Government Records Branch of North Carolina

Table of Contents

PREFACE
INTRODUCTION
CONTACT INFORMATATION

DEFINITION OF TERMS

• Agency
• Computer Database
• Computer System
• Database Owner
• Department
• Division
• Electronic Data-Processing System
• User

BASIC DATABASE INDEXING

• Criteria for Identifying Databases that Must Be Indexed
  1. Must all new databases be indexed?
  2. Under what conditions is the indexing of an already existing database required?
• Basic Database Indexing Requirements
• Introduction
• Basic Indexing Information Elements
  • Title
  • Agency/Owner
  • Database Abstract
  • Database Update Frequency
  • Legal Constraints on Database Access
  • Form(s) of Digital Copies of Database
  • Database Digital Copy Media and Costs List
  • Report Reproduction Costs List
  • Custom Services Costs
  • List of Database Data Modules
  • Annotated List of Fields (one list per data module)
• Basic Indexing Table Layout for Sample Database: ACON
• Indexing Legacy Databases Associated with Older Computer Technologies
• Indexing Geographical Information Systems (GIS) Databases
• General Recommendations
  • Agency Electronic Records Officer (ERO) Registration
  • Indexing Administration
  • Annual Inventory
    • Database Inventory Worksheet
  • Reporting Table Descriptions
  • Standardized Copy Fees
  • SQL Software
  • Internet Access
• Public Electronic Records Officer Registration (model form) -- Download

APPENDIX I: ADVANCED DATABASE INDEXING

• Introduction
• Advanced Indexing Information Elements - "(B)" indicates Basic Indexing Element
  1. Title (B)
  2. Acronym
  3. Agency/Owner (B)
  4. Index Source
  5. Last Index Modification
  6. Database Abstract (B)
  7. Database Purpose
  8. Agency Program
  9. Database Type
  10. Database Update Frequency
  (B)
  11. Time Span
  12. Database Stats
  13. Technical Expertise Required
  14. Database-specific Documentation
  15. General Database Documentation
  16. Database Access Modes
  17. Database Access Schedule
  18. Legal Constraints on Database Access (B)
  19. Physical Factors Affecting Database Access
  20. Other Factors Affecting Database Access
  21. Available Printed Reports (selection)
  22. Available Digital Reports
  23. Support for Custom Reports from Database
  24. Form(s) of Digital Copies of Database (B)
  25. Database Digital Copy Media and Costs List (B)
  26. Report Reproduction Costs List (B)
  27. Custom Services Costs (B)
  28. Process for Ordering Database Copies
  29. Contact for Ordering Database Copies
  30. Database Computer System
  31. List of Database Data Modules (B)
  32. Annotated List of Fields (one list per data module) (B) -- more detailed
  33. Scheduling Information (Incomplete as of 9/1/96)
  34. Database Subject Matter (Incomplete as of 9/1/96)
  35. Spatial Domain (Incomplete as of 9/1/96)
• Advanced Indexing Table Layouts (two) for Sample Database: ACON

APPENDIX II: Sample Report

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Last Modified: 10/19/2009