Skip to main content

Manage University Records

Records Management Services

The University Archives serves as the institutional memory of UNC Charlotte. It is the official repository for university records with permanent historical value. We also offer records management services to the university.

We work with university offices to interpret the North Carolina University System General Records Retention and Disposition schedule. This document guides how long university records are to be retained, when they can be destroyed, and which records should be sent to the archives. We also provide assistance with performing records surveys and inventories, creating program-specific retention schedules, preparing records for archival transfer, and retrieving materials from records center storage.

Transferring Records to University Archives

You may have records that should be transferred to the archives for historical purposes. You will need to do some review to prepare records for transfer. The following steps will get you ready to transfer records to Atkins Library.

  • Survey your files to determine what kinds of records you have in your office. Be sure to look at both paper and electronic files!

  • Determine what records are scheduled for permanent retention in the University Archives. 

  • Remove duplicates and records that should be destroyed. Consult the Records Retention and Disposition Schedule or contact us for guidance.

  • Flag permanent records that contain confidential or sensitive information.

  • House all files in folders and standard size (12" x 15" x 10") boxes. Acid-free boxes are preferred.

    • Remove hanging folders, as these crush the edges of the box and damage the files over time.

    • Move records in binders into folders and copy title information from the binder onto the new folder.

    • Replace damaged folders and copy the label from the damaged folder onto the new folder.

  • Contact University Archives staff to let them know that you have records ready for transfer. We will ask you to complete a records transfer form describing the records you will be transferring to the University Archives. A staff member will work with you to coordinate the physical transfer.

    • Materials are picked up for delivery within 2-3 business days.

  • Information about preserving and transferring born-digital records can be found here.

If you have questions about the records schedule, about transferring records to the University Archives, or if you would like to schedule a records consultation please contact University Archives at or 704-687-1170.

For more information about how University Archives can support your teaching, research, or administrative needs, please consult our page about University Archives collections.