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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 government 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. May 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 and municipal <br /> offices. You are certainly welcome to contact the analyst assigned to your county for more information about <br /> appraisal and 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. Whom can I call with questions? <br /> A. If you are located west of about Statesville,call our Western Office in Asheville at(828) 274-6789. East of <br /> Statesville,all the way to the coast,call our Raleigh office at(919) 807-7350. <br /> iv <br />