verification.
  b. Destroy in office monthly time sheets of temporary EPA employees after close of the fiscal year.
  c. Destroy remaining records in office after 5 years.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  

  12.36 Optional Retirement Plan (ORP) Participant Records
  Records documenting employee enrollment and participation in the ORP. This series may include but is not limited to: enrollment, change in investment, ORP-3 forms; carrier contracts; and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions:
  a. Transfer contract to carrier 13 months after employee terminates service.
  b. Destroy in office all remaining records 5 years after termination of employment and/or withdrawal from the plan, if no litigation, claim, audits, or other official action involving records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  12.37 Payroll Records
  Records of salaries paid to permanent employees and temporary employees.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Office of Record: Payroll Services
  
  Disposition Instructions: Destroy in office payroll personnel file 75 years after employee separation.
  
  REFERENCE COPY: The schools, departments, and units.
  Disposition Instructions:
  a. Transfer administrative data documenting personnel actions for both EPA and SPA employees to appropriate individual payroll personnel file when action is approved.
  b. Destroy in office remaining records after 7 closed fiscal years and when released from all audits.

  

  12.38 Payroll Deduction Records
  Records documenting deductions taken from the salaries of permanent and temporary employees. This series may include but is not limited to: accounting logs, calculations, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office 7 closed fiscal years after deduction is terminated and when released from all audits.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office remaining records after 1 closed fiscal year.

  12.39 Position Classifications Records
  Records documenting position classifications approved by the Office of State Personnel. This series may include but is not limited to: position classification forms, lists of titles and position numbers, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office when reference value ends.

  12.40 Post-Tenure Review Reports
  Reports documenting the number of individuals at each professional rank who underwent a post-tenure review in the past academic year.
  
  Note: These records do not include personnel information and should not be considered confidential.
  
  Office of Record: Individual Human Resources (HR) units unless the report constitutes a mandatory review, in which case the Dean's Office maintains the official record for eventual transfer to the Chancellor's Office, Personnel Office.
  
  Disposition Instructions: Permanent. Transfer reports to the custody of University Archives after 5 years.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when superseded or obsolete.

  

  12.41 Professional Credentialing Records
  Records documenting professional credentialing processes and supporting applications for professional certificates or licenses. This series may include but is not limited to: applications, registration, evidence of completion of practicum, transcripts, narrative evaluation of practicum, completion of hours for certification, recommendations, evaluations, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office 5 years after graduation or separation.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  

  12.42 Reappointment, Promotion, and Tenure Records
  Records documenting the reappointment, promotion, and tenure processes of the University and within its units. This series may include but is not limited to: recommendations, reports, articles, curricula vitae, resumes, lists of publications, evaluations, summaries of research activities, and related documentation and correspondence.
  
  Note: These files should always be maintained physically separate from EPA personnel files, but are considered to be a part of the academic personnel record.These files should always be maintained physically separate from EPA personnel files, but are considered to be a part of the academic personnel record.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions:
  a. Transfer records concerning award of reappointment, promotion or tenure to individual's Personnel File when granted.
  b. Destroy in office all remaining records after 5 years if no litigation, claim, audits, or other official action involving records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reappointment, promotion or tenure decision is made.

  

  12.43 Recruitment Pool Records
  Records documenting prospective applicants for faculty and staff positions drawn from either previous recruitments or unsolicited applications. This series may include but is not limited to: curriculum vitae, resumes, cover letters, applications for employment, interview materials, position announcements, evaluations of prospective employees, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office after 3 years.

  

  12.44 Reduction-in-Force Records
  Records documenting reductions-in-force actions and compiling data related to reduction-in-force situations. This series may include but is not limited to: reports, forms, lists of employees, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions:
  a. Transfer forms and correspondence to official personnel file 1 year after employee separation.
  b. Destroy in office remaining records when reference value ends, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  12.45 Retirement Benefits Records
  Records documenting retirement benefits plans offered to University employees, enrollment in these plans, and the employee’s designation of beneficiaries. This series may include but is not limited to: forms, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Office of Record: Office of Human Resources
  
  Disposition Instructions:
  a. Transfer forms concerning beneficiaries to the Department of State Treasurer, Retirement Systems Division or other retirement plan, when received.
  b. Destroy in office remaining records when reference value ends.

  12.46 Salary Resolution Records
  Records documenting yearly salary resolutions provided to UNC system schools indicating salary ranges for administrative (EPA) positions. This series may include but is not limited to: policies, procedures, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer records to the custody of University Archives after 5 years.

  

  12.47 Employee Search Records
  Records documenting the activities of search committees and groups charged with recruiting for positions, including student positions (see Disposition Instructions c and d), as well as the search and selection process positions This series may include but is not limited to: applications; resumes and curricula vitae; committee member lists; meeting notes; video and/or audio recordings of interviews and presentations; and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records and 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  See Also: Work Study Program Administrative Records.
  
  Disposition Instructions:
  a. Transfer application materials of successful applicant to the hiring office's Personnel File.
  b. Permanent for senior administrative position search records (including those for Vice Chancellors, Deans, and Directors).Transfer rosters of committee members, meeting notes, correspondence, curricula vitae, and resumes of all applicants interviewed on site to the custody of University Archives 5 years after end of committee's charge.
  c. Destroy in office records for successful applicants for student positions—where the student is employed as a result of his/her status as a student—3 years after termination or separation from employment.
  d. For unsuccessful student-position candidates, destroy in office 1 year after application period if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved or at the end of the 1-year period (whichever occurs later).
  e. Destroy in office remaining records 3 years after end of committee's charge, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office upon completion of committee's charge.

  

  12.48 Social Security Deductions Reports
  Reports listing Social Security deductions from each employee's salary.
  
  Confidentiality: Comply with applicable provisions of 5 U.S.C. 552a (U.S. Privacy Act of 1974) regarding confidentiality of social security numbers and other personal data, G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office after 7 closed fiscal years and when released from all audits.

