Frequently Asked Question: What Happens Once My Schedule Has Been Reviewed?

For those of you who read my last post, “What is the Schedule Review Process?”,  I have decided to take the next logical step in the life cycle of a state agency records schedule, answering another frequently asked question, “What Happens Once My Schedule Has Been Reviewed?”

Once I have received the final ok on the schedule from Becky McGee-Lankford (head of Government Records), my next task is to develop a signature page.  The analyst should speak with the agency contact (either the Chief Records Officer (CRO) or other agency contact) to secure the current names of those who will be signing the schedule on behalf of the state agency.  Most schedules will require the signature of the agency’s Chief Records Officer, the secretary or director of the agency (or in the case of the Governor’s office, the governor), and the head of the division or section whose schedule is being updated.  Sometimes, additional signatures may be required and the CRO will apprise the analyst when such instances occur.  In addition to signatures required from the agency, the head of the Archives and History division (Sarah Koonts) and the secretary for the Department of Cultural Resources will sign the schedule on behalf of DCR.

The analyst will then route the signature page and accompanying schedule to DCR for signature.  Once it is signed and returned, the analyst will then send it to the agency to be signed and returned to the analyst.

But the fun isn’t over yet!  Your schedule still needs to be entered into our database and then published online, for access, whether by a state agency or citizen wishing to know what records your agency creates.

Upon receipt of the fully-executed schedule, the analyst will make reference copies of the signed schedule and send them to the CRO and the state agency archivist at our Old Records Center facility.  Another copy is kept for reference on the main floor of the State Records Center while the original, signed copy is inserted to the official binder containing original signed schedules, with any superseded schedules being removed and housed in a separate superseded schedule cabinet.

We then enter the individual items into our Scheds database, which references every item (both active and inactive) created by state agencies.  The final step is to publish the new schedule to the web for agency and public use.  Published state agency schedules can be found in pdf format on the Government Records homepage:

http://www.stateschedules.ncdcr.gov/

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