D. H. Ramsey Library Special Collections and University Archives

Records Management

University Archives supports the ongoing operation of campus offices and departments in managing their records by assisting departments with records retention and disposition as outlined in the UNC System General Records and Disposition Schedule. University Archives provides storage for, and access to, university records with a permanent historical value. Contact Gene Hyde or Ashley Whittle for information or assistance.

Phone: (828) 251-6645
email: speccoll@unca.edu

 

Records and Disposition Schedules

Supporting Documents for Electronic Records

Best Practices for File-naming ( pdf)

File Format Guidelines for Management and Long-Term Retention of Electronic Records ( pdf)

University Records and Working Remotely

As faculty and staff work remotely itís important to remember that, under G.S. 132, all records created in the course of UNCA business are public records.

When a UNCA employee creates a document, email, or anything work related itís a public record. This is equally true if youíre working at home or on campus, and itís equally true if you work on a university owned device or on your personal device.

For example, if your department holds a Google Hangout meeting and then puts minutes for that meeting onto a shared drive, those minutes are a public record even if they were typed on an employeeís personal computer.

Itís important to keep your work and personal records separate. For this reason, you are encouraged to use your work email account for any email or messaging related to UNCA business.

To all extent possible, please refrain from using your personal email, social media, and other messaging accounts when creating, editing, or reviewing UNCA business. These are public records.

If you are doing UNCA business on your personal computer, itís a good idea to save those documents to your UNCA Google Drive. Itís also a good idea to create clearly labeled folders in your Google Drive in order to easily locate documents.

If you have to use a personal account when working on UNCA business, remember that youíre still responsible for the maintenance of that record and that it remains open for access through a public records request.

If you have any questions about this, please contact Gene Hyde, University Archivist, at ghyde@unca.edu

Role of the University Archivist/Records Officer:

UNC System Institutions have records officers who help oversee records management for the institution. The University Archivist serves as the Records Officer at UNC Ashevillle. Responsibilities include:

1) Coordinating with the Government Records Section all requests for records assistance, training, and other offered consultative services

2) Coordinating interactions between campus business units and the Department of Natural and Cultural Resources to establish appropriate retention and disposition instructions for any records not included on the University General Records Retention and Disposition Schedule

3) Providing guidance on the appropriate storage of public records, so they are kept in secure but accessible places

4) In cooperation with the Department of Natural and Cultural Resources, establishing and maintaining a program for the selection and preservation of university records considered essential to the operation of government and to the protection of the rights and interests of citizens

5) Participating in the design and implementation of campus electronic records initiatives, to ensure consideration of records management issues

Source: State Archives of North Carolina, University Schedules (roles of University Records Officers)