Records Retention and Disposition

Number:

3.25 

Policy/Operational Procedure Name:

Records Retention and Disposition

Sponsor:

Keitcha M. Royal
Executive Coordinator,
Office of the President

Custodian:

Office of the President

Effective Date:

July 1, 2016; December 4, 2018 (revision)

Next Review Date:

2023-2024

Location:

durhamtech.edu/policies-and-procedures/records-retention

Citation: 

G.S. § 121-5(c); G.S. § 132-8

 

Policy Statement

Durham Technical Community College follows sound records management practices to ensure compliance with North Carolina Community College System guidelines.
 

Purpose

The North Carolina Community College System (NCCCS) Records Retention and Disposition Schedule is a tool for community college employees to use when managing institutional records. The schedule lists records commonly found in college offices and gives an assessment of their value by indicating how long the records should be retained. The schedule is also an agreement between the North Carolina Community College System and the State Archives of North Carolina, and serves as the inventory and schedule that the State Archives of North Carolina is directed by G.S. § 121-5(c) and G.S. § 132-8 to provide. It supersedes all previous editions, including all amendments.

Procedure

The Office of the President assigns College employees record series based on their role at the College. All responsible employees are required to attest in writing their agreement to comply with NCCCS records management guidelines by completing and submitting a Records Retention and Disposition Policy Attestation Form. Employees must submit updated attestation forms as required by NC State Archive schedule updates and as needed due to changes at the College.