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HomeMy WebLinkAboutS AMS - Signatures pages for Orange County Retention and Disposition Schedules County Management Records Retention and Disposition Schedule The records retention and disposition schedule and retention periods governing the records series listed herein are hereby approved. In accordance with the provision of Chapters 121 and 132 of the General Statutes of North Carolina,it is agreed that the records do not and will not have further use or value for official business,research, or reference purposes after the respective retention periods specified herein and are authorized to be destroyed or otherwise disposed of by the agency or official having custody of them without further reference to or approval of either party to this agreement. The local government agency agrees to comply with 07 NCAC 04M.0510 when deciding on a method of destruction. Confidential records will be destroyed In such a manner that the records cannot be practicably read or reconstructed. however, records subject to audit or those legally required for ongoing official proceedings must be retained until released from such audits or official proceedings, notwithstanding the instructions of this schedule. Public records,Including electronic records,not listed in this schedule are not authorized to be destroyed. This local government agency and the Department of Cultural Resources agree that certain records series possess only brief administrative,fiscal,legal,research,and reference value. These records series have been designated by retention periods which allow these records to be destroyed when "administrative value ends." The local government agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition Instruction "destroy when administrative value ends." If a county does not establish internal policies and retention periods,the county Is not complying with the provisions of this retention schedule and Is not authorized by the Department of Cultural Resources to destroy the records with the disposition Instruction "destroy when administrative value ends." The local government agency and the Department of Cultural Resources concur that the long-term and/or permanent preservation of electronic records require additional commitment and active management by the agency. The agency agrees to comply with all policies,standards,and best practices published by the Department of Cultural Resources regarding the creation and management of electronic records. It is further agreed that these records may not be destroyed prior to the time periods stated; however, for sufficient reason they may be retained for longer periods. This schedule is to remain in effect from the date of approval until It Is reviewed and updated. APPROVAL RECOMMENDED Z/Z7� WV` V k�2�-k Chief Administrative Officer/ Sarah E.Koonts,Director County Manager Division of Archives and Records APPROVED 4FP , Chairman,Bd.County Commissioners Susan W. Kluttz,Secretary Department of Cultural Resources County: V T-04 l April 15,2013 County Management Records Retention Schedule Amendment Amending the County Management Records Retention and Disposition Schedule published April 15,2013. STANDARD 11.PERSONNEL RECORDS Amending item 19 Employee Eligibility Records as shown on substitute page 76. APPROVAL RECOMMENDED Chfef Administrative Officer/ Sarah E. Koonts, Director County Manager Division of Archives and Records APPROVED 4L, W. (/4zw", Chairman Susan W. Kluttz,Secretary Board of County Commissioners Department of Cultural Resources November 7,2014 O r County i Tax Administration Records Retention and Disposition Schedule The records retention and disposition schedule and retention periods governing the records series listed herein are hereby approved. In accordance with the provlslon of Chapters 121 and 132 of the General Statutes of North Carolina,It is agreed that the records do not and will not have further use or value for official business,research, or reference purposes after the respective retention periods specified herein and are authorized to be destroyed or otherwise disposed of by the agency or official having custody of them without further reference to or approval of either party to this agreement. The local government agency agrees to comply with 07 NCAC 04M.0510 when deciding on a method of destruction. Confidential records will be destroyed in such a manner that the records cannot be practicably read or reconstructed. However, records subject to audit or those legally required for ongoing official proceedings must be retained until released from such audits or official proceedings, notwithstanding the instructions of this schedule. Public records, including electronic records,not listed in this schedule are not authorized to be destroyed i This local government agency and the Department of Cultural Resources agree that certain records series possess only brief administrative,fiscal,legal,research,and reference value. These records series have been designated by retention periods which allow these records to be destroyed when "administrative value ends." The local government agency hereby agrees that It will establish and enforce Internal policies setting minimum retention periods for the records that Cultural Resources has scheduled with the disposition Instruction "destroy when administrative value ends." If a municipality does not establish Internal policies and retention periods, the municipality is not complying with the provisions of this retention schedule and Is not authorized by the I Department of Cultural Resources to destroy the records with the disposition Instruction "destroy when i administrative value ends." The local government agency and the Department of Cultural Resources concur that the long-term