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.…

State Agencies – Which schedule should I use?

When I receive a call from a state agency asking when (and if) records can be destroyed or transferred to the State Records Center, the first question I typically ask is, “what sort of records are they?”  For state agencies, this information is not only useful to find the record on a records retention schedule–it’s…

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…

Video Surveillance as Records

The North Carolina Local Government Information Systems Association (NCLGISA) maintains a listserv that I monitor. Recently, a question was posed by a faculty member of the UNC School of Government about video surveillance policies.  The Government Records Section of the State Archives is in the process of updating the General Schedule for State Agency Records; we…

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?…

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…

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,…