Current through Register Vol. 39, No. 6, September 16, 2024
(a) A custodian of
public records shall initiate the transfer of records to the State Records Center. A
representative of the custodian shall submit to the State Records Center supervisor
a records transfer notice form including agency name, title of records, reference to
schedule, quantity of records, their inclusive dates, and the name and telephone
number of the representative submitting the request. The custodian shall request
from the Division the records transfer notice form.
(b) For transfer of paper and other physical
media:
(1) The State Records Center shall only
accept records packed in State Records Center boxes. Upon request of the
transferring custodian, the Division shall send the agency State Records Center
boxes, labels, paper tape, and instructions on packing and labeling the boxes. The
agency shall pay the Division for the materials and shipping.
(2) The custodian initiating the transfer shall
arrange records in the boxes and label boxes in accordance with instructions. Boxes
that do not comply with instructions shall be returned to the custodian for
correction.
(3) Records that cannot be
identified clearly and completely by the information on the label of the State
Records Center box shall be accompanied by a typewritten index or box list prepared
by the custodian initiating the transfer.
(4) Records transferred from within 10 miles of
Capitol Square, Raleigh, shall be shipped by arrangement with the State Records
Center staff. Records transferred from beyond 10 miles of Capitol Square, Raleigh,
shall be shipped by the custodian concerned and at the custodian's
expense.
(c) For transfer of
electronic public records:
(1) Transfers of
databases shall be accompanied by index information required in
G.S.
132-6.1.
(2) The custodian shall scan records and find them
to be free of viruses. The State Records Center shall not accept any electronic
public records that contain viruses.
(3)
The custodian shall generate a hash algorithm for each file being transferred. The
custodian shall include the hash algorithm as part of the transfer.
(4) The custodian shall include any metadata
generated at the time of file creation and any subsequent metadata created during
the use of the file in the records transfer.
(5) Upon receipt of the transfer of electronic
records, the State Records Center shall verify that the electronic records
transferred were complete and unaltered by reviewing the hash algorithm and using
antivirus software prior to accepting them for storage by the Division of Archives
and Records.
Authority
G.S.
121-4(2);
121-5(d);
132-2;
132-6.1;
143B-62(2)b;
Eff. February 1, 1985;
Amended Eff. June 1, 2014; April 1, 2001; June 1,
1989;
Pursuant to
G.S.
150B-21.3A, rule is necessary without substantive
public interest Eff. July 26, 2015.
