Monthly Archives: December 2011

Holiday Hours and Christmas Cards

Christmas Card: "Old days come back to Memory..." from the James Yadkin Joyner Papers

Christmas Card: "Old days come back to Memory..." from the James Yadkin Joyner Papers

As I mentioned in a previous post, the State Archives will be closed December 24-27, 2011 for the Christmas holiday. The Archives will also be closed December 31-January 2 for the New Years holiday and January 9-11 for Annual Inventory.

Also, just in time for the holidays, Tiffanie and I have just added several Christmas and New Years cards to the Carolina Christmas exhibit, part of the North Carolina Digital Collections. The greeting cards are part of the James Yadkin Joyner Papers (a.k.a. PC.171, MARS Number 680); Joyner was an educator and the Superintendent of Public Instruction from 1902-1919.

A December of Endings and Beginnings

December is a busy time of year for most people, both personally and professionally; not only are there the preparations for all the various celebrations of the season, but there is also the need to wrap up old projects while getting ready to start new ones.  The same is true here in the North Carolina State Archives, where we are marking a few milestones in the history of our region and as an institution.

First, as many of you may know Jesse R. “Dick” Lankford, the North Carolina State Archivist, is retiring at the end of the month. Dick has been with the State Archives since 1972, beginning as an Archivist 1 and processing state agency records. Since then he’s had various jobs with us, including as Iconographics Archivist, and has overseen many of the changes that we’ve undergone in recent years. While we will certainly miss him here, I think we’re all excited for Dick to have a well-deserved opportunity to relax; as many of the speakers at his retirement celebration mentioned today, he has always been one of the hardest working people in the archival profession.

In the theme of historic endings and new beginnings in Raleigh, Jolly’s Jeweler’s is closing this month. For those of you not from the area, the store was first opened by Benjamin Rush Jolly in downtown Raleigh in 1881 and has been in the family ever since, making it something of a fixture in the capital city. So we at the State Archives decided to look through our collections to see what images related to Jolly’s we could find and we’ve add those to the Raleigh collection in the North Carolina Digital Collections for your enjoyment.

In other digital collections news, Tiffanie Mazanek has finished scanning the last of the William H.S. Burgwyn diaries and has added a blog post on our Civil War 150 blog about Christmas as seen through the eyes and pen of a Civil War soldier. In addition, I have just begun adding the WPA Cemetery Survey Records to the NC Family Records Online project (also part of the NC Digital Collections). Currently Rutherford – Yancey County are available online and I’m slowly working towards the “A” counties.

Over on our Flickr account, Kim Cumber has added images from our Black Mountain College collections related to Buckminster Fuller and his geodesic dome.

If you haven’t already seen it from past years, please drop by our Carolina Christmas exhibit to see various Christmas related images and documents from our collections. If you’re planning on visiting us this month, remember that the Search Room will be closed December 24-27, 2011 for Christmas. And, finally, from all of us to all of you, please have a happy and safe holiday.

From left to right: Dr. David Brook, Jesse R. "Dick" Lankford, and Dr. Jeffrey J. Crow at Dick Lankford's retirement party.

From left to right: Dr. David Brook, Jesse R. "Dick" Lankford, and Dr. Jeffrey J. Crow at Dick Lankford's retirement party, Dec. 2011.

State Agency Workshop Schedule 2012

The  schedule for State Agency workshops for January-April 2012 is now available on the Workshops page of the Government Records Branch website. The workshops are available to all state employees interested in learning more about records management (including the Public Records Law and how to create or update an office’s retention schedule), electronic, paper, and subject filing systems, handling email, and handling electronic records.

The workshops available include:

Introduction to Managing Public Records
Answers questions like “What is records management?” and “What is a records retention and disposition schedule?” Dispels notions such as “We don’t have public records.” Provides tools to help when “My boss wants these records out of the hallway.” This presentation covers public access to electronic files; managing, storing, and retrieving electronic records and helping assure their accuracy and reliability; the security of electronic files; and system backups. This workshop will also provide you with an introduction to the public records law in North Carolina and teach you how a schedule is developed. Includes discussion and tour of the State Records Center, its services and facility.

From Filing Cabinet to Desktop PC: Organizing Your Paper and Electronic Files
For the vast majority of offices, maintaining records is still a daily factor in office work. This workshop provides concrete examples of how to organize and maintain active paper and electronic files in an efficient, easy-to-use system, designed for personnel who desire something better than a strictly alphabetical filing system, or who are challenged with organizing e-mail or electronic documents.

The Digital Divide Also Multiplies: Managing E-mail
Increasingly, government employees utilize e-mail to conduct government business, to communicate ideas, and to obtain information. While it can increase office productivity, e-mail can also be a burden as the amount of e-mail multiplies. This workshop offers tips and tricks to help you identify and manage your e-mail records in accordance with the Public Records Law.

Managing Electronic Records: Recognizing Perils and Avoiding Pitfalls
More and more government employees use computers as they conduct their daily business. While computers are invaluable tools that store large amounts of data that can be easily searched, depending solely upon electronic records can be dangerous. In this workshop you will learn some of the problems associated with electronic records and you will receive advice on how to protect those records.

Scanning Public Records: Laying the Groundwork
Many state agencies are considering scanning as an option to reduce storage costs and to “go paperless.” This introductory workshop provides the guidance you will need to get started, while ensuring you are in compliance with public records laws. Topics covered include legal issues relating to scanned images and creating trustworthy records, and technical aspects of digital imaging. This presentation will also provide you with questions to consider, including “Is scanning the right option for my office?”, “What is the difference between a JPEG and a TIFF, high-resolution and low-resolution, and grayscale and 16-bit color?”, and “Should I scan in-house or outsource?”

For more information, state employees should consult the Workshops page.