Video Surveillance as Records

The North Carolina Local Government Information Systems Association (NCLGISA) maintains a listserv that I monitor. Recently, a question was posed by a faculty member of the UNC School of Government about video surveillance policies.  The Government Records Section of the State Archives is in the process of updating the General Schedule for State Agency Records; we…

Retention of Job Applications

How long should job applications, resumes, letters of reference, and other records submitted by applicants for vacant positions, not to mention unsolicited applications and resumes, be retained? Though job applications would seemingly lose value after the hiring decision, these records are good to have if the hiring process is restarted, or, in a worst case…

Reidsville_Destruction_1

The Light at the End of the Tunnel

How many of you have a records room (or filing cabinet) that’s overflowing?  Have you held off on destroying the records you’re pretty sure are obsolete because you don’t know if your retention schedule will let you?  Or have you simply not had the time to attend to your records in addition to your regular duties?…

Public Records and the 2014 Session of the General Assembly

Frayda Bluestein, Associate Dean for Faculty Development at the University of North Carolina-Chapel Hill School of Government, has posted her thoughts on public records issues discussed during the 2014 session of the North Carolina General Assembly.  The 2014 session paid particular attention to two closely related issues: private information possessed by the government and information…

A Tip for the Management of Electronic Files

Copies are the bane of good file management. Paper copies clutter file cabinets. Shared network drives are overpopulated with unnecessary duplicate files — sometimes called “ROT” files, for “redundant, outdated, and trivial.” Sifting through copies, records managers struggle to identify the “official copies” of records that require proper retention and disposition.1 If you have attended one…

Changes in the Administrative Code

Recently, the North Carolina Office of Administrative Hearings updated the Administrative Code for the Division of Archives and Records, part of the Department of Cultural Resources. Because Administrative Code is not updated often, we wanted to point out some of the changes—both little and big. Minor changes: With regards to hours in the Search Room,…

Sending Minutes to be Microfilmed by the State Archives

The State Archives of North Carolina microfilms minutes of major decision-making boards of North Carolina’s counties and municipalities as a service for local governments to ensure the permanent preservation of these essential records. Once those records are filmed, we store the silver negative originals in our security vault. If you are a state agency with records, such…

New Anson County Records Transferred to Archive

We have recently transferred the following Anson County records to the State Archives. They can be found through our catalog search feature on our website. These materials are in offsite storage and may take longer to retrieve. There is no access on Saturday unless it is arranged prior to the visit. Court Records: 005.310.1 Pleas…

Cabarrus County Records Transferred to Archive

We have recently transferred the following Cabarrus County records to the State Archives. They can be found through our catalog search feature on our website. These materials are in offsite storage and may take longer to retrieve. There is no access on Saturday unless it is arranged prior to the visit. Court Records: 016.321.8-13 Judgment…