Chief Records Officers

State agencies appoint Chief Records Officers (CROs) to represent the agency in records management concerns. This task is usually assigned as an additional duty for a deputy secretary, a special assistant to the secretary, legal counsel, or another department executive with adequate authority and a thorough knowledge of the agency’s records.

The responsibilities of the Chief Records Officer include:

• Coordinating agency requests of the Government Records Section in the Department of Natural and Cultural Resources (DNCR) for records assistance, training, and other consultative services
• Reviewing agency functions and records on a regular basis to ensure coverage by the Functional Schedule for North Carolina State Agencies
• Coordinating agency submission of forms, surveys, and other feedback required by DNCR
• When an approved electronic records policy is in place, authorizing the destruction of paper records that have been scanned
• Providing guidance on the appropriate storage of public records, so they are kept in secure but accessible places
• Participating in the design and implementation of agency electronic records initiatives, to ensure consideration of records management issues
• Assisting in the timely transfer of records to the State Records Center and in securing authorization for destruction of records temporarily stored at the State Records Center that have met their retention requirements
• In cooperation with DNCR, establishing and maintaining a program for the selection and preservation of agency records considered essential to the operation of government and to the protection of the rights and interests of citizens.

Some CROs find it useful to identify additional agency personnel to act as Records Liaisons. Records Liaisons can share unique records and operational knowledge with the CRO and can also assist the agency CRO with disseminating records management information and carrying out records management activities within the agency. The Government Records Section has produced a manual to provide guidance in carrying out the role of Records Liaison.