  

  12.49 Subject to the State Personnel Act (SPA) Personnel Records
  Personnel records of all employees subject to the State Personnel Act. This series may include but is not limited to: applications; resumes and vitae; records concerning promotions, demotions, and transfers; personnel action forms; salary data and history; records concerning termination of employment; verifications and credentials; copies of licenses and certifications; records related to employee’s aggregate service history; and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and126-24 regarding confidentiality of personnel records.
  
  Office of Record: Office of Human Resources, Employee Records.
  
  Disposition Instructions: Destroy in office 75 years after separation or termination.
  
  REFERENCE COPY: The schools, departments, or units.
  Disposition Instructions: Destroy 5 years after employee separation.

  12.50 Training Program Records
  Records documenting training programs sponsored and conducted by the Office of Human Resources. This series may include but is not limited to: program agendas and/or curricula, certifications of completion, registration forms, certificates, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Permanent for program materials. Transfer to the custody of University Archives when superseded or obsolete.
  b. Transfer certification of completion to individual's personnel file.
  c. Destroy in office remaining records when reference value ends.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  

  12.51 Travel Requests and Reimbursement Records
  Records documenting travel requests made by and reimbursements paid to UNC employees. This series may include but is not limited to: authorizations, receipts, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records. Comply with applicable provisions of 5 U.S.C. 552a (U.S. Privacy Act of 1974), and G.S. 132-1.10 regarding confidentiality of social security numbers and other personally identifying information.
  
  Disposition Instructions:
  a. Destroy time-only records in office after 1 year if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  b. Destroy remaining records in office after 3 closed fiscal years and when released from all audits.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 2 closed fiscal years.

  12.52 University Management Development Program Records (UMDP)
  Records documenting professional development training for selected University managers. This series may include but is not limited to: memorandums, reports, rosters of approved managers, and related documentation and correspondence.
  
  Office of Record: Office of Human Resources, Training and Development Section.
  
  Disposition Instructions: Permanent. Transfer records to the custody of University Archives after 5 years.
  
  Note: This program has been discontinued.
  
  See Also: Training Program Records
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  

  12.53 Violence in the Workplace Records
  Records documenting acts or threats of violence in the workplace. This series may include but is not limited to: reports, forms, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Office of Record: Human Resources, Employee & Management Relations.
  
  Disposition Instructions: Destroy in office after 3 years if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  12.54 Voluntary Shared Leave Records
  Records documenting the administration of and participation in the University’s voluntary shared leave program. This series may include but is not limited to: applications, forms, leave reports, requests, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office after 5 years.

  12.55 Volunteer and Docent Records
  Records documenting the training and management of volunteers and docents. This series may include but is not limited to: meeting minutes, training materials, rosters and contact lists, schedules, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Permanent for reports, meeting minutes, and rosters of volunteers. Transfer records to the custody of University Archives after 5 years.
  b. Destroy remaining records in office after 5 years.

  12.56 Work Schedules
  Work schedules documenting variable, flexible, and shift work scheduling and used to calculate overtime and compensatory time.
  
  Disposition Instructions: Destroy in office when reference value ends.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

• 13. Public Safety Records
• 

  13.1 Alarm Monitoring Reports
  Fire and security alarm reports documenting the monitoring and testing of alarm systems on campus and within units.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-1.7 regarding confidentiality of building plans and specifications.
  
  See Also: Central Alarm Receiving System (CARS) Records
  
  Disposition Instructions: Destroy in office after 2 years.

  13.2 Bans and Trespass Warnings
  Campus bans and trespass warnings issued.
  
  Disposition Instructions: Destroy in office 2 years after ban or trespass warning removed.

  13.3 Building and Grounds Security Check Records
  Records documenting routine security checks. This series may include but is not limited to: logs, reports, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 3 years.

  

  13.4 Campus and Facility Security Records
  Records documenting the administration and management of facility security at UNC. This series may include but is not limited to: surveillance videos, incident reports, procedures, building plans, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-1.7 regarding confidentiality of building plans and specifications.
  
  See Also: Alarm Monitoring Reports
  
  Disposition Instructions:
  a. Transfer reports and surveillance records needed to support felony and misdemeanor investigations to appropriate Case Records File when created or opened.
  b. If surveillance records not required to support investigations or litigation destroy in office after 30 days.
  c. Destroy in office remaining records when reference value ends, if not litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  13.5 Campus Police and Security Duty Assignment Records
  Records documenting duty assignments for campus police and security officers. This series may include but is not limited to: assignments, schedules, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office after 5 years.

  

  13.6 Case Records
  Records documenting felony and/or misdemeanor investigations. This series may include but is not limited to: statements, incident reports, photographs, evidence sheets, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with applicable provisions of G.S. 132-1.1, and G.S. 132-1.4 regarding confidentiality of records.
  
  Disposition Instructions:
  a. Destroy in office closed felony case records after 20 years.
  b. Destroy in office closed misdemeanor case records after 5 years.

  

  13.7 Central Alarm Receiving System (CARS) Records
  Records concerning security system operations for campus buildings on the Central Alarm Receiving System (CARS). This series may include but is not limited to: logs, reports, plans, system maintenance, and upgrades and changes to system.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-1.7 regarding confidentiality of building plans and specifications.
  
  Disposition Instructions:
  a. Destroy in office logs and reports after 5 years, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of all issues involved.
  b. Retain in office all records of maintenance, upgrades and changes to system until system is replaced.
  c. Destroy in office remaining records when superseded or obsolete if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  13.8 Communications and Dispatch Records
  Records documenting emergency communications and dispatching. This series may include but is not limited to: radio, telephone, and 911 emergency recordings of incoming and/or outgoing communications and dispatches, database records, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-1.4(c)(4) regarding confidentiality of 911 caller, victim, and witness information.
  
