Collection Number: 40241

Collection Title: Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002

This is a finding aid. It is a description of archival material held in the Wilson Library at the University of North Carolina at Chapel Hill. Unless otherwise noted, the materials described below are physically available in our reading room, and not digitally available through the World Wide Web. See the Duplication Policy section for more information.


expand/collapse Expand/collapse Collection Overview

Size 6.5 feet of linear shelf space (approximately 5000 items)
Abstract The records management program at the University of North Carolina at Chapel Hill began with a 1992 National Historical Publications and Records Commission (NHPRC) grant, which was received by the University Archives and Records Service section of the University Library's Manuscripts Department. University Archives and Records Service provided support and office space for the records management program, but the program reported to the Office of the Provost and was overseen by the campus-wide University Records Committee. Responsibility for the records management program was later assigned to an assistant provost, but that position was eliminated in 2002 due to budget cuts. The provost initially decided to end the records management program at that time, but was persuaded instead to transfer it to the Library. The program became administratively part of University Archives and Records Service, which was later renamed University Archives and Records Management Services. Records include correspondence; grant applications and reports to the National Historical Publications and Records Commission (NHPRC) regarding the creation of the records management program, 1990-1993, and the management of electronic records, 2001-2002; agendas and meeting minutes of the University Records Committee (URC) and its various subcommittees; records management policies and procudures, including retention schedules, guidelines for managing electronic records, and other items related to outreach to campus offices and departments; and materials related to the assistant provost's research on offsite records storage. The records are those of Timothy R. Sanford, who served on and later chaired the University Records Committee and was the assistant provost responsible for records management until 2002.
Creator University of North Carolina at Chapel Hill. Office of the Assistant Provost.
Language English
Back to Top

expand/collapse Expand/collapse Information For Users

Restrictions to Access
No restrictions. Open for research.
Restrictions to Use
No usage restrictions.
Preferred Citation
[Identification of item], in the Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records #40241, University Archives, The Wilson Library, University of North Carolina at Chapel Hill.
Acquisitions Information
Received from the Office of the Assistant Provost in April 2002 (Records transfer 20020424.1).
Sensitive Materials Statement
Manuscript collections and archival records may contain materials with sensitive or confidential information that is protected under federal or state right to privacy laws and regulations, the North Carolina Public Records Act (N.C.G.S. § 132 1 et seq.), and Article 7 of the North Carolina State Personnel Act (Privacy of State Employee Personnel Records, N.C.G.S. § 126-22 et seq.). Researchers are advised that the disclosure of certain information pertaining to identifiable living individuals represented in this collection without the consent of those individuals may have legal ramifications (e.g., a cause of action under common law for invasion of privacy may arise if facts concerning an individual's private life are published that would be deemed highly offensive to a reasonable person) for which the University of North Carolina at Chapel Hill assumes no responsibility.
Back to Top

expand/collapse Expand/collapse Subject Headings

The following terms from Library of Congress Subject Headings suggest topics, persons, geography, etc. interspersed through the entire collection; the terms do not usually represent discrete and easily identifiable portions of the collection--such as folders or items.

Clicking on a subject heading below will take you into the University Library's online catalog.

Back to Top

expand/collapse Expand/collapse Related Collections

Back to Top

expand/collapse Expand/collapse Historical Information

The records management program at the University of North Carolina at Chapel Hill began with a 1992 National Historical Publications and Records Commission (NHPRC) grant, which was received by the University Archives and Records Service section of the University Library's Manuscripts Department. University Archives and Records Service provided support and office space for the records management program, but the program reported to the Office of the Provost and was overseen by the campus-wide University Records Committee. Responsibility for the records management program was later assigned to an assistant provost, but that position was eliminated in 2002 due to budget cuts. The provost initially decided to end the records management program at that time, but was persuaded instead to transfer it to the Library. The program became administratively part of University Archives and Records Service, which was later renamed University Archives and Records Management Services.

Back to Top

expand/collapse Expand/collapse Scope and Content

Records include correspondence; grant applications and reports to the National Historical Publications and Records Commission (NHPRC) regarding the creation of the records management program, 1990-1993, and the management of electronic records, 2001-2002; agendas and meeting minutes of the University Records Committee (URC) and its various subcommittees; records management policies and procudures, including retention schedules, guidelines for managing electronic records, and other items related to outreach to campus offices and departments; and materials related to the assistant provost's research on offsite records storage. The records are those of Timothy R. Sanford, who served on and later chaired the University Records Committee and was the assistant provost responsible for records management until 2002.

Back to Top

Contents list

expand/collapse Expand/collapse Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002.

4800 items.

Records are arranged in the order in which they were received, and, for the most part, original file titles have been retained.

Box 1

Advisory Committee on Electronic Records, 1993-1999 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 1

University Records Committee, 1991-1993 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 1

Records Management Program, 1997 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 1

Funding Proposal, 1996-1997 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 1

Fourth Interim Grant Report, 1993 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 1

Report to the National Historical Publications and Records Commission regarding a grant to extend the University of North Carolina at Chapel Hill's Archival Program.

Correspondence, 1993 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 1

Records Manual, 1993 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 1

Box 2

Records Manual, 1994 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 2

University Records Committee, 1991 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 2

General University Records Schedule, 1991 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 2

Extending the University's Archival Program: Grant Application, 1990 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 2

Outsourcing, 1997-1999 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 2

Includes correspondence, clippings, reports, and other related materials regarding efforts to locate an offsite records storage site for the records of the University of North Carolina at Chapel Hill.

Records Management and the Hospital, 1999-2000 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 2

Includes correspondence, meeting minutes, and related materials regarding a proposal that the University of North Carolina at Chapel Hill and UNC Hospitals partner to store records offsite.

Records Center and the Town of Chapel Hill, 1999-2001 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 2

Includes correspondence and related materials regarding a proposal that the University of North Carolina at Chapel Hill and town of Chapel Hill partner to store records offsite.

Records Storage Space, 1999-2001 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 2

Records Management Program, 1998-2000 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 2

University Records Committee, 1995-1997 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 2

Box 3

University Records Committee, 1991-1995 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 3

Records Management Program, 2000-2002 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 3

Electronic Records Subcomittee, 2000-2001 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 3

Finance Module, 2001 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 3

Correspondence and notes regarding the development of retention policy for financial records.

Historic Records Subcommittee, 1999-2001 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 3

Imaging Subcommittee, 1999-2001 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 3

Personnel Subcommittee, 1998-2002 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 3

Pilot Program, 2001 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 3

Includes correspondence and related materials regarding electronic records management software.

Records Management Budget, 2001 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 3

Box 4

Records Management Staff Meetings, 1998 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 4

Student Records Module, 2000-2002 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 4

Includes correspondence, draft policy, and related materials regarding student records retention.

Training Subcommittee, 1999-2001 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 4

University Records Committee, 1998-2002 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 4

Vital Records Workshop, 1998 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 4

Evaluation of Record Management Program, 2000-2001 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 4

Records Management and Email, 1997-2001 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 4

Records Management and the School of Information and Library Science, 1999-2001 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 4

Records Management and General Administration, 1998-2001 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 4

Visits to Deans, 1999-2000 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 4

Managing the Digital University Desktop: National Historical Publications and Records Commission Grant, 2001 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 4

Box 5

Public Records Law, 1995-2002 #40241, Series: "Office of the Assistant Provost of the University of North Carolina at Chapel Hill: Timothy R. Sanford Records, 1990-2002." Box 5

Back to Top

Processing Information

Processed by: Matthew Farrell, December 2011

Encoded by: Matthew Farrell, December 2011

Back to Top