Online Tutorials In addition to the face-to-face workshops, the Records Analysis Unit offers online tutorials for state and local agency employees. See the list below for more details. Basics of Public Records Management (General) Do I Need to Keep This Record? Ever felt overwhelmed at the amount of records you manage? It's possible you could get rid of some of those records without needing to consult the retention schedule. In this video, records analysts from the State Archives of North Carolina explain key concepts like records custodianship, transitory records, and others that can help you evaluate your records more efficiently before examining the retention schedules. Public Records Law Records analysts introduce public records laws in North Carolina. At the end of the video, you will know the definition of public records, how to fulfill public records requests, and how to navigate confidentiality restrictions. Confidentiality in Public Records In North Carolina any public record is open to inspection unless specifically identified as otherwise by federal or state statute. But what about documents containing “confidential” information? Is confidentiality a reason not to make these records available? This video describes records that can contain confidential information, steps to take to make such records available for public inspection, and how to destroy the records. Functional Schedules for State Agencies This series of four tutorials provides information about the new process for records scheduling at the State Archives of North Carolina. Part 1: Overview of the functional analysis initiative Part 2: Overview of the 16 functions of state government along with listing sub-functions and examples of record types Part 3: The anatomy of a functional schedule Part 4: Guidance on how to transition to these new schedules and explanation of available crosswalking tools Basics of Public Records Management for State Agencies Basics of Public Records Management for State Agencies This introductory tutorial covers the basics of public record laws as outlined in General Statutes 132 and 121. It discusses the regulations for destroying public records, as found in the NC Administrative Code. It also covers the regulations and considerations involved in determining how long to retain public records. Total run time: 8:04. Boxing Records This video walks North Carolina state agencies through the process of transferring records to the State Records Center for storage. Requesting Records Stored Temporarily at the State Records Center This video explains how state agencies can request retrieval of records they have stored temporarily at the State Records Center. Scanning State Agency Records This video is designed to assist North Carolina state agencies with implementing an imaging program in accordance with the Functional Schedule for North Carolina State Agencies. 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. 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. Public Records & Confidentiality for Local Governments in North Carolina: Part 1 (YouTube Video) Public Records & Confidentiality for Local Governments in North Carolina: Part 2 (YouTube video) Scanning Local Records 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. Digital Preservation Tutorials - Digital Preservation Education for North Carolina State Government Employees 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. Naming Digital Files, Part 1: Why is File Naming Important? (YouTube Video) Naming Digital Files, Part 2: How to Change a File Name (YouTube video) Naming Digital Files, Part 3: What Not to Do When Naming Files (YouTube video) Naming Digital Files, Part 4: Best Practices for File Naming (YouTube video) Managing E-mail as a Public Record for State Agencies of North Carolina 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 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. Sample Electronic Records and Imaging Policy 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. Sample Electronic Records and Imaging Policy, Part 1: Sections 1-5 (YouTube Video) Sample Electronic Records and Imaging Policy, Part 2: Sections 6-10 (YouTube Video) Social Media Usage in North Carolina State Government 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. Microfilming Minutes 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. Microfilming Minutes: Part 1 (YouTube Video) Microfilming Minutes: Part 2 (YouTube video)
Online Tutorials In addition to the face-to-face workshops, the Records Analysis Unit offers online tutorials for state and local agency employees. See the list below for more details. Basics of Public Records Management (General) Do I Need to Keep This Record? Ever felt overwhelmed at the amount of records you manage? It's possible you could get rid of some of those records without needing to consult the retention schedule. In this video, records analysts from the State Archives of North Carolina explain key concepts like records custodianship, transitory records, and others that can help you evaluate your records more efficiently before examining the retention schedules. Public Records Law Records analysts introduce public records laws in North Carolina. At the end of the video, you will know the definition of public records, how to fulfill public records requests, and how to navigate confidentiality restrictions. Confidentiality in Public Records In North Carolina any public record is open to inspection unless specifically identified as otherwise by federal or state statute. But what about documents containing “confidential” information? Is confidentiality a reason not to make these records available? This video describes records that can contain confidential information, steps to take to make such records available for public inspection, and how to destroy the records. Functional Schedules for State Agencies This series of four tutorials provides information about the new process for records scheduling at the State Archives of North Carolina. Part 1: Overview of the functional analysis initiative Part 2: Overview of the 16 functions of state government along with listing sub-functions and examples of record types Part 3: The anatomy of a functional schedule Part 4: Guidance on how to transition to these new schedules and explanation of available crosswalking tools Basics of Public Records Management for State Agencies Basics of Public Records Management for State Agencies This introductory tutorial covers the basics of public record laws as outlined in General Statutes 132 and 121. It discusses the regulations for destroying public records, as found in the NC Administrative Code. It also covers the regulations and considerations involved in determining how long to retain public records. Total run time: 8:04. Boxing Records This video walks North Carolina state agencies through the process of transferring records to the State Records Center for storage. Requesting Records Stored Temporarily at the State Records Center This video explains how state agencies can request retrieval of records they have stored temporarily at the State Records Center. Scanning State Agency Records This video is designed to assist North Carolina state agencies with implementing an imaging program in accordance with the Functional Schedule for North Carolina State Agencies. 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. 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. Public Records & Confidentiality for Local Governments in North Carolina: Part 1 (YouTube Video) Public Records & Confidentiality for Local Governments in North Carolina: Part 2 (YouTube video) Scanning Local Records 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. Digital Preservation Tutorials - Digital Preservation Education for North Carolina State Government Employees 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. Naming Digital Files, Part 1: Why is File Naming Important? (YouTube Video) Naming Digital Files, Part 2: How to Change a File Name (YouTube video) Naming Digital Files, Part 3: What Not to Do When Naming Files (YouTube video) Naming Digital Files, Part 4: Best Practices for File Naming (YouTube video) Managing E-mail as a Public Record for State Agencies of North Carolina 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 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. Sample Electronic Records and Imaging Policy 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. Sample Electronic Records and Imaging Policy, Part 1: Sections 1-5 (YouTube Video) Sample Electronic Records and Imaging Policy, Part 2: Sections 6-10 (YouTube Video) Social Media Usage in North Carolina State Government 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. Microfilming Minutes 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. Microfilming Minutes: Part 1 (YouTube Video) Microfilming Minutes: Part 2 (YouTube video)
