Records Management - Online Tutorials
In addition to the face-to-face workshops, the Government Records Branch offers a series on on-line tutorial for state agency and local official. See the list below for more details.
This tutorial takes about 45 minutes to complete. It includes information on the Public Records Law, Records Management, and using the Records Retention and Disposition Schedule. The tutorial also features brief overviews of Electronic Records Management, e-mail, scanning, and disaster preparation.
This 45-minute, online workshop is based on the Bits, Bytes, and Backups: The Basics of Electronic Public Records workshop offered at the State Records Center. It will introduce public employees to public records law in North Carolina and its special implications for electronic records. In this workshop you will learn about the laws that govern your records management responsibilities, the unexpected problems associated with electronic records, and basic electronic preservation and access techniques.
This online tutorial combines an introduction to public records, electronic records, and handling e-mail. Please note, this tutorial is specifically designed for executive branch employees who have their e-mail services through the NC Department of Information Technology. It is also located in the LMS in Beacon. Please access the tutorial in the LMS (NC Learning Center) if you wish to receive transcript credit. The audio will play automatically in Google Chrome. In Mozilla Firefox and Internet Explorer, you will need to press the play button under the slide in order to begin the audio. In all browsers, you must click on Next Page after you have finished listening to a slide.
Social Media Usage in North Carolina State Government is a 5 part video series provided on YouTube that explains how North Carolina state government agencies can utilize social media sites to reach citizens in new ways; discusses acceptable use of social media and security concerns; and gives an overview of preservation and records retention of social media as public records.
These videos are designed to assist North Carolina local and state agencies with developing an electronic records and imaging policy. They address all the sections (1-10) of the policy.
This State Library of North Carolina site contains many resources related to digital preservation, including online tutorials produced within North Carolina and nationally. Particularly useful is their series on file naming. This brief, 4-part tutorial will help you gain control over your computer files and prep them for long-term preservation by implementing some very basic file naming strategies.
This introductory video tutorial covers the basics of public records law and records management for state agencies. It discusses the definition of a public record in North Carolina, the public's right of access, and laws governing the destruction of public records. It also examines the changing values a record can have for state agencies and citizens of North Carolina. Total run time: 8:54.
Anatomy of the General Schedule & Program Schedules is a short video tutorial that takes state agency and university employees through the two types of retention schedules that determine how long they must keep their records. It discusses the kinds of records included in each schedule, and how to find retention instructions within them both. Total run time: 5:09.
This tutorial is designed to assist North Carolina state agencies with implementing an imaging program. It discusses the pros and cons of scanning, suggests procedures that need to be in place to make a scanning program be successful, and provides an overview of relevant guidelines and training materials that are available from the State Archives of North Carolina. Total run time: 6:15.
This video tutorial describes the roles of Records Management Analysts at the State Archives of North Carolina, as well as Chief Records Officers and Records Liaisons within state agencies, in updating program records retention schedules. It then provides an overview of the process of creating or updating a program record schedule with the help of analysts, records officers, and liaisons. Total run time: 4:32.
This short video examines the signature page on state agency program records retention schedules. It goes through the document paragraph by paragraph to show what the agency and the Department of Cultural Resources are agreeing to by their signatures. Specifically, it addresses how to destroy records, the effect of audits and litigation on retention periods, records with reference value, and electronic records, as discussed on the signature page. Total run time: 3:46.
Understanding Disposition Instructions for State Agencies looks at some common instructions for disposing of state agency records when they are no longer useful to the agency's current operations: destroying them, transferring them to the State Records Center (for eventual destruction or transfer to the State Archives of North Carolina), or retaining them in office permanently. Total run time: 4:18.
This video is designed to assist local government agencies in North Carolina with implementing an imaging program. It discusses the pros and cons of scanning, suggests procedures that need to be in place to make a scanning program be successful, explains when and how to use the Request for Disposal of Original Records Duplicated by Electronic Means, and provides an overview of relevant guidelines and training materials that are available from the State Archives of North Carolina. Total run time: 7:19.
Public Records & Confidentiality for Local Governments in North Carolina
This two-part online video discusses state laws and statutes which exempt public records from public inspection. Using records that are commonly found in local government offices, it examines how a record's location in your office's organizational structure can affect its confidentiality, and how some laws allow you to release confidential information while others do not. Total run time: 14:18.
This two-part video introduces local government agencies to the State Archives of North Carolina’s minutes microfilming program. Through this program, the State Archives creates and stores preservation security duplicates of the meeting minutes of local government’s major decision-making boards. Part 1 briefly covers the legal and economic framework of the program. Part 2 explains step-by-step how to prepare and submit original meeting minute books and/or paper copies for microfilming. Total run time: 8:21.