  Disposition Instructions:
  a. Transfer felony/misdemeanor communications and dispatches to appropriate Case Records File when created.
  b. Destroy in office remaining records when reference value ends.

  13.9 Confiscated Weapons Records
  Records documenting the confiscation, control and return, or disposal of weapons confiscated during searches or arrests. This series may include but is not limited to: forms, reports, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 5 years, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  13.10 Controlled Substance Seizure Records
  Records documenting the confiscation or receipt, control, and return or disposal of controlled substances. This series may include but is not limited to: forms, reports, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office 3 years after disposal of items.

  

  13.11 Disaster and Emergency Response Records
  Records documenting disaster and emergency response policies and procedures. This series may include but is not limited to: policies, procedures, reports, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-1.6 regarding confidentiality of building plans and specifications and security plans and procedures.
  
  Disposition Instructions: Destroy in office when superseded or obsolete, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  13.12 Drug Testing Records
  Records documenting drug testing for commercial driver licenses and pre-employment screening. This series may include but is not limited to: test results, notifications, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records. Comply with applicable provisions of the Health Insurance Portability and Accountability Act of 1996 (HIPAA) regarding confidentiality of patient-related personal information.
  
  Note: Comply with applicable provisions of 49 C.F.R. 382.401 regarding record-keeping requirements and confidentiality of records.
  
  Disposition Instructions:
  a. Destroy in office negative tests 1 year after date of test, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  b. Destroy in office positive tests 5 years after date of test, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  13.13 Key Assignment Records
  Records documenting the assignment of keys and/or keycards for access to assigned space for the unit. This series may include but is not limited to: key assignment logs; and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-1.7 regarding confidentiality of public security information.
  
  Disposition Instructions: Destroy in office when superseded or obsolete.

  

  13.14 Misuse Reports Records
  Records documenting the misuse of state property by UNC employees. This series may include but is not limited to: misuse reports, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office 5 years after resolution of all litigation, audits, or official claims.

  

  13.15 Parking Assignment Appeal Records
  Records documenting employee parking assignment appeals. This series may include but is not limited to: appeal forms, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.
  
  Disposition Instructions: Destroy in office 3 years after resolution of appeal.

  

  13.16 Parking Assignment Records
  Records (including reference copies) documenting staff and student parking assignments. This series may include but is not limited to: applications, lists of staff and student parking assignments, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records. Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Office of Record: Department of Public Safety, Parking Services.
  
  Disposition Instructions: Destroy in office when reference value ends.

  

  13.17 Parking Tickets
  Parking tickets issued on UNC-CH property by UNC-CH Campus Police.
  
  Confidentiality: Comply with applicable provisions of G.S. 126-22, G.S. 126-23 and G.S 126-24 regarding confidentiality of personnel records. Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974).
  
  Disposition Instructions: Destroy in office after 3 closed fiscal years and when released from all audits.

  

  13.18 Police Incident Report Records
  Records documenting incidents involving campus and city police. This series may include but is not limited to: reports, supporting documentation, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 20-166, G.S. 97-92(b), G.S. 132-1.1, and G.S. 132-1.4 regarding confidentiality of records.
  
  Disposition Instructions:
  a. Transfer felony and misdemeanor reports to appropriate Case Records file when created or opened.
  b. Destroy in office remaining records after 5 years, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  13.19 Towed Vehicle Reports
  Towed vehicle reports for vehicles towed off UNC property.
  
  Disposition Instructions: Destroy in office after 3 years.

  

  13.20 Traffic Accident Report Records
  Records documenting traffic accidents. This series may include but is not limited to: reports, violations issued, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of G.S. 132-1.1, and G.S. 132-1.4 regarding confidentiality of records.
  
  Disposition Instructions:
  a. Transfer reports for accidents meeting the requirements for reporting to the NC Division of Motor Vehicles within 10 days.
  b. Destroy in office reports for accidents not meeting the requirements for reporting to the NC Division of Motor Vehicles in office after 3 years.
  c. Destroy in office remaining records when reference value ends.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office duplicate/reference copy when reference value ends.

  13.21 Traffic Citations
  Traffic citations issued by UNC-CH Campus Police.
  
  Disposition Instructions: Transfer to Clerk of the Court.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 3 years, if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  13.22 Traffic Stop Reports
  Traffic stop reports for traffic stops on UNC-CH property by UNC-CH Campus Police.
  
  Disposition Instructions: Destroy in office after 3 years.

• 14. Student—Academic Records
• 

  14.1 Academic Disciplinary Records
  Records documenting disciplinary actions brought against students for academic infractions. This series may include but is not limited to: description of charges, evidence, summary, transcripts, audio and/or video recordings, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974), Student Conduct Code and appeals process regarding confidentiality of student records.
  
  See Also: Honor Code Violations, Non-Academic Disciplinary Records.
  
  Disposition Instructions:
  a. Expulsion, degree revocation, and negative notation on transcript cases: Destroy in office 50 years after the initial incident.
  b. Other cases: Destroy in office 5 years after date of settlement or hearing.

  

  14.2 Student Admissions
  Records documenting student applications for admission to the University. This series may include but is not limited to: undergraduate and graduate applications, recommendations, transcripts, committee and review records, and related documentation and correspondence.
  
  Confidentiality: Comply with G.S. 132-1.1 (f) regarding confidentiality of personally identifiable admissions information of non-enrolled students. Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions:
  a. Enrolled students, destroy in office letters of recommendation 3 years after admission, and transfer remaining records to Office of the University Registrar when accepted.
  b. Non-enrolled students, destroy in office 1 year after application period if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  14.3 Class Lists
  Class lists documenting the names and other information of students enrolled in courses taught at the University.
  
