Agenda - 12-15-2015 - 6d - Public Records Retention and Disposition Schedules

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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: s// a ran_ c un �nca_ v/ art /asp 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.