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~. .Do I have to xna.ke copes of drafts avaY~ab~Ie to the pub.l.tc that .haven't <br />been approved? <br />~. Yes, even if a report, pemait, ox other xecoxd has nvt been fxn,alized. Any xecoxd that is not conf dential. by law <br />must be copied when a request is received, whether it is "finished" ox not. <br />Q. What do I do witb permanent records? <br />~. Permanent xecoxds should be xn.aintained in the office that created the records, forever. They must also have a <br />preservation duplicate, which is either a paper ax microfilm copy. The State Archives urill store the silver halide <br />~oxiginal} copy of your micraf.m, as long as it has been properly processed. <br />~. R~hat xs hxstar~ca~ value? <br />.~.. Historical records document significant events, actions, decisions, conditions, xelad.onships, and similar <br />developments. These records have administrative, legal, fiscal, or evidential importance for the government ox <br />its citizens. Call the analyst assigned to your county fox farther assistance. <br />~. I don't have any records. <br />.~. Nearly every position in government generates, receives, ox uses xecoxds. Computer f les of any kind, including <br />drafts and email, axe public xecoxds. Even if your xecoxds aren't the official. ox f nil version, your records are <br />public xecoxds. Not all xecoxds have high historical, legal, or fiscal value, but they a. must be destroyed in <br />accordance with the provisions of the appxopxiate records schedule. <br />Q. Can I store our unused records ~n the basement ~attrc, outdoor shed)? <br />~. Public xecoxds are public property. While we encourage off ces to find places to store xecoxds that do not take <br />up tvo :much valuable office space, the selected space should be dxy, secured, and free from pests and mold. <br />Your office must ensure that records stoxed away fxo~n your main office area are well protected from natural <br />and ~n.an~made problems, while xem~a.g readily available to your staff and the public. <br />Q. C]ur ord records are stated ~n the attic, baserr~ent or off-site bu~Zdxng, <br />etc. ~]o we have to Zet anyone who asks see theme? <br />~. Yes, as long as the xecoxds axe not confidential bylaw. You should also be aware that cvnf dentiality can <br />expire. <br />(~. Aren't a.L~ of our odd records a t the State Archives? <br />A. Probably not. The State .archives collects only very speafic types of xecoxds from county offices. You axe <br />certainly welcome to contact the analyst assigned to your county fox more infarmatian about appraisal and <br />accessioning. <br />Q. I have found some rea.~.~y o.~d records. 'p~"hat should ,~ do with therx~? <br />.~.. Call the analyst assigned to your county. We will help you examine the xecoxds and assess their historical value. <br />Q. fan I gave .any o.~d records to the hxstorxca.I society or pub.~~c ~~brary? <br />~. Before you offer any xecoxd to a historical society, public library, or any other entity, you must contact the <br />Records Management Analyst assigned to your county. Permanent xecoxds must be kept either in your offices <br />or at the State Archives. <br />Q. 'D~.~o can I ca~.~ with questions ~ <br />A. Tf you axe located west of about Statesville, call our Western C~ffce in .~sheville at ~$2$~ 2?4-G7$~. East of <br />Statesville, all the way to the coast, call aux Raleigh office at ~919~ 8D7-735D. <br />N <br />A t <br />