Records Retention

Selecting Materials for Archives

When selecting materials to send to the University Archives, refer to the

The University outlines the types of records for which departments are responsible to retain, destroy, or transfer to the University Archives. The policy defines an Archival Record as

a record that is inactive, not required to be maintained in the unit in which it originated or was received, and has permanent or historic value. Archival records are retained and preserved indefinitely and are, generally, determined to have archival value by the University Archivist (Section IV)

Once a record has been determined to be archival, the policy states

the Archival Record must be transferred to the University Archivist. The Records Management Coordinator is responsible for working with the University Archivist to arrange for the transfer and preservation of the Archival Record. (Section V)

We accept:

  • Administrative and Departmental Records: Correspondence, reports, minutes, policy documents, administrative files, memoranda, and research files
  • Publications and Printed Material: Monographs, reports, periodicals, newsletters, pamphlets, programs, proceedings, and posters
  • Photographic Records: Photographs, negatives, albums, and slides
  • Maps, Charts, Plans and Drawings
  • Audio and Video Recordings: Oral histories, speeches, sermons, programs, and University events
  • Papers of Faculty, Alumni and Prominent NC Baptists: Photographs, letters, publications, research notes, scrapbooks, teaching notes, speeches, lectures, and presentations

We cannot accept:

  • Academic records/transcripts files
  • Accident reports files
  • Affirmative Action/Equal Opportunity files
  • Applications for employment files
  • Applications for graduation files
  • Bank statements/cancelled checks files
  • Budget files
  • Career planning/placement files
  • Class schedule files
  • Clippings files
  • Comprehensive examinations and exam results files
  • Conferences and workshop files
  • Contracts, leases, and agreements files (facilities/services/equipment)
  • Course enrollment files
  • Course lists
  • Course (new) proposals files
  • Credit by examination files
  • Degree listing files
  • Drop/Add forms files
  • Energy and utilities files
  • Examinations/tests (completed) files
  • Extra hour registration files
  • Faculty honors and awards files
  • Faculty recruitment files
  • Financial aid/student loans files
  • Fire and safety files
  • Grade distribution files
  • Grade listings files
  • Graduate listings files
  • Grant proposals, unapproved
  • Grants administration files (receipts, purchase orders, equipment lists, accounting records etc.)
  • Grievance files
  • Instructor class rolls/grade sheets files
  • Leave files
  • Loan recipient college enrollment verification files
  • Mailing lists
  • Maintenance services files
  • Overtime files
  • Parking assignment files
  • Pass/Fail forms files
  • Patent files
  • Payroll time sheet files
  • Personnel files
  • Placement tests and scores listings files (composite or individual test scores)
  • Position descriptions, non-faculty
  • Prospective graduates files
  • Purchase order files
  • Raised grade files
  • Receipts
  • Reference files
  • Repeat course files
  • Scholarship reference files
  • Search committee files
  • Staff meetings files
  • Student awards, honors, and scholarships files
  • Student internship/assistantship files
  • Student locator (address) files
  • Student ranking files
  • Student records changes files
  • Summer school course offerings files
  • Supplies and equipment files
  • Surplus property files
  • Telephone billing files
  • Tenure files
  • Textbook requests and orders files
  • Time cards
  • Transfer admissions files
  • Transfer equivalent files
  • Travel request files
  • Travel reimbursement files
  • Veteran’s benefits files
  • Work order files

These materials should be either transferred to other appropriate departments or confidentially destroyed. Any of these items that come to the University Archives will be returned to the department of origin.

Transfer Schedule

The University Archives works with departments across campus, both academic and administrative, to coordinate a scheduled transfer of materials from them to our department. We cannot accept materials that arrive in our department unscheduled.