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…

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.…

Law Enforcement and Emergency Services Amendments Available

The Government Records Section of the State Archive of North Carolina would like to announce that amendments are now available for the records retention schedules listed below.  These amendments clarify the retention for 911 calls received as text messages and reflect the legislation governing body-worn cameras for law enforcement personnel, which will go into effect…

Local Government: Records Management Questions

As Records Management Analysts with the State Archives, we work with records custodians from local and state government to ensure compliance with public records laws. Among our responsibilities are to write records retention and disposition schedules, provide training to records custodians throughout the state on records management issues; and as stated in North Carolina General…

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…

Local Governments – Which schedule should I use?

We just finished a round of regional public records workshops for local governments, and I wanted to go into more detail on some of the information on one of the slides that’s included in every single presentation: the “How do I find my schedule?” slide. (Note: if you’re part of a state agency, and you…

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…

Law Enforcement Audio & Video Recordings

With the increasing use of audio and video recordings in matters of law enforcement, the Government Records Section of the State Archive is putting forth for your review an amendment to address the retention of these records. This amendment, which will affect both the Law Enforcement Standard of the Municipal schedule and the Program Operational Standard…