Draft Schedule: Asset Management

The draft schedule for the Asset Management function has been vetted by a group of expert stakeholders and has been reviewed by staff at the State Archives of North Carolina.  Now we want to provide an opportunity for a broader audience of state government employees to review this draft and provide constructive feedback.  You can access the draft here, and explanations of the format and terminology follow:

RC No. – a unique identifying number assigned to each record type for ease of reference

functional_16The example above indicates the numbering scheme for Employment Security Records (1652.S):

  • Risk Management is the 16th function
  • Office Safety and Security is the 5th sub-function under Risk Management
  • Employee Security Records are the 2nd record type under Office Safety and Security
  • Retention abbreviations provide a quick method of identifying the retention requirement for a particular record:

abbreviationsRecord Types – groupings of records that are “created, received, or used in the same activity.” (From Richard Pearce-Moses, A Glossary of Archival and Records Terminology).

Description – a description of the records, often including the types of records that can be frequently found in that series.

Disposition Instructions – instructions dictating the length of time a series must be retained, and how the office should dispose of those records after that time (either by destruction or transfer to the State Archives).  For any records that will transfer to the State Records Center, either for temporary storage or for transfer to the State Archives, there will be an Appendix that lists the item number that is necessary to track these records.functional_borderCitation – a listing of references to statutes, laws, and codes related to the records series. Citations can include Authorities (governing the creation of records), Confidentiality (limiting access to public records), and Retention (setting a retention period).

The Disposition Instructions include a number of triggers that begin the retention period:

  • Closed: With a record such as an investigation, the retention period begins once the case is closed.
  • Complete: With a record such as a report, the retention period begins once the report has been finalized.
  • Reference value ends: Once the content of a record is no longer useful or significant, it can be destroyed. This disposition is usually applied to records that were not created by the agency.
  • Superseded or Obsolete: With any record that is produced in versions, an older version can be destroyed when the new version is received.

Please review the current draft and Leave a Reply at the bottom of this page to share your feedback with us.  This draft will be available for review for 30 days.

Advertisements

2 thoughts on “Draft Schedule: Asset Management

  1. Once again – this is massively over-complicated. It is not realistic to think that busy public servants will be able to incorporate management of these vague, ambiguous, and lengthy sets of retention schedules into their day-to-day work. Each schedule suffers from these problem on its own. All of the schedules together represent an incredibly intricate yet poorly defined set of rules that are simply not workable in practice. I would bet the level of awareness of these rules across state government is virtually nil.

  2. Thanks for your continuing interest in this project. The expert stakeholders — people who will actually be required to follow these schedules — have already come together to review these drafts in person and have been quite pleased with the improved usability of these new schedules versus their existing schedules. These new functional schedules will not go into effect until fall 2017, so we are still in the process of collecting constructive feedback. The records analysts at the State Archives are also setting up concentrated training sessions with our agencies in these months before the new schedules roll out, so awareness will be accomplished by fall.

Comments are closed.