Skip to main content
NC Archives logo NC Archives

Topical Navigation

  • Home
  • Researchers
    Researchers
    • Services
    • Collections
    • Digital Collections
    • Finding Aids
    • Preservation
    • Researchers FAQ
    • Black Carolinians Speak
    • TranscribeNC
    • Your Story is North Carolina’s Story
    • Outer Banks History Center
    • Western Regional Archives
  • Government
    Government
    • State Government Agencies
    • Local Government Agencies
    • Higher Education Institutions
    • Digital Records
    • Records Management Tools
    • Training
  • Educators
    Educators
    • Using Primary Sources
    • Lesson Plans
    • Virtual Tours
  • About
    About
    • Visit
    • Events
    • Press Releases
    • Social Media
    • North Carolina State Historical Records Advisory Board
    • Traveling Archivist Program
    • Statement on Equity in Archival Access and Collecting
  • Contact
    Contact
    • Staff List
    • Questions about Services or Research
  • Support
  • Search Catalog
  • NC.gov
  • Agencies
  • Jobs
  • Services
July 4 Holiday The State Archives of North Carolina will be closed on Saturday, July 2 and Monday, July 4 in observance of the state holiday.
NC Archives »   Government »   Higher Education Institutions »   Electronic Records in Universities and Community Colleges

Electronic Records in Universities and Community Colleges

The retention and disposition schedules produced by the Government Records Section are format-neutral, so specific types of electronic records like databases or spreadsheets or PDFs are not listed in the schedule. Instead, what matters is the content of the records. So a PDF that is the record copy of a governing board’s minutes should be retained permanently.

The Digital Records Section has produced a number of best practices and guidance documents for the creation and maintenance of electronic records.

We encourage all institutions of higher education, especially those that have electronic records they must retain for longer than 10 years, to have an approved electronic records policy in place. To assist in this process, we have produced a sample policy that identifies the issues and procedures that should be addressed.

  • Sample Electronic Records and Imaging Policy for Use by North Carolina Institutions of Higher Education

Records management analysts are available to review drafts of these policies. Once it is complete and approved at the institutional level, it should be submitted for the approval of the Assistant State Records Administrator. Policies may be submitted in electronic form via e-mail to a Records Management Analyst or in written form:

State Records Center
4615 Mail Service Center
Raleigh, NC 27699-4615

If institutions of higher education have paper records you wish to scan and retain electronically rather than on paper, in addition to having an approved electronic records policy, you must also get your institution’s records officer to approve the Authorization to Destroy Paper Records.

Files

higher-ed_erec_policy_201801.docx

Higher Education Electronic Records Policy (1/2018)

Microsoft Word • 872.7 KB - January 08, 2020

higher-ed_scanning.docx

Authorization to Destroy Paper Records

Microsoft Word • 779.29 KB - October 16, 2018
Records Management

Related Content

G.S. 132 Files
NC State Records Twitter Account

Higher Education Institutions

  • Colleges in the North Carolina Community College System Retention and Disposition Schedule
  • Electronic Records in Universities and Community Colleges
  • Records Officers for UNC System Institutions
  • University of North Carolina General Records Retention and Disposition Schedule

Share this page:

  • Facebook
  • Twitter
  • Email
Back to top

Contact Information

State Archives of North Carolina

109 E. Jones St. Raleigh, NC 27601
4614 Mail Service Center

(919) 814-6840

The State Archives of North Carolina is a Division of

@NCArchives Twitter Feed

Tweets by @NCArchives

Follow Us

  • Facebook
  • Twitter
  • Instagram
  • Flickr
  • YouTube
  • Pinterest
  • Employee Directory
  • Accessibility
  • Terms of Use
  • Privacy Policy
  • Open Budget
NC Archives
https://archives.ncdcr.gov/government/higher-education-institutions/erecs