According to North Carolina law, every document, paper, letter, email, voicemail, map, book, photograph, film, sound recording, magnetic or other tape, electronic data processing record, artifact, or other documentary material, regardless of physical form or characteristic, made or received in connection with the transaction of the university’s business is considered a public record, unless an exception applies, and may not be disposed of, erased, or destroyed without specific guidance from the Department of Cultural Resources (DCR). In April 2007, the State of NC, DCR and UNC General Administration, on behalf of the constituent institutions, approved a new retention schedule for university records. It covers public and confidential records. The DCR recognizes that many records exist that may have very short-term value to the creating agency. The expeditious disposal of records possessing only brief administrative or reference value is allowed. If in doubt about the nature of the document, retain the record and seek guidance or advice from the university’s archivist or the office of general counsel. No public university official may destroy a public record, unless it is in accordance with the university’s record retention schedule. Violations may result in a Class 3 misdemeanor and fine between $10 and $500. (OGC 7/7/09)