  Confidentiality: Comply with 20 U.S.C.1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Retain in Office of the University Registrar permanently.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office at end of semester or when reference value ends.

  14.4 Commencement Records
  Records documenting University commencement exercises. This series may include but is not limited to: programs, attendance forms, planning records, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives after 1 year.

  

  14.5 Credit by Examination Records
  Records documenting academic credits awarded to students by special examination. This series may include but is not limited to: examination results, transcripts, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  See Also: Examinations, Tests, Term Papers and Course Work Records.
  
  Note: Graduate student credit by examination records are part of the Graduate Student Academic Record Series.
  
  Disposition Instructions: Retain in Office of the University Registrar permanently.
  
  REFERENCE COPY:
  Disposition Instructions: Transfer to Office of the University Registrar to be incorporated into official academic file.

  

  14.6 Drop/Add Forms
  Reference copies of forms completed to drop or add students to courses after online registration has closed.
  
  Note: Record copies of drop/add forms are kept by the Office of the University Registrar.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office 5 year after date submitted.

  

  14.7 Enrollment and Grade Reports
  Records documenting enrolled students and grades earned, held by the University Registrar. This series may include but is not limited to: enrollment reports, distribution of grades by instructors reports, grade roll reports, graduate and professional school grade reports, and grade point average reports.
  
  Office of Record: Office of University Registrar.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions:
  a. Transfer 1 copy to the custody of University Archives as reports are generated.
  b. Retain 1 copy in Office of the University Registrar permanently.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office 1 year after distribution date.

  

  14.8 Examinations, Tests, Term Papers and Course Work Records
  Records documenting examinations, tests, term papers, and course work completed by students. This series may include but is not limited to: completed student examinations, tests, term papers, course work, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  See Also: Credit by Examination.
  
  Disposition Instructions:
  a. Destroy in office 1 year after completion of course for uncontested grade results.
  b. If challenged, destroy after resolution of challenge.

  

  14.9 Excused Absence Records
  Records documenting student absences excused for health and other unavoidable reasons. This series may include but is not limited to: written excuses, doctor’s notes, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with 42 U.S.C. 1320d-2(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)), and G.S. 132-1.10 regarding confidentiality of social security numbers and other personally identifying information.
  
  Disposition Instructions: Destroy in office at end of each semester.

  

  14.10 Extra Hour Registration Records
  Records documenting requests by students to register for extra hours. This series may include but is not limited to: requests, authorizations, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office 1 year after date submitted.

  

  14.11 Family Educational Rights and Privacy Act Compliance Records (FERPA)
  Records documenting measures taken by UNC-CH, UNC-General Administration, and their units to comply with FERPA regulations. This series may include but is not limited to: requests for formal hearings, requests for the release of information, written decisions of hearing panel, waivers for rights of access, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974).
  
  Disposition Instructions: Retain in office permanently.

  

  14.12 Grade Change Appeal and Authorization Records
  Records documenting the appeal and change of course grades. This series may include but is not limited to: grade change appeal and authorization forms, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions:
  a. Retain forms in Office of the University Registrar permanently.
  b. Destroy in office remaining records after 5 years.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office upon verification from Office of the University Registrar.

  

  14.13 Grade Rolls
  Grade rolls documenting student grades to be entered into the student’s academic record.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Retain in Office of the University Registrar permanently.

  

  14.14 Graduate and Degree Listing Records
  Records documenting graduates from units, including class rank information. This series may include but is not limited to: perspective and actual graduate lists, class rankings, final copy of class rank book, and related documentation and correspondence.
  
  Office of Record: Office of University Registrar and/or University Archives.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions:
  a. Permanent for final copy of undergraduate rank book and/or listings. Retain 1 copy in Office of the University Registrar permanently. Transfer 1 copy to the custody of University Archives when published.
  b. Permanent for final copy of graduate and professional student rank books and/or listings. Retain 1 copy in unit permanently. Transfer 1 copy to the custody of University Archives when published.
  c. Destroy in office remaining records when reference value ends.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  

  14.15 Graduate Student Academic Records
  Records documenting the academic record of graduate students earning Masters or Doctoral degrees from the unit. This series may include but is not limited to: accepted applications, statements of purpose, writing/production samples (CD or Video), degree requirement materials, credit by examination records, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Office of Record: Office of the University Registrar, Graduate School.
  
  Disposition Instructions:
  a. Office of the University Registrar: Permanent for institutional academic transcripts, undergraduate applications for admission, and official enrollment and grade change records of all enrolled students.
  b. Graduate School: Destroy in office remaining records 10 years after date last registered or activity with the University.
  c. Graduate School: Destroy in office remaining records 5 years after degree awarded for graduated students.
  
  REFERENCE COPY:
  Disposition Instructions:
  a. Destroy in office records 3 years after degree awarded for graduated students.
  b. Destroy in office remaining records 7 years after last date registered or activity with the University.

  

  14.16 Honor Board Records
  Records documenting membership functions of the Honor Board. This series may include but is not limited to: applications, selection criteria, position descriptions, training information, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions:
  a. Permanent for selection criteria, position descriptions, training information, policies and procedures. Transfer to the custody of University Archives when superseded or obsolete.
  b. Destroy in office applications and membership lists when reference value ends.

  

  14.17 Honor Code Violation Records
  Records documenting violations and alleged violations of the University Honor Code. This series may include but is not limited to: investigation files, case files, trial transcripts, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) and appeals process regarding confidentiality of student records.
  
