HomeMy WebLinkAboutAgenda - 12-15-2015 - 6d - Public Records Retention and Disposition Schedules 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: December 15, 2015
Action Agenda
Item No. 6-d
SUBJECT: Public Records Retention and Disposition Schedules
DEPARTMENT: Asset Management Services PUBLIC HEARING: (YIN) No
ATTACHMENT(S): UNDER SEPARATE INFORMATION CONTACT:
COVER Alan Dorman, 919-245-2627
Records Retention and Disposition John Roberts, 919-245-2318
Schedules (Approximately 450 Pages) Donna Lloyd, 919-245-2127
ONLY AVAILBLE ELECTRONICALLY
AT.
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artmentslasset managemen servic
s LamsLRecor s Retention an
isposi on Schedules Dec
Includes the following schedules at the
link:
1) County Management
2) Public Libraries
3) Tax Administration
4) Public Transportation Systems and
Authorities
5) Veterans Services
PURPOSE: To:
1) approve the records retention and disposition schedules involving County
Management, Public Libraries, Tax Administration, Public Transportation
Systems and Authorities, and Veterans Services; and
2) upon County Attorney review, authorize the Chair to execute the necessary
documents on behalf of the Board.
BACKGROUND: On June 17, 2014 the Space Study Work Group ("SSWG") was charged by
the Board to recommend a County-wide storage and records retention policy. As part of that
process, a Records Management Subgroup was formed within the SSWG consisting of
representatives from several departments to review and ultimately formulate a comprehensive
policy for the County.
The North Carolina Department of Natural and Cultural Resources ("NCDNCR") is directed by
legislation to provide and administer records management services to state and local
2
governments and to public colleges and universities. The NCDNCR fulfills that mandate by
issuing guidance and best practice documents, creating records retention schedules and
providing workshops, online tutorials and other forms of training to state and local officials.
In 2013 the NCDNCR updated the County Management Records Retention and Disposition
schedule. That schedule includes most record types managed by county governments.
The North Carolina General Statutes §§121-5 and §§132-3 provide that the County may only
destroy or dispose of public records with "the consent of the Department of Cultural Resources,
except as provided in G.S.130A-99". This means that to comply with the Statute, the County
must obtain the NCDNCR's permission to destroy any record, regardless of its significance.
NCDNCR requires the Orange County Board of Commissioners to approve records retention
schedules for government functions listed above: County Management, Public Libraries, Tax
Administration, Public Transportation Systems and Authorities, and Veterans Services.
Not all departments have schedules that must be approved by the BOCC, as their schedules
are approved by their state regulatory body. These include the Board of Elections, Department
of Social Services, and the Health Department. Several other departments have already had
their updated schedules approved by the BOCC, including the Sheriff's office in April 2015 and
the Register of Deeds in April 2013.
The Records Retention and Disposition Schedules document (approximately 450 Pages) is
available at:
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s Retention and Dis12 si i n Schedules De c a
FINANCIAL IMPACT: None at this time.
SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goal is applicable to
this agenda item:
• GOAL: ENABLE FULL CIVIC PARTICIPATION
Ensure that Orange County residents are able to engage government through voting
and volunteering by eliminating disparities in participation and barriers to participation.
The approval of the records retention and disposition schedules will ensure continued
transparency in County government operations and access to public records; both of which will
positively affect the above Goal.
RECOMMENDATION(S): The Manager recommends the Board:
1) approve the records retention and disposition schedules involving County Management,
Public Libraries, Tax Administration, Public Transportation Systems and Authorities, and
Veterans Services; and
2) upon County Attorney review, authorize the Chair to execute the necessary documents
on behalf of the Board.