Record Retention Policy

Policy 105.1

1 Introduction

1.1 The purpose of this policy is to inform Appalachian State University (“Appalachian”) employees of the requirements and responsibilities for management and destruction of University records. This policy is implemented in accordance N.C. Gen. Stat. § 121-5 and N.C. Gen. Stat. § 132-3.

2 Scope

2.1 This policy applies to all Appalachian employees and covers all records, including electronic records, regardless of physical form or characteristics, made or received in connection with the transaction of University business that are in the possession or control of the University.

3 Definitions

3.1 Retention Schedule

The UNC System Records Retention and Disposition Schedule. The Retention Schedule gives an assessment of record retention and archival value by indicating when, and if, a record may be destroyed.

3.2 Record(s) or “record(s)”

All documents, papers, letters, maps, books, photographs, films, sound recordings, magnetic or other tapes, electronic data-processing records, electronic mail communications (“e-mail”), artifacts, or other documentary material, regardless of physical form or characteristics, made or received in connection with the transaction of University business that are in the possession or control of the University.

3.3 Records Manager

The University official in University Archives responsible for providing University departments with advice and support for retention and disposition of University records.

3.4 Unscheduled Record(s)

Any record that is not addressed by an applicable category in the Retention Schedule.

3.5 University Archives

The University unit responsible for the management and preservation of historically valuable records of the University and records designated to be maintained permanently by the Department of Natural and Cultural Resources, state and federal law, and UNC System policies.

4 Policy and Procedure Statements

Records Retention Schedule

9 Revision Dates

June 5, 2007