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…

Interactive Record Type Guides

To help people navigate the Functional Schedule for North Carolina State Agencies, the State Archives is developing new interactive record type guides for common record types that serve multiple functions.  These guides allow users to consider the various reasons they may have received or created a record and walk them through where to find the…

Minutes of Public Bodies

Article 33C of General Statute 143 establishes requirements for the meetings of public bodies.  G.S. § 143-318.10(e) specifies, “Every public body shall keep full and accurate minutes of all official meetings, including any closed sessions held pursuant to G.S. 143-318.11. Such minutes may be in written form or, at the option of the public body,…

Uniqueness Among Commonalities

When the State Archives of North Carolina decided to change our system for scheduling state agency records to a functional analysis approach, we sought to identify the records that numerous agencies share in common and assign consistent disposition instructions to those records.  Yet we also recognized there are some records that are created or received…