chat loading...
Skip to Main Content

Archive Services: Repository Storage

The Repository provides temporary storage for inactive records. 

 

Material eligible for storage in the repository includes:

- Records required by the retention schedule to be kept for a specific number of years

For example, instructor's attendance lists should be kept for 3 years and then destroyed.

- Records required to be kept by departmental accreditation agencies

For example, the NC Board of Cosmetic Arts requires some records to be kept for 5 years.

- Inactive departmental records needing to be stored for a specific period of time

 

For permanent transfer, see the Donate page. Reach out to archives staff at laura.silva@rccc.edu if you have questions or need assistance.

Steps for Storage

1. Determine which records you'd like to store in the repository.

Records should be inactive (not currently used) and should not contain confidential student or employee information.

2. Make note of how long you intend to store them in the repository.

Records intended to be stored permanently should not be deposited in the repository, but donated to the archive. 

3. Fill out the Repository Deposit Form.

Provide as much information as you can and attach an inventory. Archives staff do not reorganize or inventory repository records, so be sure to provide enough information for you to relocate your records should you need them.

4. Box up your records.

A limited number of acid-free boxes are available from Archive Services upon request. 
Clearly mark the boxes with the name of the department and box number. Be sure the number on the box corresponds to the box number on the inventory.

5. Schedule Pick-Up and Destruction

Archives Services staff with contact you to schedule a pick up time. At this time you will also discuss the length of storage and ultimate destruction schedule of your records. When the retention period ends you will be contacted to authorize destruction.

 

Ready to transfer your records?

Transfer Forms

Please fill out the Repository Deposit Form as best you can, and archives staff will be in touch regarding your donation.

 

Need help? Contact laura.silva@rccc.edu with any questions.

Archives staff do not organize or inventory records stored in the repository. Please provide an inventory to assist staff in locating your records should you need access to them again.

An inventory template is linked on the above form and is also available here.

Repository Policies

Accessing Repository Records

  • When items are stored in the repository, they are still owned by the person or office that deposits them. Requests for access are referred to the depositor. 
  • Items can be removed temporarily or permanently by the depositor or their designees.
  • Items are left in their original order and an inventory is provided by the depositor. Archives staff do not arrange or inventory these records.

Disposing of Repository Records

  • The depositor determines the ultimate disposition of items in coordination with archives staff and the retention schedule.
  • Disposition plans and timelines will be discussed when materials are deposited.
  • When the repository storage period ends, items may be transferred to the Archives for permanent storage, destroyed, or returned to the depositor for final disposition.

Forms

Files will be destroyed according to the North Carolina Community College System Records Retention Schedule, unless under audit or covered by the Schedule of another accrediting institution. Archive Services has created a Destruction Authorization Form, which will be sent to the corresponding department when their files are scheduled for destruction. The files will not be destroyed until the form is signed.