Public Records Request Forms

According to North Carolina’s public records law, N.C.G.S. 132, the people of North Carolina have a right to inspection of public records. N.C.G.S. 132-1(b) states, “Therefore, it is the policy of this State that the people may obtain copies of their public records and public information free or at minimal cost unless otherwise specifically provided…

How Anonymous are Anonymous Tips?

Frayda Bluestein of the UNC School of Government published a useful blog post on comments, e-mails, and messages received from citizens and whether or not they may be confidential. Like many questions about confidentiality and public records, the short answer is “it depends.” But Frayda does a great job here of sorting that out.  

Sunshine_Week_Proclamation

Happy Sunshine Week!

Governor McCrory has declared the week of March 16-22 as Sunshine Week, an entire week dedicated to openness and transparency in government.  As government officials and employees, we do not own the records in our offices.  The people are the owners, and we are the custodians.  This means that the people have the right to…

Readings in Records Management

Search Google for the phrase “records management” and you get 2.7 million hits. This post filters those results and highlights three hits with essential reading for state and local government records managers. The Municipal Clerks Education Foundation, the International Institute of Municipal Clerks, and the National Association of Government Archives and Records Administrators publish a…

Revised Sample Electronic Records and Imaging Policy

One of the most common things that records management analysts work with state and local governments on is developing and adopting policies for electronic records. As more and more agencies complete their work electronically (whether through creating digital records using word-processing software, digital cameras, or other born-digital methods, or through scanning existing paper records), it…

Example File Plan

File Cartography

In our Files & Filing workshops for local governments and state agencies, we recommend development of a file plan. The file plan is the “road map” to an office’s filing system. The file plan specifies the logical order of paper and electronic files, and the arrangement by which all documents may be identified, stored, and…

Do not underestimate the risk mold presents to your health. The Northeast Document Conservation Center warns: “Exposure to mold can lead to a debilitating allergy even among people not prone to allergies. Some molds are also toxic. Everyone who works with moldy objects must be properly protected. Gloves, goggles, and masks are the bare minimum. Exposure to mold will sensitize exposed individual’s systems, and the resulting sensitivity will lead to an allergy. This allergy, if care is not taken with protection or health concerns, will lead to severe mold-related health problems.”

What we mean by “custodian of the record.”

The maintenance, preservation, and accessibility of North Carolina’s public records are all under the purview of the records custodian. The Society of American Archivists publication, A Glossary of Archival and Records Terminology defines custodian as “the individual or organization having possession of and responsibility for the care and control of material.”   It is important that records…

N_57_9_1 Archives employee filing-1957

New Records Management Tutorials

The Government Record Section recently posted on our website a series of online tutorials to assist state and local officials with the management of records routinely created in your office. These tutorials are designed as an introduction to records management principles and best practices. Through these tutorials you will become familiar with the structure, function,…