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…

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…

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…

Administrative Office of the Courts’ Electronic Records and Imaging Policy: Part 1

After months of planning and development, the Administrative Office of the Courts has completed its Electronic Records and Imaging Policy for the Records in the Custody of the Clerks of Superior Court. This is a significant achievement given the volume and legal value of the records in the clerks’ custody and the time and analysis…

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…