Consult UNCW’s Public Records Policy. “Public Record” is any documentary material or artifact, regardless of physical form or characteristics (paper, email, electronic, video, film, digital, photograph, audio, etc.), made or received in the course of university business. According to the NC Public Records Act, subject to certain confidential exceptions (mainly student or personnel records), any member of the public may request to inspect and/or copy a “public record”. If you receive such a request and it’s not in writing, ask that the individual put the request in writing so that there’s no misunderstanding of what is being requested. There is no time deadline to respond; rather the statute requires that agencies act “as promptly as possible”.
If a person requests access to a record containing both public and confidential data, we may not deny a request for access or copying simply because the material is not separately maintained. It is our responsibility to separate the public material. There is, however, an additional public interest in maintaining the integrity of the record in good physical condition. To ensure this, the inspection should be supervised and the records kept secure. You must not inquire as the purpose or motive of the requesting party. If you are at all uncertain about whether and how to produce the records, you must contact the office of general counsel and provide a copy of the request for their review. (OGC 7/8/2009)