and/or permanent preservation of electronic records require additional commitment and active management by the agency. The agency agrees to comply with all policies,standards,and best practices published by the Department of Cultural Resources regarding the creation and management of electronic records. It Is further agreed that these records may not be destroyed prior to the time periods stated; however, for sufficient reason they may be retained for longer periods. This schedule Is to remain in effect from the date of approval until it Is reviewed and updated. APPROVAL RECOMMENDED � 440-nn— 4��a4—s Tax Assessor/Collector Sarah E.Koonts,Director Division of Archives and Records APPROVED Chairman, 9d,County Commissioners Susan W.Kluttz,Secretary Department of Cultural Resources County; Orange April 17,2013 i I i i I i Tax Administration Records Retention Schedule Amendment Amending the Tax Administration Records Retention and Disposition Schedule published April 17,2013. � i I i STANDARD S.PERSONNEL RECORDS I` Amending item 19 Employee Eligibility Records as shown on substitute page 36. APPROVAL RECOMMENDED i Tax Assessor/Collector Sarah E. Koonts, Director Division of Archives and Records APPROVED i Chairman Susan W. Kluttz,Secretary Board of County Commissioners Department of Cultural Resources i i I f II November 7,2014 Dc County i i i i i PUBLIC LIBRARY Records Retention and Disposition Schedule The records retention and disposition schedule and retention governing the records series listed herein are hereby approved. In accordance with the provision of Chapters 121 and 132 of the GenenjlSlwizles of Norlb Carolina,it is agreed that the records do not and will not have further use or value for official business, research, or reference purposes after the respective retention periods specified herein and are authorized to be destroyed or otherwise disposed of by the agency or official having custody of them without further reference to or approval of either party to this agreement. However, records subject to audit or those legally required for ongoing official proceedings must be retained until released from such audits or official proceedings, notwithstanding the instructions of this schedule. This local government agency and the Department of Cultural Resources agree that certain records series have minimal administrative, reference, or historical value. When the custodian of anv official public records certifies to the Department of Cultural Resources that such records have no further use or value for official and administrative purposes and when the Department certifies that such records appear to have no further use or value for research or reference, then such records may be destroyed or otherwise disposed of by the agency having custody of them. This local government agency agrees to establish and enforce internal policies that will specify how long those records must be retained, and when they must be destroyed. I It is further agreed that these records may not be destroyed prior to the time periods stated; however, for sufficient reason they may be retained for longer periods. 'flits schedule is to remain in effect from the date of approval until it is reviewed and updated. APPROVAL RECOMMENDED 141 �ibrary Director David Brook,Director Division of I listorical Resources APPROVED e-) ��.,�:e-�.- Chairman,,�L- ` o , es an A. Carlisle.,Secretary Department of Cultural Resources Countv/Municipqfirv/Region: 0mraf—, J October 12,2009 Public Libraries Records Retention Schedule Amendment I Amending the Public Libraries Records Retention and Disposition Schedule published October 12,2009. STANDARD 5. PERSONNEL RECORDS Amending item 19 Employee Eligibility Records as shown on substitute page 40. APPROVAL RECOMMENDED Library Director Sarah E.Koonts,Director Division of Archives and Records APPROVED lad— Chairman, tib--Y pfffr-p9t"s Susan W. Kluttz, Secretary' OD Department of Cultural Resources November 7,2014 OmnQc, County/Mocipality/Region PUBLIC TRANSPORTATION SYSTEMS AND AUTHORITIES RECORDS RETENTION AND DISPOSITION SCHEDULE The records retention and disposition schedule and retention periods governing the records series listed herein are hereby approved. In accordance with the provision of Chapter 121 and 132 of the General Statutes of North Carolina,it is agreed that the records do not and will not have further use or value for official business, research, or reference purposes after the respective retention periods specified herein and are authorized to be destroyed or otherwise disposed of by the agency or official having custody of them without further reference to or approval of either party to this agreement. It is further agreed that these records may not be destroyed prior to the time periods stated; however, for sufficient reason they may be retained for longer periods. This schedule is to remain in effect from the date of approval until it is reviewed and updated. APPROVAL RECOMMENDED Agenc trector, David Brook,Director Division of Historical Resources APPROVED Chairman,Agency Governing Board Usbeth C.Evans,Secretary Department of Cultural Resources April 1,2006 6 W&- W G Transportation System/Authority Name I i i Public Transportation Systems and Authorities i Records Retention Schedule Amendment Amending the Public Transportation Systems and Authorities Records Retention and Disposition Schedule published April 1,2006. l i STANDARD S.PERSONNEL RECORDS Amending item 21 Employee Eligibility Records as shown on substitute page 40. i APPROVAL RECOMMENDED Cc f Agency ctor,CEO Sarah E. Koonts,Director Division of Archives and Records APPROVED Yb. i Chairman,Agency Governing Board Susan W.Kluttz,Secretary Department of Cultural Resources 1 i November 7,2014 Transportation System/Authority Name - i • i I i