Online Tutorials

The State Archives of North Carolina has updated three of our existing online tutorials and has created a new one: Managing E-mail as a Public Record for State Agencies has been updated.  This tutorial provides a brief overview of relevant General Statutes as well as Governor McCrory’s Executive Order 12.  It also offers guidance and…

Writing a Public Records Management Manual

If you are responsible for the management of public records in a North Carolina unit of government, you may want to consider writing a manual as a means of educating your colleagues on public records management. A records management manual for North Carolina public records could include: A copy of North Carolina’s public records law (N.C.G.S.…

Alamance Call Number search

Call Numbers for County Records at the State Archives

The County Records collection of the State Archives of North Carolina includes wills and estate files, tax scrolls, Superior Court judgment and minute dockets, and many more record series. In a previous blog post, I described one way to do a catalog search for archived county records. This post explains how to perform a call…

Microfilm Reel

Silver and Diazo

The State Archives of North Carolina provides microfilming of the minutes of major decision-making boards and commissions in state agencies and local governments. Once the minutes are filmed, we will store the “silver halide” original in our security vault. When we make a copy of the microfilm for state agencies or local governments to use in…

ActiveRecordsManagement

A Case for Active Management of Public Records

Circulating on listservs for records managers and archivists is this story from the Jackson Free Press of Jackson, Mississippi. A curious reporter photographed neglected records on the fourth floor of the Hinds County Courthouse. Water damage, dirt, poor shelving, and general disorganization are visible. This is certainly embarrassing to the Hinds County Courthouse staff. These undoubtedly…

Reidsville_Destruction_1

The Light at the End of the Tunnel

How many of you have a records room (or filing cabinet) that’s overflowing?  Have you held off on destroying the records you’re pretty sure are obsolete because you don’t know if your retention schedule will let you?  Or have you simply not had the time to attend to your records in addition to your regular duties?…

Public Records and the 2014 Session of the General Assembly

Frayda Bluestein, Associate Dean for Faculty Development at the University of North Carolina-Chapel Hill School of Government, has posted her thoughts on public records issues discussed during the 2014 session of the North Carolina General Assembly.  The 2014 session paid particular attention to two closely related issues: private information possessed by the government and information…

A Tip for the Management of Electronic Files

Copies are the bane of good file management. Paper copies clutter file cabinets. Shared network drives are overpopulated with unnecessary duplicate files — sometimes called “ROT” files, for “redundant, outdated, and trivial.” Sifting through copies, records managers struggle to identify the “official copies” of records that require proper retention and disposition.1 If you have attended one…

Sending Minutes to be Microfilmed by the State Archives

The State Archives of North Carolina microfilms minutes of major decision-making boards of North Carolina’s counties and municipalities as a service for local governments to ensure the permanent preservation of these essential records. Once those records are filmed, we store the silver negative originals in our security vault. If you are a state agency with records, such…