Here you'll find tutorials that will help you more efficiently manage your office's digital records in compliance with public records law. You will find tutorials about managing state agency email, social media, electronic public records, and more. Check back regularly for updates.
As employees utilize more server space in order to collaborate and created projects, increasingly, they are using shared storage for collaboration and access.
Guidelines designed to ensure the admissibility of an agency’s electronic records into evidence in a court of law. For state, county, and municipal agencies, these guidelines establish methods and procedures for creating and maintaining authentic records in digital formats.
In August 2012, the State entered into an agreement with DocuSign© to provide digital signature capabilities and services to the State of North Carolina. Here you will find policy guidelines and how-to documentation.
Guidance on managing electronic communciations as public records, including e-mails, text emssages, and instant messages.
These best practice documents provide information about legal and appropriate use of social media by state agencies and local government. Responsibilities of PIOs are outlined, and a sample Social Media Policy is provided.
The State Archives runs a nationally recognized web archiving program for state agency websites. The web archiving program is available to any state agencies wishing to participate. These documents describe this web archiving program, and provide general guidance for in-house preservation of websites by state and local agencies.
Although many public records remain in paper and other analog forms, most are either born digital or digitized. Maintenance of these records' throughout their life cycle presents unique logistical and legal challenges. Find guidance here on the threats to digital materials and strategies for digital records preservation and access.
Digital imaging is the process of converting analog records into digital form. Here you will find guidance documents, a Sample Electronic Records and Imaging Policy for Use by Local and State Agencies, and the local government Request for Disposal of Original Records Duplicated by Electronic Means. You can also find these and other forms on the Forms page.
Topical overview intended to provide information about common cloud computing concerns with regards to public records. Topics included: compliance issues, understanding and negotiating the terms of the SLA, performance and monitoring, service interruptions, costs, security and privacy, removing data from the cloud and avoiding vendor lock-in, and e-discovery.
This document is intended to offer guidance to government employees about the management and retention of metadata under North Carolina’s public records laws and state and federal discovery rules for civil litigation. The goal is to provide information and guidance for public employees to understand their responsibilities and liabilities related to metadata.
Tutorials on Bagger and BagIt, the data transfer tools used by the State Archives for transfer of digital materials into the North Carolina Digital Repository. By transferring data with these tools, the State Archives can document that the files you transfer have arrived intact and unchanged.
The document and video series above can help make you and your office more efficient with a few simple rules for file naming. Just like paper files, electronic files need to be well-organized and labeled correctly so that they are identifiable and accessible by all employees.
Information about appropriate file formats for transfer of electronic records to the North Carolina Digital Repository.
Detailed information about appropriate file formats for state and local agencies responsible for maintaining electronic records long term.
Public records law G.S. 132-6.1. requires public agencies to create an index for every database compiled or created by the agency. This guidance document provides detailed information on how to follow this and other public records law requirements for databases.
Security backup files are public records, and therefore may not be disposed of, erased, or destroyed without specific guidance from the Department of Cultural Resources. Find that guidance here, with information for writing and implementing the required security backup plan.
Reports and documentation of the multi-state NHPRC Funded Preservation of Electronic Mail Collaboration Initiative, which developed the EMCAP tool for conversion of email accounts into an XML schema that maintains the coherence of email accounts and preserves the relationship between attachments and messages.
The State Archives began preserving North Carolina's geospatial data through the GeoMAPP project. The GeoMAPP effort aimed to address the preservation of “at risk” and temporally significant digital geospatial content, such as land parcels, zoning, roads, and jurisdictional boundaries.