Standard Procedures -- Records Management

Records Schedule

As of July 2014, items on a department/office schedule must be be re-evaluated using the UNC System-Wide General Schedule authorized by the North Carolina Department of Cultural Resources in 2007. Please call the University Records Center at x4040 for specific questions about this change. You can also search the general schedule through the Eloquent Records system (Click "Search Classification" under Related Links to left).

 

Eligibility

Check Disposition Instructions under item to be sure records are eligible for transfer. Records are usually held in the originating office at least 1 calendar year from latest date of records. This office will double-check records for transfer eligibility.

 

Boxes

Estimate number of boxes needed for transfer. Storage boxes are 1 cubic foot in size. Call the University Records Center at x4040 to request boxes and box labels. Please fill out the box labels legibly.

Boxes will usually be delivered within a one week period. If boxes cannot be delivered in this time, an email will be sent to your department concerning rescheduling. Boxes can also be picked up at the University Records Center office in D. D. Dougherty. Please call x4040 to schedule appointment.

 

Forms

One Records Transfer Form is required for each item or record series transfer (called an Accession). Each Accession also requires Box Contents Form(s), with the option of substituting a word processing document for Box Contents Form(s) if the Records Transfer Form provides clear and understandable information about transfer. Paperwork is completed per instructions on forms and printed copies sent to University Records Center through inter-campus mail or as email attachments (Mark Brittain at brittanma@appstate.edu). Our office sends back a pink receipt copy with added accession number, location, and changes to the original form as needed.

 

Eloquent Records

Now accession items can be entered through the Eloquent Records system, with easier tracking of transferred records and options for electronic requests of files. Our office will be alerted to an incoming transfer request via email. As before, this office will double-check records for transfer eligibility. Everything still starts with selecting an appropriate item on the UNC General Schedule, except the links will be within the system itself.

 

Pickup/Storage

If no return call regarding requested transfer information, pickups will usually occur during the following week for requests sent in by Friday of the previous week. Please indicate times that are not convenient, if necessary. If pickups cannot be performed in the week following receipt of requests your department will be contacted concerning rescheduling.

The University Records Center will:

  • pick up record
  • assign an Accession number to the record group being transferred
  • create pink receipt copy of transfer form with Accession number and location
  • store records for the time prescribed in the designated Records Schedule item
  • assess value of these records for permanent storage in Archives

Retrieval

If/when a file is needed from these stored records, you can either request the file through the Eloquent Records system or call x4040 and request by Accession number (found on the top right corner of your pink transfer form). Personnel from the University Records Center will hand-deliver the record to your office, usually within a 24 hour period for on-campus deliveries and 48 for off campus, unless otherwise stated or requested.

When no longer needed, DO NOT send a file back to us using campus mail. Call or email the University Records Center for pickup. Please return files as soon as possible after use. Notice of Overdue Files will be sent to offices on a periodic basis.

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