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MANAGING PUBLIC RECORDS IN NORTH CAROLINA <br /> Q. What is this "records retention and disposition schedule"? <br /> A. This document is a tool for the employees of public libraries across the state to use when managing the records <br /> in their offices. It lists records commonly found in public library offices,and gives an assessment of their value <br /> by indicating when(and if)those records should be destroyed. This schedule is also an agreement between <br /> your public library and the Department of Cultural Resources. <br /> This schedule serves as the inventory and schedule that the Department of Cultural Resources is directed by <br /> G.S. §121-5 (c) and G.S. §132-8 to provide. It supersedes all previous editions,including all amendments. <br /> Q. How do I get it approved? <br /> A. This schedule must be approved by the governing board of the library for use in your agency. That approval <br /> should be made in a regular meeting and recorded as an action in the minutes. It may be done as part of the <br /> consent agenda,by resolution,or other action. <br /> Q. Do I have to have all of the records listed on this schedule? <br /> A. No. This is not a list of records you must have in your office. <br /> Q. Do the standards correspond to the organizational structure of my <br /> library? <br /> A. Standards are grouped together to make it easier for users to find records. You may find that the records are <br /> grouped according to the organizational structure of your library,or you may find that records are located in <br /> various standards depending on the content of the record. The intent of the schedule is to provide an easy <br /> reference guide for the records created in your library. <br /> Q. I can't find some of my records on this schedule. <br /> A. Call the Records Management Analyst assigned to your county. We will work with you to amend this records <br /> schedule so that you may destroy records appropriately. <br /> Q. What are public records? <br /> A. The General Statutes of North Carolina,Chapter§132,provides this definition of public records: <br /> "Public record"or"public records" shall mean all documents,papers,letters,maps,books,photographs, <br /> films,sound recordings,magnetic or other tapes,electronic data-processing records,artifacts,or other <br /> documentary material,regardless of physical form or characteristics,made or received pursuant to law or <br /> ordinance in connection with the transaction of public business by any agency of North Carolina <br /> government or its subdivisions.Agency of North Carolina government or its subdivisions shall mean and <br /> include every public office,public officer or official(State or local,elected or appointed),institution, <br /> board,commission,bureau,council,department,authority or other unit of government of the State or of <br /> any county,unit,special district or other political subdivision of government. <br /> Q. Can anyone see my records? <br /> A. Yes,except as restricted by specific provisions in state or federal law. G.S. §132-6 instructs: <br /> "Every custodian of public records shall permit any record in the custodian's custody to be inspected and <br /> examined at reasonable times and under reasonable supervision by any person,and shall,as promptly as <br /> possible,furnish copies thereof upon payment of any fees as may be prescribed by law. ... No person <br /> requesting to inspect and examine public records,or to obtain copies thereof,shall be required to disclose <br /> the purpose or motive for the request." <br /> Q. What about my confidential records? <br /> A. Not all government records are open to public inspection. Exceptions to the access requirements in G.S.§132- <br /> 6 and the definition of public records in G.S.§132-1 are found throughout the General Statutes. You must be <br /> able to cite a specific provision in the General Statutes or federal law when you restrict or deny access to a <br /> particular record. <br /> iii <br />