1. Records
Management
and University
Archives
Erin Lawrimore
February 14, 2012

2. Goals of Records
Management
 Identify
permanent records that
document university history
 Comply with state and federal laws
concerning public records
 Improve efficiency by ensuring that
University records are retrievable, reliable,
secure, and trustworthy

3. Functions of a Retention
Schedule
 Lists
records found in your office
 Provides
uniform descriptions
 Outlines
retention and disposition
instructions
 Identifies
confidential or restricted records

4. Records Retention Schedule
 UNC
System Records Retention Schedule
http://www.northcarolina.edu/legal/policies/Records_

5. Departmental Scheduling
 Winnows
down the UNC System Schedule
 Uses the individual department’s
language
 Allows for scheduling of non-scheduled
record series
 Identifies a Key Contact for the
department

6. Departmental Key Contacts
 Know
the organization of the office,
where and how records are stored and
used
 Be
appointed by the administrative head
of the department/office
 Have
the records management
responsibilities as part of their work plans

7. Key Contact Duties
 Serving
as the key contact person with
University Archives and Records
Management Services
 Instructing
their colleagues on retention
periods and how to use the records
retention schedule
 Coordinating
records transfer to storage
or University Archives

8. Goals of RM Program
 Collaborate
with key staff on
departmental retention schedules
 Train key staff in transfer procedures
 Ensure more predictable and reliant
transfer of permanent records to Archives
 Promote/publicize Archives across
campus