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to your county. We will work with you to amend this records schedule so that you may destroy records
<br /> 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,
<br /> photographs,films,sound recordings, magnetic or other tapes,electronic data-processing records,
<br /> artifacts,or other documentary material, regardless of physical form or characteristics, made or
<br /> received pursuant to law or ordinance in connection with the transaction of public business by any
<br /> agency of North Carolina government or its subdivisions.Agency of North Carolina government or its
<br /> subdivisions shall mean and include every public office, public officer or official (State or local,elected
<br /> or appointed), institution, board,commission, bureau,council,department,authority or other unit of
<br /> government of the State or of any county, unit,special district or other political subdivision of
<br /> 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
<br /> and examined at reasonable times and under reasonable supervision by any person,and shall,as
<br /> promptly as possible,furnish copies thereof upon payment of any fees as may be prescribed by law.
<br /> ... No person requesting to inspect and examine public records,or to obtain copies thereof,shall be
<br /> required to disclose 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.
<br /> §132-6 and the definition of public records in G.S. §132-1 are found throughout the General Statutes. You
<br /> must be able to cite a specific provision in the General Statutes or federal law when you restrict or deny
<br /> access to a particular record.
<br /> 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
<br /> law 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
<br /> have a preservation duplicate,which is either a paper or microfilm copy.
<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
<br /> government or its citizens. Call the Records Management Analyst assigned to your county for further
<br /> 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,
<br /> including drafts and email,are public records. Even if your records aren't the official or final version,your
<br /> records are public records. Not all records have high historical, legal,or fiscal value, but they all must be
<br /> destroyed in accordance with the provisions of the appropriate records schedule.
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