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HomeMy WebLinkAboutRES-2021-052-Adopting records retention and disposition schedules 1XIA ) we., RES -2021 -052 ORANGE COUNTY BOARD OF COMMISSIONERS RESOLUTION ADOPTING RECORDS RETENTION AND DISPOSITION SCHEDULES WHEREAS , Orange County recognizes that the long -term and /or permanent preservation of records requires institutional commitment and active management ; and WHEREAS , Orange County departments manage and protect both active and inactive records , and determine how long information , data , and records must be retained based on applicable approved records retention schedules and North Carolina statutes and guidelines ; and WHEREAS , Orange County complies with all policies , standards , and best practices published by the NC Department of Natural and Cultural Resources regarding the creation and management of records ; and WHEREAS , certain record series possess only brief administrative , fiscal , legal , research , and reference value , such that administrative efficiency is served by establishing and enforcing internal policies setting minimum retention periods for these records in accordance with NC Department of Natural and Cultural Resources schedules ; and WHEREAS , Orange County is requested by the NC Department of Natural and Cultural Resources to sign a statement of approval of all relevant published Records Retention and Disposition Schedules ; and WHEREAS , Orange County shall comply with the provisions of Chapter 121 and 132 of the General Statutes of North Carolina , and with 07 NCAC 04M . 0510 when deciding on the method of record destruction when records do not and will not have further use or value for official business , research , or reference purposes after the respective retention periods specified ; and WHEREAS , Orange County retains records subject to audit or those legally required for ongoing official proceedings must be retained until released from such audits or official proceedings , including electronic records , not listed in the relevant Records Retention and Disposition Schedules . WHEREAS , Orange County desires to enter a Resolution confirming its commitment to records management and incorporating all relevant Retention and Disposition schedules published by the North Carolina Department of Natural and Cultural Resources . NOW, THEREFORE , BE IT ORDAINED AND RESOLVED by the Orange County Board of Commissioners that : 1 . It is the continued policy of Orange County to retain records in accordance with all relevant retention and disposition schedules published by the NC Department of Natural and Cultural Resources . 2 . It is the continued policy of Orange County to enforce applicable State and local laws relevant within its jurisdiction . 3 . Orange County shall coordinate with the NC Department of Natural and Cultural Resources to ensure the continued implementation of these schedules through the Orange County records management program and departmental procedures . 4 . Following review by the CountyAttorney ' s office , the County Manager is authorized to sign the 2019 General Records Schedule for Local Government Agencies , any future updates or amendments to this Schedule , and any department-specific or program - related records retention and disposition schedules . 5 . Subsequent amendments of the retention schedules from the NC Department of Natural and Cultural Resources are subject to this resolution without adoption of a new resolution by Orange County Board of Commissioners . 6 . The County Attorney' s Office , in coordination with the designated county records management coordinator , will review published retention schedules at least every three years and if needed , will present an updated consolidated signature page to the County Manager . Adopted this the day of , 2021 . Chair Orange County Board of Commissioners I , Laura Jensen , Clerk to the Board of Commissioners for the County of Orange , North Carolina , do hereby certify that the foregoing is a true and correct copy of so much of t e proceed ° gs of said Board for said County at a regular meeting held on the day of 2021 as it relates to the adoption of the foregoing Resolution and th t said proceedings are recorded in the minutes of said Board for said County . t� ITNESS my hand and official seal of said County this p2. day of 2021 . [ SEAL] _; Clerk to the Board i r n,T r; wr c q a [ L C -'` h � *kff f v i Ike ut� P ?