  Disposition Instructions:
  a. Destroy in office records involving cases tried and resulting in acquittal after verdict.
  b. Transfer pertinent information involving cases tried and resulting in conviction to Office of the University Registrar and Dean's Office after verdict. Destroy in office remaining records involving case after 10 years, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.
  c. Destroy in office records not concerning cases after 7 years, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  14.18 International Student Records
  Records documenting the necessary administrative filings required to verify the status and eligibility of international students. This series may include but is not limited to:1-20 (Copy of Certificate of Eligibility for F-1 Visa Status) copy of alien registration receipt card, copy of "arrival-departure" record (form I-94), copy of certificate of eligibility for J-1 visa status (DS-2019), statement of financial eligibility, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records, 8 C.F.R. 214.2(f)(6)(iii)(B), 8 C.F.R. 214.3(g), 8 C.F.R. 214.3(k), and 22 C.F.R. 62.10(h) regarding record-keeping requirements and confidentiality of records.
  
  Note: Records are to be maintained separately from admissions process.
  
  Disposition Instructions:
  a. Enrolled students, destroy in office or return 10 years after graduation or separation.
  b. Non-enrolled, destroy in office1 year after application term.

  

  14.19 Internship, Assistantship, and Fellowship Records
  Records documenting student internships, assistantships, and fellowships within the unit. This series may include but is not limited to: applications, approvals, credit earned, accounting records, award notifications, eligibility criteria, guidelines and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions:
  a. Transfer information regarding individuals to Office of the University Registrar and fiscal information to Business Affairs (if applicable) at end of each grading period.
  b. Destroy in office remaining records after 5 years.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  

  14.20 Learning Disability Student Records
  Records documenting application for and use of student learning disability services offered by UNC. This series may include but is not limited to: applications, reports, releases, reviews, interviews, records of services used, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with 42 U.S.C. 1320d-2(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)), and G.S. 132-1.10 regarding confidentiality of social security numbers and other personally identifying information. Comply with G.S. 8-53 regarding confidentiality of physician-patient communications.
  
  See Also: Services to Students with Disabilities Records
  
  Disposition Instructions: Destroy in office 4 years after student enrollment ends.

  14.21 Name Change Records
  Records documenting name changes applied to a student’s academic record. This series may include but is not limited to: name change forms, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office 5 years after graduation or separation.

  

  14.22 Non-Traditional Students Information Records
  Records documenting information related to non-traditional students. This series may include but is not limited to: correspondence, handbooks, and surveys and studies.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Transfer to the custody of University Archives after 5 years.

  

  14.23 Pass / Fail Forms
  Forms used to declare the Pass/Fail option in a course.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office 1 year after request submitted.
  
  REFERENCE COPY:
  Disposition Instruction: Destroy in office when reference value ends.

  

  14.24 Professional Credentialing Records
  Records documenting and supporting application for professional certificates or licenses. This series may include but is not limited to: applications, registrations, evidence of completion of practicum, transcripts, narrative evaluations of practicum, completion of hours for certification, recommendations, evaluations, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office 5 years after graduation or separation.
  
  REFERENCE COPY:
  Disposition Instruction: Destroy in office when reference value ends.

  

  14.25 Program Progression Appeal Records
  Records documenting appeals to program progression requirements. This series may include but is not limited to: forms, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions:
  a. Transfer outcome of appeal to Office of the University Registrar.
  b. Destroy in office remaining records 5 years after resolution of appeal.

  

  14.26 Repeat Course Records
  Records documenting students' attempts to repeat courses in order to raise grades. This series may include but is not limited to: requests, approvals, disapprovals, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office after 2 years.

  

  14.27 Residency Records
  Records documenting applications for in-state residency approval. This series may include but is not limited to: information and records maintained in the online application database, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Note: Appeals to decisions are maintained in the official student record maintained by the Office of University Registrar. Graduate student residency records are part of the Graduate Student Academic Records Series.
  
  Disposition Instructions:
  a. Destroy in office applications for students who do not enroll 1 year after date of application.
  b. For students who do enroll, graduate student materials revert to the Graduate Student Academic Records Series and undergraduate student materials destroy in office 5 years after graduation or separation.

  

  14.28 Student Academic Common Market Participant Records
  Records documenting individual residency certification for entrance into the Academic Common Market and other programs that provide residency status to North Carolina students in out-of-state programs. This series may include but is not limited to: student applications, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  See Also: Southern Regional Education Board (SREB) Records for general records about the program.
  
  Note: Graduate student records fall under the retention period for the Graduate Student Academic Records Series.
  
  Disposition Instructions: General Administration records: destroy in office 6 years after residency certification process is completed if no litigation, claims, audits, or other official actions involving the records have been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

  

  14.29 Student Academic Advising and Counseling Records
  Records documenting personal and academic counseling of students. This series may include but is not limited to: advisors’ notes and reports, transcripts, grades, class schedules, academic test reports, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Note: For graduate students, this material is part of the student’s official record, so it would be handled as described in 14.15 above.
  
  Disposition Instructions: Destroy in office 5 years after graduation or separation.

  

  14.30 Student Awards and Honors Records
  Records documenting awards and honors awarded to students. This series may include but is not limited to: recommendations, approvals, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions:
  a. Transfer information concerning recipients of awards and honors to the Office of the University Registrar at end of each grading period to be incorporated into official academic file.
  b. Permanent. Transfer remaining records to the custody of University Archives after 5 years.

  

  14.31 Student Biography Records
  Records documenting graduate and undergraduate student biographies. This series may include but is not limited to: biographies; lists of names and contact information; and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office after 3 years.

  

  14.32 Student Services System
  Integrated management system for student services, also known as ConnectCarolina.
  
  Confidentiality: Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Update data routinely and follow relevant record series retention periods listed in this section.

  

  14.33 Student Study Abroad Academic Records
  Records (including some reference copies) documenting the academic performance of students enrolled in Study Abroad programs. This series may include but is not limited to: recommendations, transcripts, applications for admission, academic advising worksheets, drop/add forms, pass/fail forms, placement test scores, transfer equivalency records, contracts for placement, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Office of Record: Office of the University Registrar and Study Abroad Office.
  
