Pickup of Minutes for Microfilming at 2017 City and County Clerks Academy and Institute – Thursday, January 19

The State Archives of North Carolina will be at the UNC School of Government’s 2017 City and County Clerks Academy and Institute at the Sheraton Imperial Hotel and Convention Center in Research Triangle Park to pick up your municipal and county minutes for microfilming. We will be in the lobby from 10:00 am to 12 noon on Thursday, January 19.

Please bring your original minute books, photocopies, or digital minutes. You can prepare the minutes as follows:

Original Minute Books

  • All originals must be in the order that they are to be imaged. All minutes will be filmed in the exact order received. (chronological order)
  • All staples, post-it notes, and paper clips must be removed and all documents taped together must be separated. This includes attachments to the minutes.
  • Unfold all documents. Smooth out corner folds.
  • Repair torn documents with transparent tape.
  • All various size documents should be arranged so that the bottom edge of each page will evenly aligned.
  • Make sure the minutes are signed in all designated areas.
  • We will image only completed volumes. Partially filled books will not be imaged.

After your minute books have been imaged, please do not alter these books. Any modification of the original minute books after imaging will invalidate the copy.

Photocopies of Minute Books

  • All photocopies must be in the order that they are to be imaged. The photocopies should reflect the order of your minute books. All minutes will be imaged in the exact order received. (Specify reverse date order)
  • All photocopies should be on the same size paper.
  • Do not fold copies.
  • All staples, post-it notes, and paper clips must be removed and all documents taped together must be separated. This includes attachments to the minutes.
  • Make sure the minutes are signed.
  • Double-sided copies are fine.

Minutes in PDF or Other Digital Formats

Please contact records management analyst Kurt Brenneman for instructions in the preparation of digital minutes for microfilming.

Please complete the Certification of the Preparation of Records for Microfilming form for each set of minutes.

We look forward to meeting you at the 2017 Annual City and County Clerks Academy & Institute at the Sheraton Imperial Hotel and Convention Center in Research Triangle Park on January 19!

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