Standard Procedures

Records Schedule

As of January 2018, records must be evaluated or re-evaluated using the UNC System-Wide General Schedule, authorized by the North Carolina Department of Cultural Resources. Please call the University Records Center at ext. 4040 with any questions.  The UNC System General Schedule takes precedent over any internally-created schedule.

Eligibility for Transfer to the University Records Center

Using the UNC System-Wide General Schedule, check the Disposition Instructions for the series specific to your record type in order to determine eligibility for transfer. Records are usually held in the originating office at least one calendar year from the latest date of records. Our office will double-check records for transfer eligibility. 

Storage Boxes

Estimate the number of boxes needed for transfer. Storage boxes are one cubic foot in size. Call the University Records Center at ext. 4040 to request boxes and box labels. Please fill out the box labels legibly.  Boxes are provided free of charge to campus units.

Boxes will usually be delivered within a one week period. If they cannot be delivered during that time, the requestor will be contacted and delivery will be rescheduled. Boxes may also be picked up at the University Records Center. Please call ext. 4040 to schedule an appointment.

Required Forms

One Records Transfer Form is required for each transfer.  Each transfer also requires a Box Contents Form(s).   The completed paperwork should be sent to the University Records Center through campus mail (Mark/Records Center/DD Dougherty) or as email attachments (Mark Brittain at brittanma@appstate.edu).  We will send back a pink receipt copy with an added accession number, location, and changes to the original form as needed.

Pickup and Storage

Pickups usually occur during the week following the week of the initial request and assuming all required paperwork has been completed per instructions and received.  If this cannot be accommodated, our office will work to reschedule.

Our process is as follows: 

  • retrieve the physical records
  • assign an accession number to document the transfer
  • create pink receipt copy of the transfer form that will include the accession number and storage location
  • store the records for the time prescribed in the Records Schedule
  • assess value of these records for permanent storage in the University Archives

University offices and departments utitlizing the services of the University Records Center are asked to maintain the pink receipt copy and refer to both the accession number and location for file retrieval.

Retrieval

If a file is needed after transfer, a designated individual from the creating office or department  may request it by contacting  Mark Brittain at brittanma@appstate.edu  or  ext. 4040. Please provide the accession number and location from the pink transfer receipt, the name of the file, and any other pertinent information. Someone 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- hours for off-campus, unless otherwise stated or requested.

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