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Q. Do I have to make copies of drafts available to the public that haven't <br />been approved? <br />A. Yes, even if a report, permit, or other record has not been finalized. Any record that is not confidential by law <br />must be copied when a request is received, whether it is "finished" or not. <br />Q. What do I do with permanent records? <br />A. Permanent records should be maintained in the office that created the records, forever. They must also have a <br />preservation duplicate, which is either a paper or microfilm copy. The State Archives will store the silver halide <br />(original) copy of your microfilm, as long as it has been properly processed. <br />Q. what is historical value? <br />A. Historical records document significant events, actions, decisions, conditions, relationships, and similar <br />developments. These records have administrative, legal, fiscal, or evidential importance for the government or <br />its citizens. Call the analyst assigned to your county for further assistance. <br />Q. I don't have any records. <br />A. Nearly every position in goverment generates, receives, or uses records. Computer files of any kind, including <br />drafts and email, are public records. Even if your records aren't the official or final version, your records are <br />public records. Not all records have high historical, legal, or fiscal value, but they all must be destroyed in <br />accordance with the provisions of the appropriate records schedule. <br />Q. Can I store our unused records in the basement (attic, outdoor shed)? <br />A. Public records are public property. While we encourage offices to find places to store records that do not take <br />up too much valuable office space, the selected space should be dry, secured, and free from pests and mold. <br />Your office must ensure that records stored away from your main office area are well protected from natural <br />and man-made problems, while remaining readily available to your staff and the public. <br />Q. Our old records are stored in the attic, basement or off-site building, <br />etc. Do we have to let anyone who asks see them? <br />A. Yes, as long as the records are not confidential by law. You should also be aware that confidentiality can <br />expire. <br />Q. Aren't all of our old records at the State Archives? <br />A. Probably not. The State Archives collects only very specific types of records from county offices. You are <br />certainly welcome to contact the analyst assigned to your county for more information about appraisal and <br />accessioning. <br />Q. I have found some really old records. What should I do with them? <br />A. Call the analyst assigned to your county. We will help you examine the records and assess their historical value. <br />Q. Can I give my old records to the historical society or public library? <br />A. Before you offer any record to a historical society, public library, or any other entity, you must contact the <br />Records Management Analyst assigned to your county. Permanent records must be kept either in your offices <br />or at the State Archives. <br />Q. Who can I call with questions? <br />A. If you are located west of about Statesville, call our Western Office in Asheville at (828) 2746789. East of <br />Statesville, all the way to the coast, call our Raleigh office at (919) 807-7350. <br />iv <br />