Draft Schedule: Information Technology

This draft is no longer current.  Please see https://ncrecords.wordpress.com/2017/09/18/final-drafts-of-functional-schedules/ for the latest version.

The draft schedule for the Information Technology 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 can be found below.

We are also trying to gather information about the various large databases and data warehouses that agencies maintain.  My colleagues Kurt Brenneman and Emily Sweitzer have been collecting this information — if you oversee one of these databases, please contact one of the three of us to discuss these questions:

  1. In the event of a public records request, subpoena, or other statutorily mandated disclosure, does the request come into the contributing agency or your agency?  How are requests handled?  Who signs off on the release of data, and who checks for confidentiality or redacts as necessary?
  2. Do additional copies of the data exist elsewhere?  For example, are there agency paper analog copies?  Does anyone other than your agency own an instance of some or all of the data?
  3. Who has authority to edit data after it’s been submitted, such as in the event of a typographical error?
  4. What happens to the data over time?  Is the data kept in the same operating environment?  Is data ever destroyed?  Is data ever archived?  When does this happen?
  5. How long is a contributing agency’s data accessible to that agency through the regular interface?  If the data is ever made inaccessible, such as being moved into archived storage, what is the procedure for the agency to retrieve that data?
  6. Who has authority to destroy data?  If data is never routinely destroyed, consider the hypothetical situation of a court-mandated expunction; how would an expunction be handled?

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.