  See Also: Applications for Admissions and Study Abroad Activity Records.
  
  Disposition Instructions:
  a. Retain official transcripts and credit reports from study abroad enrollment permanently.
  b. Destroy in office remaining records of inactive students 4 years after date of last registration.
  c. Destroy in office remaining records of graduated students 5 years after graduation.
  
  REFERENCE COPY:
  Disposition Instruction: Destroy in office upon graduation or last date of enrollment and when reference value ends.

  

  14.34 Student Survey Records
  Records documenting student surveys conducted by the University and its units. This series may include but is not limited to: completed student surveys, summary reports, conclusions, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C.1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24regarding confidentiality of personnel records.
  
  Disposition Instructions:
  a. Permanent for results and conclusions. Transfer to the custody of University Archives after 5 years.
  b. Destroy in office surveys and working papers when reference value ends.

  

  14.35 Student Teaching Certification Records
  Records documenting the certification process for students participating in student teaching programs. This series may include but is not limited to: applications, transcripts, check sheets, grades, drop/add forms, class schedules and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Retain in Office of the University Registrar permanently.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office after 5 years after graduation or separation.

  

  14.36 Student Waivers for Rights of Access to Letters of Recommendation
  Waivers for requesting access letters of recommendation held in a student’s academic record.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office when letters of recommendation are destroyed.

  

  14.37 Study Abroad Activity Records
  Records documenting Study Abroad Office activities relating to applications and placement of students in Study Abroad program used for tracking and statistical purposes. This series may include but is not limited to: student contact information, placement information, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  See Also: Student Study Abroad Records and Applications for Admission.
  
  Disposition Instructions: Destroy in office individual records 10 years after student completes Study Abroad program.

  14.38 Theses and Dissertations
  Record copies of theses and dissertations completed by UNC students. This series may include but is not limited to: theses and dissertations.
  
  Office of Record: University Library.
  
  Disposition Instructions: Retain one copy at the University permanently.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy when reference value ends.

  

  14.39 Transcript Request Records
  Records documenting requests for transcripts by students and other institutions. This series may include but is not limited to: transcript request forms, invoices, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office 1 year after date submitted.

  

  14.40 Transcripts
  Transcripts documenting the academic record of and degrees awarded to students.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Retain in Office of the University Registrar permanently.

  

  14.41 Transfer Equivalents Records
  Records documenting grade transfer equivalents from other institutions. This series may include but is not limited to: correspondence, transcripts, lists of credit hours earned, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Retain in Office of the University Registrar permanently.

  

  14.42 Undergraduate Student Academic Records
  Records documenting the academic record of undergraduates earning degrees from the unit. This series may include but is not limited to: advanced placement test results, degree audit documents, entrance exam reports and test scores, drop/add forms, petition waivers, major/minor declarations, independent study approvals, class audit permission, withdrawal forms, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Office of Record: Office of the University Registrar.
  
  Disposition Instructions: Permanent. Retain in Office of the University Registrar.
  
  REFERENCE COPY: The schools, departments, or units.
  Disposition Instructions: Destroy in office records 5 years after degree awarded or date last registered.

  

  14.43 Upward Bound Student Records (Upward Bound)
  Records documenting the participation and performance of students enrolled in the Upward Bound Project. This series may include but is not limited to: recommendations, transcripts, applications for admission, recommendations, original academic advising worksheets, honors and awards received, comprehensive examination results, placement test scores, releases for participation, medical history, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions:
  a. Destroy in office inactive (dropouts) student records 5 years after date of last activity.
  b. Retain in office Annual Performance Report (Cumulative) folder and Application folder until reference value ends.
  c. Destroy in office remaining student records 7 years after completion of program.

• 15. Student—Financial Aid Records
• 

  15.1 Fee Assessment Forms
  Fee assessment forms used to determine fees charged to students.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office 5 years after graduation or separation.

  

  15.2 Financial Aid Administrative Records
  Records documenting the administration of federal and state student financial aid. This series may include but is not limited to: applications, participation agreements, recommendations, tax returns, guidelines, award notifications, eligibility criteria, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records and G.S. 105-24; G.S. 105-259; G.S. 105-262; and G.S. 132-1.1(b) concerning confidentiality of tax and account information. Comply with applicable provisions of G.S. 132-1.1(f) regarding confidentiality of non-enrolled student records.
  
  Disposition Instructions: Destroy in office 3 years after graduation or separation.

  

  15.3 Financial Aid Recipients Records
  Records documenting the awarding of federal and state student financial aid. This series may include but is not limited to: eligibility criteria, GPA record, financial history, disbursement reports, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records and G.S. 105-24; G.S. 105-259; G.S. 105-262; and G.S. 132-1.1(b) concerning confidentiality of tax and account information. Comply with applicable provisions of G.S. 132-1.1(f) regarding confidentiality of non-enrolled student records.
  
  Disposition Instructions: Destroy in office 3 years after graduation or separation.

  15.4 Financial Aid Reports
  Summary reports submitted to the Chancellor and administration on yearly awards.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives after 3 years.

  

  15.5 Loan Administration Records
  Records documenting the administration of loans. This series may include but is not limited to: promissory notes, enrollment verification, accounting statements, cancellation requests, disbursement rosters, repayment records, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office 3 years from date loan assigned, cancelled, or repaid, or in compliance with federal regulations.

  

  15.6 Scholarship Administration Records
  Records documenting the administration of student scholarships. This series may include but is not limited to: guidelines, reports, funding sources, trust fund withdrawals, description of scholarships, names of students, accounting records, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office 3 years after graduation or separation.
  
  REFERENCE COPY:
  Disposition Instructions: Destroy in office when reference value ends.

