I-9 Employee Eligibility Forms

It has come to our attention that the language we use in our local records schedules regarding employee eligibility records — the I-9 verification form required by U.S. Citizenship and Immigration Services — might be misinterpreted.  In order to help everyone carry out their records retention responsibilities, we will be posting an amendment to each…

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10/10 is Electronic Records Day

Today is Electronic Records Day, a day where we raise awareness about the role electronic records play in public business and what the State Archives is doing to help public employees manage and preserve important electronic records. See past Electronic Records Day posts here and here. Many public employees use their personal mobile devices to…

A Case for Active Management of Public Records

Circulating on listservs for records managers and archivists is this story from the Jackson Free Press of Jackson, Mississippi. A curious reporter photographed neglected records on the fourth floor of the Hinds County Courthouse. Water damage, dirt, poor shelving, and general disorganization are visible. This is certainly embarrassing to the Hinds County Courthouse staff. These undoubtedly…

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Destruction of Electronic Records

The recently updated North Carolina Administrative Code, as amended and effective June 1st of this year, has two new provisions of interest for records custodians who deal with electronic records.  Kelly Eubank wrote an excellent overview of the changes but I would like to, in this post, explore in more detail how a records custodian may comply with the Code. As you may…

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…

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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?…