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ARMA Charlotte - Piedmont Educational Seminar 2007

North Carolina Dept. of Cultural Resources (DCR) - Government Records Branch. The primary mission of the Government Records Branch is to provide and administer records management services to state and local government agencies and state supported institutions of higher education in accordance with

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ARMA Charlotte - Piedmont Educational Seminar 2007

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    1. ARMA Charlotte - Piedmont Educational Seminar 2007

    2. North Carolina Dept. of Cultural Resources (DCR) - Government Records Branch The primary mission of the Government Records Branch is to provide and administer records management services to state and local government agencies and state supported institutions of higher education in accordance with North Carolina General Statutes Chapters 121 and 132.

    3. Government Records Branch Archives and History Act Chapter 121 G.S. 121-4 Powers and duties of DCR G.S. 121-5(a) State Archival Agency Designated G.S. 121-5(b) Destruction of Public Records Regulated G.S. 121-5(c) Assistance to Public Officials G.S. 121-5(d) Preservation of Permanently Valuable Records Chapter 121 is the Archives and History Act. It outlines the duties and responsibilities of the Department of Cultural Resources. It also gives specific requirements public agencies must follow before public records can be destroyed or otherwise disposed of. Chapter 121 is the Archives and History Act. It outlines the duties and responsibilities of the Department of Cultural Resources. It also gives specific requirements public agencies must follow before public records can be destroyed or otherwise disposed of.

    4. Government Records Branch Public Records Chapter 132 G.S. 132-3 Destruction of Public Records Regulated G.S. 132-8 Assistance by and to DCR G.S. 132-8.1 RM Program Administered by DCR G.S. 132-8.2 Selection and Preservation of Essential Records

    5. Government Records Branch

    6. Public Records Law What is a public record? G.S. 132-3 Public Records defined. Public record or public records shall mean all documents, paper, letter, 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. Storage media does not determine whether or not information (data) is a public record. Public Records Act (Law) in chapter 132 gives general directions regarding the management of public records. Public Records Act (Law) in chapter 132 gives general directions regarding the management of public records.

    7. Public Record Law A few types of records are defined as confidential in G.S. 132. Not all confidential records are of course identified in G.S. 132. Of course if the record is closed to public inspection by statute you dont have to provide access. Reasonable times means hours of operation. Reasonable supervision means you have the right to protect the integrity of the records. If the record contains commingled information the agency must be able to separate the two. Any cost associated with this is to be absorbed by the agency, not the person making the request. Hours of Inspection, Form of requests (can require requests for computer records be in writing) , How records are removed, Will inspection be supervised, Space in the office to inspect, How copies are to be made and fees. Every custodianshall permit any recordto be inspected and examined at reasonable times and under reasonable supervision No person requesting to inspect and examine public records,shall be required to disclose the purpose or motive for the request. The inspection or copying of any public recordmay be made subject to reasonable restrictions intended to preserve the particular record. No public agency shall acquire any system for public records unless it will not impair the agencys ability to permit public inspection Every public agency shall create an index of computer databases. Persons requesting copies of public records may elect to obtain them in any and all media in which the public agency is capable of providing them.A few types of records are defined as confidential in G.S. 132. Not all confidential records are of course identified in G.S. 132. Of course if the record is closed to public inspection by statute you dont have to provide access. Reasonable times means hours of operation. Reasonable supervision means you have the right to protect the integrity of the records. If the record contains commingled information the agency must be able to separate the two. Any cost associated with this is to be absorbed by the agency, not the person making the request. Hours of Inspection, Form of requests (can require requests for computer records be in writing) , How records are removed, Will inspection be supervised, Space in the office to inspect, How copies are to be made and fees. Every custodianshall permit any recordto be inspected and examined at reasonable times and under reasonable supervision No person requesting to inspect and examine public records,shall be required to disclose the purpose or motive for the request. The inspection or copying of any public recordmay be made subject to reasonable restrictions intended to preserve the particular record. No public agency shall acquire any system for public records unless it will not impair the agencys ability to permit public inspection Every public agency shall create an index of computer databases. Persons requesting copies of public records may elect to obtain them in any and all media in which the public agency is capable of providing them.

    8. Public Record Law

    9. Public Record Law

    10. Public Record Law

    11. Public Record Law

    12. Public Record Law

    13. Managing Public Records

    14. Managing Public Records

    15. Managing Public Records

    16. Managing Public Records

    17. Managing Public Records

    18. Helpful Links Government Records Branch Homepage: http://www.ah.dcr.state.nc.us/records/default.htm Guidelines for managing public records: http://www.ah.dcr.state.nc.us/records/guidelines.htm Local Records Unit (Government Records Branch): http://www.ah.dcr.state.nc.us/records/local.htm Electronic Commerce Division (Office of Secretary of State): http://www.secretary.state.nc.us/ecomm/ North Carolina General States: http://www.ncga.state.nc.us/gascripts/Statutes/StatutesTOC.pl North Carolina Administrative Code: http://reports.oah.state.nc.us/ncac.asp

    19. Government Records Branch Contacts Asheville Office Jeff Futch (828) 274-6789 or jeff.futch@ncmai.net Raleigh Office Becky McGee-Lankford (919) 807-7365 or becky.mcgee-lankford@ncmail.net Laura Hensey (919) 807-7357 or laura.hensey@ncmail.net Doug Brown (919) 807-7364 or doug.brown@ncmail.net

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