FAQ: Triggers for Retention

One of the new features of the Functional Schedule for North Carolina State Agencies is more concrete triggers for retention periods. The trigger information is located in the Disposition Instructions column of the functional schedules and is introduced by “Retain until.” Sometimes, the trigger is simply the trigger for destruction, as in RC No. 132.< in…

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…

FAQ: The Record Copy

Note: This is part of a series of FAQ posts on records management practices incorporated into the signature page for the State Agency Functional Schedules.  The previous two posts in the series can be found here and here.  While this post is written with state records in mind, the guidance within is also applicable to local…

Addendum to Minutes of Public Bodies Blog Post

The Government Records Section has recently received feedback on our Minutes of Public Bodies entry, originally posted on Monday, February 26.  This feedback expressed concern that we were attempting to standardize and dictate the way in which minutes should be compiled in agency offices.  This was not our intent, and we apologize for any confusion…

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,…

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,…