Records on Campus:

“It’s the law” - records management at a

public university

Charlotte-Piedmont ARMA Chapter

February 17, 2011

Madeleine Bagwell Perez

University Archivist / Records Officer

Special Collections, Atkins Library

The University of North Carolina

16 campuses plus NC

School of Science & Math

http://www.records.ncdcr.gov/colleges.htm

The Government Records Branch

part of the Archives and Records Section,

North Carolina Division of Historical Resources

The University of North Carolina and its campuses are considered state agencies

Disposition of records governed by law: NC GS 121 & 132

Records Management Program at UNC Charlotte

• First campus schedule written in 1970

• Superseded in 1991 by a University Records Retention and Disposition Schedule issued by the Government Records Branch

• Until 2007 focus was on individual office schedules

Records Management at UNC Charlotte

• Currently use UNC (System) General Records Retentionand Disposition Schedule (approved 2007) as default (hosted by Office of Legal Affairs on its website)

• Call Madeleine – x73595 (704-687-3595 or by email)

Program-specific schedules

• Need a schedule for specific office records, not covered by the General Schedule, we can write one for you

• Submit to Government Records Branch, for approval

• Once approved, implement schedule in office

Services we offer:

• Interpretation of schedules with input from Legal

Affairs, Internal Audit, and Human Resources

• Transfer of historical material to University Archives

• Limited record center storage facilities for

permanent non-historical records

• Reference/retrieval of records for campus offices

University Archives:

• Established 1970

• Records of UNC Charlotte predecessor institutions: Charlotte Center & Charlotte College

• Collector of non-current, permanently valuable, university records: including all major campusdivisions and offices, faculty governance, student life

Where?Researchers/Patrons?

• Dalton Reading Room – Library 10th floorCollections housed in locked and alarmed storage area

• Anyone interested in university historyPrimary users: offices, students, campus publications

Researchers come to us for…

• Faculty governance records: committee minutes, curriculum development, tenure documents

• Student organization records

• University publications: newspapers, yearbooks, catalogs

• Photographs, audio/video materials

• Growth/development of University

We have answers…

• Football

• Daycare

We have answers…

• Grave stones

• 49er

How we get these records?

“It’s the law.”