2019 Update to Records Schedule for Local Health Departments

The 2019 update to the Local Health Departments records retention and disposition schedule has been authorized and is available on our website for access and approval.  To approve the schedule, the director of your county’s health department and the chair of its governing board should sign the schedule on page ii.  Please send a copy…

Amendments to the Retention and Disposition Schedule for UNC System Institutions

After consultation with university records officers and other subject matter experts, we made a few amendments to the 2018 records retention and disposition schedule for UNC system institutions.  The amendments have been incorporated into the PDF version of the schedule, which can be found on our website at https://archives.ncdcr.gov/documents/university-north-carolina-general-records-retention-and-disposition-schedule.  The items were renumbered as necessary to…

FAQ: Permanent (Appraisal Required)

In the Functional Schedule for North Carolina State Agencies, you sometimes find this in the disposition instructions: Permanent (appraisal required) In the glossary, we explain the process that will be followed for these records: When these records no longer have administrative value in office, the agency will contact the Government Records Section so the records…

FAQ: Security Storage

What’s the meaning of the © on the Functional Schedule for North Carolina State Agencies? Some records series have these disposition instructions in the appendix: Transfer to the State Records Center when reference value ends for permanent security storage. These records will be stored permanently at the State Records Center, but they will never be…

Archival university records

The current General Records Retention and Disposition Schedule for UNC System Institutions is available on our website at https://archives.ncdcr.gov/documents/university-north-carolina-general-records-retention-and-disposition-schedule.  It includes detailed descriptions of all records, including those that should transfer to the University Archives.  To assist folks who are new to the UNC system or who are new to the concept of records that need…

2018 revisions to the Functional Schedule for North Carolina State Agencies

Version 2.0 of the Functional Schedule for State Agencies is now available on our website (https://archives.ncdcr.gov/documents/functional-schedule-state-agencies).  A few cosmetic changes have been made – for example, you’ll notice the date has changed in the header banner: Amendments to Record Types No changes to record types or appendices were necessary for the functions of Economic Development,…

FAQ: Archival Custody

Why does the retention and disposition schedule specify that some records will transfer to the custody of the Archives? The agency that creates or receives a public record is the legal custodian of that record.  This legal custodian is bound to follow the retention and disposition instructions for these records, as established by the Department…

FAQ: Reference Copies

To round out our review of terms used in the Functional Schedule for North Carolina State Agencies, this FAQ looks at reference copies of records in government agencies. The Society of American Archivists Glossary of Archival and Records Terminology includes two relevant definitions for a reference copy: A copy of a record kept for easy…