In the Functional Schedule for North Carolina State Agencies, you sometimes find this in the disposition instructions: Permanent (appraisal required) In the glossary, we explain the process that will be followed for these records: When these records no longer have administrative value in office, the agency will contact the Government Records Section so the records…
The State Archives of North Carolina is closely monitoring the progress of Hurricane Florence and the potential impacts it could have on North Carolina. We are encouraging all agencies to start preparation actions to help protect your records. Stabilize your records storage areas Ensure that records are a minimum of 3-6 inches off the floor.…
The Government Records Section of the State Archives is pleased to announce dates for the Fall 2018 workshop on managing public records.
State agency records may have several different types of value at their creation. Some, like budget records, have fiscal value and might be subject to audit. Others, like contracts, have legal value and might be subject to litigation. Some, like annual reports and agency policies, have historical value and might be archival. And many others,…
What’s the meaning of the © on the Functional Schedule for North Carolina State Agencies? Some records series have these disposition instructions in the appendix: Transfer to the State Records Center when reference value ends for permanent security storage. These records will be stored permanently at the State Records Center, but they will never be…
The current General Records Retention and Disposition Schedule for UNC System Institutions is available on our website at https://archives.ncdcr.gov/documents/university-north-carolina-general-records-retention-and-disposition-schedule. It includes detailed descriptions of all records, including those that should transfer to the University Archives. To assist folks who are new to the UNC system or who are new to the concept of records that need…
This is part 2 of our look at the Administrative Office of the Courts’ new Electronic Records and Imaging Policy for the Records in the Custody of the Clerks of Superior Court (see part 1 here). In this installment, we’ll discuss who was tasked with creating the policy; some things to consider when choosing a…
One of the new features of the Functional Schedule for North Carolina State Agencies is more concrete triggers for retention periods. The trigger information is located in the Disposition Instructions column of the functional schedules and is introduced by “Retain until.” Sometimes, the trigger is simply the trigger for destruction, as in RC No. 132.< in…
Version 2.0 of the Functional Schedule for State Agencies is now available on our website (https://archives.ncdcr.gov/documents/functional-schedule-state-agencies). A few cosmetic changes have been made – for example, you’ll notice the date has changed in the header banner: Amendments to Record Types No changes to record types or appendices were necessary for the functions of Economic Development,…
The Functional Schedule for North Carolina State Agencies went into effect December 1, 2017. Beginning July 1, 2018, updated versions of the functional schedule will be released at the beginning of each fiscal year. State agencies wishing to request amendments of any sort need to submit them to their records analyst by May 25, 2018. …
Why does the retention and disposition schedule specify that some records will transfer to the custody of the Archives? The agency that creates or receives a public record is the legal custodian of that record. This legal custodian is bound to follow the retention and disposition instructions for these records, as established by the Department…
To round out our review of terms used in the Functional Schedule for North Carolina State Agencies, this FAQ looks at reference copies of records in government agencies. The Society of American Archivists Glossary of Archival and Records Terminology includes two relevant definitions for a reference copy: A copy of a record kept for easy…
To register please complete the Workshop Registration Form and return it to kelly.policelli@ncdcr.gov or fax it to 919-715-3627.
Note: This is part of a series of FAQ posts on records management practices incorporated into the signature page for the State Agency Functional Schedules. The previous two posts in the series can be found here and here. While this post is written with state records in mind, the guidance within is also applicable to local…
After months of planning and development, the Administrative Office of the Courts has completed its Electronic Records and Imaging Policy for the Records in the Custody of the Clerks of Superior Court. This is a significant achievement given the volume and legal value of the records in the clerks’ custody and the time and analysis…
