Records Retention and Disposition Schedule - 12-15-2015

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ABOUT THIS PUBLIC RECORDS SCHEDULE This records schedule identifies and provides retention and disposition instructions for many records that are produced and maintained by County Veterans Services offices. These records are defined under Chapter 132 of the General Statutes of North Carolina as"public records." Chapter 121-5 mandates that these public records may be disposed of only in accordance with an official records retention schedule. Such schedules are written by the North Carolina Department of Cultural Resources in cooperation with the agency or governing body and include the official approval of these bodies, as required by law,for records disposition actions. INTERNET ACCESS TO PUBLIC RECORDS INFORMATION. The Government Records Branch offers valuable information on the Internet at its Web site,which may be accessed at the following address: http://www.ah.dcr.state.nc.us/sections/archives/rec/default.htm Local government agencies are encouraged to reference the site and its links to other data. The Web site offers much of the introductory information and many of the forms contained in this schedule,the full texts of G.S. §121 and§132,and contact information for the Government Records Branch. WHAT THE SCHEDULE IS. This schedule contains a listing and brief description of the records maintained by county veterans services offices and identifies the minimum period of time each record series shall be retained. Copies of this schedule can be obtained either by contacting the Government Records Branch or from our Web site listed above. Records normally should be disposed of at the end of the stated retention period. In effect,the schedule provides a comprehensive records disposition plan which,when followed,ensures compliance with G.S. §121 and§132. All provisions of this schedule remain in effect until the schedule is officially amended or superseded. Errors and omissions do not invalidate this schedule as a whole or render it obsolete. As long as the schedule remains in effect, destruction or disposal of records in accordance with its provisions shall be deemed to meet the provisions of G.S. §121- 5(b) and be evidence of compliance of state law. In the event that a legal requirement,statute,local ordinance,or federal program requires that a record be kept longer than specified in this schedule,the longer retention period shall be applied. All questions concerning the legal requirements for retaining a record should be referred to the governing board's legal counsel or State Attorney General's Office. PUBLIC RECORDS DEFINED. G.S. §132-1 states: "Public record"or"public records"shall mean all documents,papers,letters,maps,books, photographs,films,sound recordings,magnetic or other tapes,electronic data-processing records, artifacts,or other documentary material,regardless of physical form or characteristics,made or received pursuant to law or ordinance in connection with the transaction or public business by any agency of North Carolina government or its subdivisions. Agency of North Carolina government or its subdivisions shall mean and include every public office,public officer or official(State or local, elected or appointed),institution,board,commission,bureau,council,department,authority or other unit of government of the state or of any county,unit,special district or other political subdivision of government. NOT ALL PUBLIC RECORDS ARE OPEN TO THE PUBLIC. Public records belong to the people. However, not all official public records are open to the public. Many records are protected from general access or casual reference by federal or state laws,or by legal precedent and can be seen only by court order. Therefore,even though G.S. §132-6 and§132-9 provide for public access to most records,certain records should be considered confidential in order to protect the privacy rights of agency personnel and the public. It is the responsibility of each records custodian to be familiar with G.S. §153A-98,agency policy,and all other pertinent state and federal legislation and regulations in order to ensure the proper protection of restricted information. If in doubt,consult the Division of Historical Resources or your board's attorney. NOT ALL OFFICIAL RECORDS ARE PUBLIC RECORDS. Certain provisions in the General Statutes remove specific records from the category of"public records"as defined by G.S. §132-1. It is important to note that the only records which are not public records,are those individually described in law. Certain records series on this records retention and disposition schedule are excluded from the definition of ii