Al Hargrove, Janis Holder, Frank Holt, Hal Keiner, Suellyn Lathrop, Madeleine Perez, Ed Southern and Barbara Tookey present.
Ed Southern began the meeting by discussing the central purpose of the group which is to produce a draft general schedule to be commented upon by all UNC institutions, revised, reviewed by Ed for final approval and sent for signatures. Signatures of Molly Broad, Lisbeth Evans and probably the highest UNC GA counsel as well as individual university chancellors to be obtained.
The working group shall determine the procedure to produce the draft.
We began by listing sources that the working group should review and take into consideration:
1991 General Schedule
UNC CH auto text
AACRO guidelines
State agency general schedule
UNC CH list of records in the business manual
Time frame for internal audits seems to be 3 years
Other university general schedules
This was followed by a discussion of the Banner system and the impact on student records in the near future. It is looking like transcripts may be the only record that will be maintained permanently on students. In general the working group will need to be aware of the existence electronic records and the changes in record keeping practices that come along with them.
The goal of the working group should be to develop a schedule with the minimum retention requirement with the understanding that individual offices may maintain the records longer. This minimum retention period should be arrived at from legal considerations and not the format of the record.
This was followed by a discussion of e-mail as a records series. Ed explained that e-mail is not considered a records series by the state archives. Each e-mail needs to be evaluated as to whether it has long term value and which records series it most appropriately fits into. This is an education issue and one that we may wish to deal with in the introduction to the general schedule. Barbara Tookey is currently working on an e-mail policy for UNCG that she will make available to the group for review and consideration.
It was decided that we should determine the categories of information on a campus, list the data, legal requirements, cite the pertinent statutes, and keep it in the simplest format for end users. We should determine a timeline for work and stick to it. It was decided to have August 31st as a deadline for a final document. We should be prepared to justify any major differences between this schedule and existing state schedules.
Each university will still need to prepare individual program schedules, but these will not need to include items listed in the general schedule. This will reduce redundancy in program schedules and make them shorter and easier to review. Barbara volunteered to compile and organize data and do research for the group.
It was decided that we would need to address other issues such as imaging guidelines in the introduction.
Our goal is to develop a best practices minimum retention for records that are found on most campuses arranged by function. It was proposed that we should start with Administrative Records. The first working meeting will be scheduled in April with everyone attending. In the meantime we should begin compiling a list of administrative records, descriptions, minimum retentions; be looking at other universities general schedule; e-mailing information to each other and be prepared to hammer at a draft at the working meeting. After that meeting the draft could be given to two members of the group to review and refine in order to send it to all the UNC Records Managers for comment. The remaining members of the group could begin the work on a second group of records.
Janis Holder volunteered to coordinate a date for the next meeting. She asked us to send her a list of dates that we would be available to meet. Her e-mail is: holderj@email.unc.edu
Suellyn Lathrop volunteered to act as secretary for the group. Meeting minutes respectfully submitted by Suellyn Lathrop.
