Crosswalk Document for the General Schedule for State Agency Records Now Available

In anticipation of the Fall 2017 rollout of our brand-new functional records retention schedule, we’re happy to present a “crosswalk” document linking the items on the existing General Schedule for State Agency Records (2015) with their functional analogues. You can download the crosswalk by clicking this link: General Schedule Crosswalk.

The General Schedule for State Agency Records currently applies to all the agencies of North Carolina state government; it identifies records common to most government offices and provides standardized disposition instructions. The Functional Schedules will supersede the General Schedule just as they will supersede the individual agency program schedules, but in many ways, the Functional Schedules are an extension of the concept of the General Schedule, scheduling all record types across all government agencies to simplify and standardize your records management practices.

For easy reference, the crosswalk document lists the original General Schedule items on the left and provides the functional RC No., record type and description, and disposition instructions on the right:

blog_gensched

The RC No. is a unique identifying number assigned to each record type in the Functional Schedules for ease of reference. It is a combination of four elements:

functional_16

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

  • Risk Management is function number 16
  • Office Safety and Security is sub-function number 5 on the Risk Management schedule
  • Employee Security Records are record type number 2 in the Office Safety and Security sub-function
  • And the retention abbreviation offers a shorthand for the ultimate disposition of the record; possible dispositions include

abbreviations

Record types are groupings of records that are “created, received, or used in the same activity” (see Richard Pearce-Moses, A Glossary of Archival and Records Terminology), and the description provides a definition along with the types of records that can be frequently found in that series.

The disposition instructions dictate the length of time a series must be retained and how the office should dispose of those records after that time (for most, but not all, of the items on the General Schedule, the final disposition will require destruction).

The disposition instructions include one of a number of possible triggers that begin the retention period. Some examples are

  • 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.

We hope this crosswalk document will be useful to you as you prepare for the transition to the Functional Schedules, and as always, please let us know if you have any questions!

Advertisements

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out / Change )

Twitter picture

You are commenting using your Twitter account. Log Out / Change )

Facebook photo

You are commenting using your Facebook account. Log Out / Change )

Google+ photo

You are commenting using your Google+ account. Log Out / Change )

Connecting to %s