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still cannot locate your records on the schedule, then contact the Records Management Analyst assigned
<br />to your county. We will work with you to amend this records schedule to include records so that you may
<br />destroy them 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. Permanent
<br />records must also 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 />retained or destroyed in accordance with the provisions of the appropriate records schedule.
<br />iv
<br />Attachment number 1
<br />F -9 Page 92
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