The public records law notes six specific indexing requirements for each database to be indexed (boldface added):

The index shall be a public record and shall include, at minimum, the following information with respect to each database listed therein: (1) a list of the data fields; (2) a description of the format or record layout; (3) information as to the frequency with which the database is updated; (4) a list of any data fields to which public access is restricted; (5) a description of each form in which the database can be copied or reproduced using the agency's computer facilities; and (6) a schedule of fees for the production of copies in each available form. (G.S. § 132-6.1 (b))

Agencies affected by these requirements vary significantly in size, circumstance, technical expertise, and in the extent and configuration of their database hardware and software. In developing the guidelines, the division has attempted to find a middle ground; but smaller agencies may require vendor assistance, and larger agencies are likely to need additional, internal standards and procedures.

To meet these six statutory requirements, it is recommended that the following information elements be included in, or directly referenced by, each database description. Note that each Basic Indexing element is identified by its title (in boldface) followed by a short-form instruction, an illustrative response to that instruction (indented and in boldface) as applicable to an Archives and History test database, ACON. Bulleted notes follow the response, where appropriate.

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Note: When viewing the information elements, use the directional icons on each element page to return to this list OR scroll through the pages one by one. Otherwise use your browser's "BACK" command.

• 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 Cost List
• Custom Services Costs
• List of Database Data Modules
• Annotated List of Fields (one list per data module)

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Indexing Legacy Databases Associated with Older Computer Technologies

Numerous state and local agencies still use databases built using software as much as thirty years old. These "legacy" databases are often built on arcane, unique processing programs and record layouts that are poorly documented, if at all. Nevertheless, agencies often have valid reasons for making significant changes in a still active legacy database rather than creating a new one. As noted earlier, such changes would result in a "new" database that must be indexed; but the effort necessary to fully index some legacy databases may far exceed any public benefit provided.

At present, the division and ACER can envision no single set of written instructions that are applicable to all legacy databases. If an agency finds that it must index such a database but believes that it cannot effectively or efficiently meet the required indexing standards set forth in this document, it should contact the Division of Archives and History for assistance.

As its resources permit, the division will work with the agency or database owner in performing a records analysis of the database and in developing a records retention and disposition schedule for it. The schedule will note any special conditions affecting database indexing and, if such conditions exist, any recommended indexing modifications. At this time, the division cannot assure agencies that the recommended modifications will be legally acceptable but does note that the process itself will document the agency's good-faith effort to comply with the statute.

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The special nature of GIS databases requires a somewhat different indexing treatment. For the present, GIS material should be treated as follows:

• Each logical GIS group (e.g., a collection of associated geographical information sets stored as a single "GIS" unit, as opposed to separate main files and layers) should be considered a database.
• As defined above, each database should be indexed using these information items (as described in Basic Database Indexing Requirements section):
  • Title
  • Agency/Owner
  • Database Abstract
  • Database Update Frequency
  • Legal Constraints on Database
  • Form(s) of Digital Copies of Database
  • Database Digital Copy Media and Costs Lists
  • Report Reproduction Cost List
  • Custom Service Costs
• Tentatively stated, the Basic Indexing Information element entry "List of Database Data Modules" for GIS databases will be subdivided as follows:
  • List each geographic area covered, including a description of each area and, optionally, a formal mathematical representation of this area.
  • For each geographic area covered above, record a list of the layers and a description of the data contained in each layer, including applicable metadata elements either conforming to or convertible to the Content Standards for Digital Geospatial Metadata.
  • For each of the above entries, follow Basic Indexing Information element "Annotated List of Fields" instructions.

Note: The GIS guidelines are subject to modification.

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