Travel Request and Reimbursement Forms

They’re everywhere: from boxes of conference records scheduled to come to the Archives, to county financial offices, to old file rooms in towns, to our own desks.  Appropriate to their name, travel request forms and travel reimbursement forms can travel quite a bit.  And like other records that show up in multiple places, they can be tricky to manage efficiently.…

The On-site Visit

In 2016, many local governments hosted on-site visits by Government Records Section records analysts. One of our core services for local governments (and state agencies), the on-site visit is when we travel to your office to answer your questions, discuss your records management issues, and review your records rooms. In 2016, records analysts: Met with county health departments to answer questions about Electronic Records…

Microfilming Local Board Minutes

The State Archives of North Carolina microfilms minutes of governing boards of North Carolina’s counties and municipalities to help local governments with permanent preservation of these essential records. Once those records are filmed, we store the silver-halide originals in our security vault. For new county and municipal clerks who are sending minutes for the first time,…

We Must Remember This…

Users of the local records retention and disposition schedules will find the disposition instruction “a) Retain records with historical value permanently” for certain records series. For example, in the Municipal schedule, you find this disposition instruction for agendas and meeting packets (Standard 1, Item 3), fund drive and event records (Standard 1, Item 33), management studies (Standard 1, Item…

Agendas and Meeting Packets

Municipal and county clerks frequently ask about the retention of agendas and meeting packets that they prepare for meetings of their governing boards. Are agendas and meeting packets to be retained permanently, as are the minutes of those meetings? The answer is “No, but …” There is a great deal of flexibility in how long…

Retention of Computer Network and Systems Traffic Logs

Information technology (IT) departments maintain logs of traffic on networks and systems. According to the National Institute of Standards and Technology’s Guide to Computer Security Log Management, “[l]ogs are composed of log entries; each entry contains information related to a specific event that has occurred within a system or network.” The size of these network and systems traffic…

Using Multiple Retention Schedules: Local Governments and DHHS

Have you encountered language like this in your local records retention schedule? County Health Departments, County Social Service Departments, County Health and Human Services Departments, Local Management Entities, and Local Management Entity Providers all work with federal funds distributed by North Carolina’s Department of Health and Human Services (NC DHHS).  Records supporting the expenditure of…

The Records Liaison Network

A new records manager quickly establishes a network of records liaisons in their municipality, county, or state agency, one for each functional unit. A records liaison is an employee with detailed knowledge of the operations and records of that unit. A records liaison can: Advise the records manager on the unit’s records Coordinate with the records manager on…