  

  15.7 Scholarship and Grant Applications (NCSEAA)
  Records documenting student applications for scholarships and/or grants administered by North Carolina State Education Assistance Authority (NCSEAA). This series may include but is not limited to: applications, recommendations, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions:
  a. Destroy in office denied applications 1 year after date application deadline.
  b. Destroy in office awarded scholarship/grant applications 3 years after student graduation or date of last activity, whichever occurs later.

  

  15.8 Scholarship and Grant Records (NCSEAA)
  Records documenting scholarships and grants administered by the North Carolina State Education Assistance Authority (NCSEAA). This series may include but is not limited to: reports, award notices, regulations, program summaries, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions:
  a. Permanent for program records. Transfer to the custody of University Archives after 5 years and when released from all audits.
  b. Destroy grant profile reports in office and all other related records 1 year after application cycle if no litigation, claim, audit, or other official action has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues resolved.

  15.9 Scholarship and Loan Reference Records
  Records documenting describing scholarships and loans. This series may include but is not limited to: brochures, flyers, requirements, guidelines, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives when superseded or obsolete.

  

  15.10 Scholarship Application Records
  Records documenting applications for scholarships awarded by the University. This series may include but is not limited to: applications, recommendations, approvals, disbursements, accounting records, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office 3 closed fiscal years after graduation or separation and when released from all audits.
  a. For awarded scholarships, destroy in office 3 closed fiscal years after graduation or separation and when released from all audits.
  b. For rejected applications, destroy in office 5 years after application.

  

  15.11 Student Award and Borrower Information Systems (Databases)
  Records documenting the administration of student scholarship and grant awards and loans. This series may include but is not limited to: applicant and recipient names and biographical information, application, and supporting documentation, application review records, award amounts, repayment records, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions:
  a. For scholarship and grant awards, destroy in office 3 years from student graduation date or date last attended.
  b. For loans, destroy in office 3 years from date loan assigned, cancelled, or repaid, or in compliance with federal regulations.

  

  15.12 Veterans' Benefits Records
  Records documenting veterans' benefits awarded to University students. This series may include but is not limited to: accounting statements, applications, enrollment verifications, award notifications, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974).
  
  Disposition Instructions: Destroy in office 3 years after graduation or separation.

  

  15.13 Work Study Program Administrative Records
  Records documenting the administration of the Federal Work Study program at the institution. This series may include but is not limited to: job descriptions, award letters, pay rate change notices, and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office after 3 years.

• 16. Student—Health and Counseling Records

• 16.1 Controlled Drug Administrative Records
  Records documenting the receipt and control of controlled drugs by Health Center personnel. This series may include but is not limited to: inventories, logs, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office 3 years after released from all audits.

  

  16.2 Immunization Incomplete Log
  Incomplete immunization logs from Student Health Services.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with 42 USC 1320d-2(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)). Comply with G.S. 8-53 regarding confidentiality of patient-physician communications.
  
  Disposition Instructions: Destroy in office when superseded or obsolete.

  

  16.3 Laboratory Results Records
  Records documenting results of laboratory tests. This series may include but is not limited to: test results and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with 42 USC 1320d-2(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)). Comply with G.S. 8-53 regarding confidentiality of patient-physician communications.
  
  Disposition Instructions: Destroy in office after 7 years.

  

  16.4 Patient Appointment Records
  Records documenting time and date of and reason for patient appointments. This series may include but is not limited to: appointment books and databases, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with 42 USC 1320d-2(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)). Comply with G.S. 8-53 regarding confidentiality of patient-physician communications.
  
  Disposition Instructions: Destroy in office after 1 year.

  

  16.5 Student Counseling Records
  Records documenting the administration of the Center for Counseling and Student Development clients. This series may include but is not limited to: case notes, test results, treatment plans, referrals, evaluations, case summaries, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with 42 USC 1320d-2(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)). Please also consult applicable guidelines from the American Psychological Association. Comply with G.S. 8-53 regarding confidentiality of patient-physician communications.
  
  See Also: Student Medical Records and Student Mental Health Records.
  
  Disposition Instructions:
  a. Destroy in office case summaries after 10 years.
  b. Destroy in office remaining records 7 years after client's last visit.

  

  16.6 Student Immunization Records
  Records documenting immunizations received on campus. This series may include but is not limited to: immunization records, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with 42 USC 1320d-2(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)). Comply with G.S. 8-53 regarding confidentiality of patient-physician communications.
  
  Disposition Instructions: Permanent.

  

  16.7 Student Medical Records
  Records documenting student medical history. This series may include but is not limited to: medical charts, name, medical history, accidents reports, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with 42 USC 1320d-2(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)). Comply with G.S. 8-53 regarding confidentiality of patient-physician communications.
  
  See Also: Student Mental Health Records and Student Counseling Records.
  
  Disposition Instructions: Destroy in office 7 years after last professional contact with patient.

  

  16.8 Student Mental Health Records
  Records documenting student mental health counseling, including substance abuse counseling. This series may include but is not limited to: psychiatric and/or psychological information, notes of practitioner, diagnosis and treatment, referral letters, and release of information agreement.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with 42 USC 1320d-2(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)).
  
  See Also: Student Medical Records and Student Counseling Records.
  
  Disposition Instructions: Destroy in office 7 years after last professional contact with patient.

  

  16.9 Substance Abuse Program Administration
  Records documenting the administration of substance abuse programs for students. This series may include but is not limited to: attendance rosters, compliance status, reports and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with 42 USC 1320d-2(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)).
  
  Disposition Instructions:
  a. Permanent for statistical reports. Transfer to the custody of University Archives when reference value ends.
  b. Destroy in office remaining records after 4 years.

• 17. Student Housing Records
• 

  17.1 Housing Appeals
  Records documenting decisions on refunds and/or dismissal of housing deposits and other charges. This series may include but is not limited to: policies, decisions, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office 1 year after settlement of appeals.

