In an effort to streamline the records management process, a general records schedule has been created that should answer most questions for routine records series found in most offices.  However, there will be instances where offices create records that do not appear on the general schedule or the office is considered to be the office of record for a particular series which requires a longer retention or different disposition of the records.

If after reviewing the UNC System General Schedule and the ECU General Schedule, one finds that the office creates records not listed on either of the general schedules or that the office is listed as an office of record, a records schedule should be created or reviewed. 

The office manager should contact the University Archivist at 328-0272 or via e-mail at lathrops@mail.ecu.edu to set up an appointment to discuss records management for the unit. If the unit does not currently have a schedule, make note of the active and inactive records series stored in the unit. That is, types of records and frequency of use, for example correspondence files may date back to 1980, but only the correspondence file from 1995-present is referred to on a regular basis. Also, have information on state or federal regulations pertaining to the files, if any, ready to share with the archivist. Information regarding internal audits is also important.

If the unit has a schedule that is out of date, review the schedule and make note of any series that are no longer being maintained by the unit and note any changes to a records series. For example, changes would be needed if a records series has been computerized since the last schedule was written, or if state or federal regulations have been revised concerning a records series.

The University Archivist will take information about the records and create and return draft records schedule for the unit within 2 to 4 working days of the initial meeting.

This records schedule should be reviewed by appropriate staff within the unit. Additions or corrections should be noted and the copy returned to the University Archivist.

This process will continue until the unit and the archivist come to an agreement on the draft records schedule.

When an agreement on the draft records schedule is reached, the archivist will send the draft records schedule to the North Carolina Division of Archives and History for final approval. This process is very much like that just completed between the unit and the archivist.

When approval of the records schedule is given by the North Carolina Division of Archives and History, a final copy is printed. A signature sheet is attached and copies are circulated for signatures to:

• Jeffrey J. Crow, Director of the North Carolina Division of Archives and History
• Lisbeth Evans, Secretary, North Carolina Department of Cultural Resources
• Steven Ballard, Chancellor of East Carolina University
• ____________, Division Head
• ____________, Unit Head
• Suellyn Lathrop, University Archivist

The records schedule takes effect when the last signature is signed and will be in effect for 5 years.

Copies of the records schedule will be on file with the North Carolina Division of Archives and History, the unit and the university archivist. A copy of the records schedule will also appear on the ECU Records Management website.

Units will also receive copies of the Report of Destruction of University Records form and a box label master for transferring records when their schedules are approved.