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 Services 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.

Any form submissions or questions can be emailed to Kayla Leonard or the Records Analysts general email: records.management@dncr.nc.gov.

University of North Carolina System Institutions: 

• Sample Electronic Records and Imaging Policy for Use by University of North Carolina System Institutions
• Authorization to Destroy Original Records Duplicated by Electronic Means for Use by University of North Carolina System Institutions

While records management analysts are available to review a draft of this policy, University Electronic Records Policies must be approved by the University Archivist. If your university does not currently have a University Archivist, please reach out to the Records Management Analyst assigned to the University System for guidance. The current analyst assigned to the University System is Kayla Leonard.

If the university then chooses to scan paper records and retain those electronically rather than on paper, in addition to having an approved electronic records policy, you must also have your University Records Officer approve the Authorization to Destroy Original Records Duplicated by Electronic Means form.

Colleges in the North Carolina Community College System 

• Sample Electronic Records and Imaging Policy for Use by Colleges in the North Carolina Community College System
• Authorization to Destroy Original Records Duplicated by Electronic Means for Use by Colleges in the North Carolina Community College System

Community College Electronic Records Policies should be submitted to the State Archives for the approval of the Assistant State Records Administrator. Policies should be submitted in electronic form via e-mail to a Records Management Analyst. Records management analysts are also available to review drafts of these policies prior to the final submission for approval.

If a community college wishes to scan paper records and retain those electronically rather than on paper, in addition to having an approved electronic records policy, you must also submit an Authorization to Destroy Original Records Duplicated by Electronic Means to the State Archives prior to the records destruction.