  17.2 Housing Security Reports
  Records documenting housing security and conditions. This series may include but is not limited to: security reports and condition reports with resulting list of repairs to be made, and related documentation and correspondence.
  
  Disposition Instructions: Destroy in office after 3 years if no litigation, claim, audit, or official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of the issues involved.

  17.3 Student Guest Sign-in Logs
  Sign-in logs documenting the guests of residential students.
  
  Disposition Instructions: Destroy in office after 2 years.

  

  17.4 Student Housing Applications
  Records documenting applications to live in on-campus student housing. This series may include but is not limited to: applications, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office after 1 year.

  

  17.5 Student Housing Contracts
  Records documenting student housing contracts. This series may include but is not limited to: contracts, cancellations, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office 3 years after termination of agreement.

  

  17.6 Student Housing Damages Records
  Records documenting damages to student residence halls and assessment of costs. This series may include but is not limited to: damage assessment forms, reports, damage assessment forms, reports, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions:
  a. Transfer records concerning individual damage assessments to Office of the University Registrar and Business Affairs.
  b. Destroy in office remaining records after 3 years.

  

  17.7 Student Housing Disciplinary Action Records
  Records documenting disciplinary actions brought against students for alleged violations of University rules and regulations found in student housing contracts. This series may include but is not limited to: disciplinary action report form, reports, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office 5 years after resolution.

  17.8 Student Key Receipts
  Signature cards and receipts documenting the issuance of keys to students and conference attendees.
  
  Disposition Instructions: Destroy in office after 1 year.

  

  17.9 Summer School Housing Records
  Records documenting housing available during summer session. This series may include but is not limited to: applications, contracts, cancellations, damages lists, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office after 3 years.

• 18. Student Life Records
• 

  18.1 Disciplinary Records (Non-Academic)
  Records documenting disciplinary actions brought against students for violations of University rules and regulations. This series may include but is not limited to: charges, evidence, summary, transcripts, audiotapes, police reports, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974), Student Conduct Code and appeals process regarding confidentiality of student records.
  
  Disposition Instructions:
  a. Expulsion, degree revocation, and negative notation on transcript cases: Destroy in office 50 years after the initial incident.
  b. Other cases: Destroy in office 5 years after date of settlement or hearing.

  

  18.2 Fraternities and Sororities Records
  Records documenting the histories of fraternities and sororities. This series may include but is not limited to: charters, discipline, membership, reports, photographs, scrapbooks, and related documentation and correspondence.
  
  Confidentiality: Comply with applicable provisions of 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives after 5 years.

  18.3 Intramural Sports Records
  Records documenting the planning, implementation and operation of intramural sports programs for students, faculty and staff. This series may include but is not limited to: applications, rosters, enrollment records, activity records, medical waivers, handbooks, reports, promotional and publicity materials, photographs, scrapbooks, and related documentation and correspondence.
  
  Disposition Instructions:
  a. Permanent for handbooks, reports, promotional and publicity materials, photographs, and scrapbooks. Transfer to the custody of University Archives when reference value ends.
  b. Destroy in office remaining records after 3 years.

  

  18.4 Meeting Notes (Emergency Evaluation and Action Committee)
  Notes taken at the meetings of the Emergency Evaluation and Action Committee and used to support actions taken and decisions made by the committee.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with 42 USC 1320d-2(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)).
  
  Disposition Instructions: Destroy records in office after 10 years.

  

  18.5 Services to Students with Disabilities Records
  Records documenting University sponsored services available to students with disabilities. This series may include but is not limited to: health professional evaluation reports, autobiographical essays, copies of admission applications, high school transcripts, physicians' statement, counseling interview notes, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with 42 USC 1320d-2(d)(2) (Health Insurance Portability and Accountability Act (HIPAA)). Comply with G.S. 8-53 regarding confidentiality of patient-physician communications.
  
  See Also: Learning Disability Student Records
  
  Disposition Instructions: Destroy in office 4 years after graduation or separation.

  

  18.6 Student Accident Reports
  Records documenting accidents involving students. This series may include but is not limited to: affidavits, photographs, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office after 7 years.

  18.7 Student Associations and Organizations Records
  Records documenting student associations and organizations officially recognized by the University. This series may include but is not limited to: constitutions, by-laws, newsletters, minutes, brochures, announcements, photographs, reports, scrapbooks, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives after 1 year.

  

  18.8 Student Case Files (Emergency Evaluation and Action Committee)
  Records documenting the actions of the University’s Emergency Evaluation and Action Committee and used to evaluate students placed under the committee’s review. This series may include but is not limited to: mental health evaluations, incident and police reports, court documents, grade summaries and transcripts, recommendations, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records. Comply with 42 USC 1320d-2(d) (2) (Health Insurance Portability and Accountability Act (HIPAA)).
  
  Disposition Instructions:
  a. Expulsion, degree revocation, and negative notation on transcript cases: Destroy in office 50 years after the initial incident.
  b. Other cases: Destroy in office 5 years after date of settlement or hearing.

  18.9 Student Government Association Records
  Records documenting constitution, by-laws, committee files, correspondence, fiscal records, meeting minutes, and annual reports.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives after 1 year.

  18.10 Student Legal Services Records
  Records documenting the administration of Student Legal Services. This series may include but is not limited to: reports, financial data, budgets, and related documentation and correspondence.
  
  Disposition Instructions: Permanent. Transfer to the custody of University Archives after 5 years.

  

  18.11 Student Legal Services Case Records
  Records documenting University sponsored legal services offered to students. This series may include but is not limited to: reports, transcripts, opinions, and related documentation and correspondence.
  
  Confidentiality: Comply with 20 U.S.C. 1232g (Family Educational Rights and Privacy Act (FERPA) of 1974) regarding confidentiality of student records.
  
  Disposition Instructions: Destroy in office 5 years after completion of action and resolution of all issues.