1 From Filing Cabinet to Desktop and Network: Records Management in N.C. State Government Ed Southern Government Records Branch N.C. Office of Archives and History Department of Cultural Resources

2 Good Business Practice n The Basic Mission: Acquire, Preserve, Organize, Make Available n Identify vital records n Accountability to citizens n Transfer inactive records n More efficient operations n Improve customer service n Save money

3 North Carolina State Laws n NCGS 121 –Archives and History Act n NCGS 132 –Public Records Law

4 NCGS 121 n 121-4(2) –Assigns records management responsibility to the Dept. of Cultural Resources n 121-5(b) –Regulates the destruction of public records n 121-5(c) –Directs DCR to assist the other agencies

5 NCGS 132 – Content, Not Media 1(a) “Public record” or “public records” shall mean all documents, papers, letters, maps, books, photographs, films, sound recordings, magnetic or other tapes, electronic data-processing records, artifacts, or other documentary material, regardless of physical form or characteristics, made or received pursuant to law or ordinance in connection with the transaction of public business by any agency of North Carolina government or its subdivisions.

6 NCGS 132 1(b) The public records and public information compiled by the agencies of North Carolina government or its subdivisions are the property of the people. 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...

7 NCGS 132 n –Directs agencies to index databases –Allows agencies to charge fees for copies n –Directs agencies to safeguard their records n –Provides remedies for those denied access to records

8 Things to Remember about the World of Computers n The dominant medium of a society tends to emphasize distribution of information over space or over time---it does not usually do both well. n The development of the networked computer (and telecommunications) has immeasurably increased the volume of information and the speed of communication. This does not necessarily include its transportability to the future.

9 Things to Remember about the World of Computers (Continued) n Governments are legally obligated and operationally required to be interested in the transportability of data to the future, when the data has long-term, archival, or permanent legal value. n Electronic Records Depend on Software for Content, Structure, Context, and Meaning n Software and Hardware Change Rapidly - Electronic Data Must Be Migrated

10 Things to Remember about the World of Computers (Continued) n Context means: what, when, by whom, to whom, where, how, why, what Media n Preservation of electronic records contexts is unstable n The danger for institutional memory

11 How do I manage my records?

12 With a Records Retention and Disposition Schedule With a Records Retention and Disposition Schedule

13 General Schedules n All state agencies, local governments, and UNC System institutions n Common records n Official version on Government Records Branch website –Printed copies may become obsolete –

14 Program Records Schedule n Not all records are common records n Most state agencies will need a Program Records Schedule –Describes records unique to an office

15 Reasons for an Electronic Records Policy n Electronic records are subject to – Public access, audit, and authenticity requirements n Managerial responsibility for the – Accuracy, completeness, authenticity, security, retention and preservation North Carolina Guidelines for Managing Public Records Produced by Information Technology Systems North Carolina Guidelines for Managing Public Records Produced by Information Technology Systems

16 as a Public Record Managing, Using, and Preserving

17 as a Burden n n Volume n n Larger Attachments n Retirements, resignations: is there a policy to transfer to a new account? n System or software upgrades: is there a defined procedure to transfer ? All of it? n Are users required to back up ? Is the rule enforced?

18 What To Do with All That ? n Manage it as part of your normal business. There’s no other way around it. n Utilize and follow your retention schedule. The schedule addresses all records, regardless of media.

19 How Long Should I Keep It? n What is the retention for non ‑ electronic records? n Evaluate at the end of the retention period n Consistency and timeliness in applying records schedules and guidelines

20 “Short” or “Limited-Term” Messages n Less than 5 years n Maintain in system for entire retention n Evaluate if required and delete n North Carolina Public Records with Short- Term Value idelines.htm#short

21 Retention Over 5 Years n Options: n Either in system or hard copy –Determination factors »Length of retention »Cost of migrations-- What will be the cost of retaining the document on-line. »Research value--Is there a great deal of reference to the document?

22 Permanent Records n Where do you keep these records? –In a system until a permanent copy is made –Permanent records may be microfilmed or printed to paper –Consult with Dept. of Cultural Resources regarding preservation in electronic formats

23 DCR and the Internet Archive n Collaboration between Archives and History and the State Library n Capture and preservation of websites n The Internet Archive: search engine, storage, infrastructure n DCR digitization policy framework n Ageing databases and their replacement

24 Archives: the Institutional Memory n To Repeat…the Basic Mission: Acquire, Preserve, Organize, Make Available