Orange County NC Website
Browse       Search
Policy on Records Management <br /> I. INTRODUCTION <br /> A. It is the policy of NSMT to have in place a cost effective records management policy <br /> addressing appropriate retention procedures. <br /> B. During the course of its business, NSMT generates and receives a substantial volume of <br /> documents. Certain records must be maintained for given periods of time, as specified in <br /> applicable laws or in contracts. The several purposes of this Records Management Policy are <br /> to: ensure that records are retained for appropriate periods of time; provide that records which <br /> are no longer useful are destroyed; and provide that records to be retained are stored <br /> methodically and economically. This Policy establishes procedures for the systematic review, <br /> retention and/or destruction of NSMT records. <br /> H. OBJECTIVES <br /> A. NSMT will maintain all records for the minimum period required by applicable state or <br /> Federal law or regulation or by contract. <br /> B. NSMT will retain records which may affect the obligations of NSMT for a period of time <br /> which will reasonably ensure the availability of those records when needed. <br /> C. NSMT will develop and maintain records management files adequate to document NSMT's <br /> compliance with all relevant laws. <br /> D. NSMT will destroy records regularly and methodically pursuant to a standard policy so as to <br /> avoid any implication that NSMT deliberately destroyed records in anticipation of a particular <br /> problem. <br /> E. NSMT will maintain a safeguard for all destruction procedures to ensure that the <br /> destruction of relevant records is halted immediately upon receipt of notice of <br /> investigation or legal process. <br /> F. NSMT will identify and safeguard appropriately all vital records. <br /> G. NSMT will ensure that records are secure and private, as appropriate. <br /> H. NSMT will maintain a policy that encompasses records maintained on electronic data <br /> processing media, as well as printed documents. <br /> III. RECORDS REVIEW AND RETENTION <br /> A. Annual Review <br /> NSMT will conduct a file review and purge process on at least an annual basis. This process <br /> consists of identifying and destroying unnecessary duplicate and multiple copies of <br /> documents, including drafts; reviewing and destroying documents which have exceeded <br /> 14 <br />