Managing Public Records

for Local Government Agencies

Records Management Principles

Records management is described in G.S. § 132-8.1 as "…the application of efficient and economical management methods [for] the creation, utilization, maintenance, retention, preservation, and disposal of official records…" 

Records Management includes:

• Developing a records retention and disposition schedule
• Following the provisions of the schedule
• Managing a filing and information retrieval system, in any format (electronic or paper)
• Ensuring, according to archival and records management practices, adequate protection of records in any format, that are vital, archival, or confidential
• Storing active and inactive records in an economical and space-effective manner
• Maintaining public records in a format that facilitates access by the public

Life Cycle of a Record

All records have the same life cycle, regardless of whether they are in electronic, microfilm, paper, or any other format. Records are created; they are used; they are disposed of.  But as you will learn, disposing of records does not necessarily mean that they are destroyed.

 

  Assess your knowledge of the Benefits of Managing Public Records by answering this multiple answer Test Yourself question.

 

Value: 1

The benefits of managing public records includes (choose all that apply): a. preserving the historical records of the State. b. more efficient operations. c. improved customer service. d. saving money. [mark all correct answers]

 

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