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Policy <br />803 <br />Orange County Sheriff's Office <br />Policy Manual <br />Copyright Lexipol, LLC 2018/02/14, All Rights Reserved. <br />Published with permission by Orange County Sheriff's Office ***DRAFT***Records Maintenance and Release - 1 <br />Records Maintenance and Release <br />803.1 PURPOSE AND SCOPE <br />This Policy provides guidance on the maintenance and release of Office records. Protected <br />information is separately covered in the Protected Information Policy (Policy 804). <br />803.2 POLICY <br />The Orange County Sheriff's Office is committed to providing public access to records in a manner <br />that is consistent with public records laws (N.C.G.S. § 132-1 et seq.). <br />803.3 CUSTODIAN OF RECORDS <br />The Sheriff may designate a Custodian of Records. The responsibilities of the Custodian of <br />Records, in consultation with the Legal Advisor, include, but are not limited to (N.C.G.S. § 132-2): <br />(a)Managing the records management system for the Office, including the retention, <br />archiving, release, and destruction of Office public records. <br />(b)Maintaining and updating the Office records retention schedule, including: <br />1.Identifying the minimum length of time the Office must keep records. <br />2.Identifying the Office division responsible for the original record. <br />3.Identifying proper times and procedures for destruction of records (N.C.G.S. § <br />121-5). <br />(c)Establishing rules regarding the inspection and copying of Office public records as <br />reasonably necessary for the protection of such records, including (N.C.G.S. § 132-6). <br />1.Determining how the Office's website may be used to post public records in <br />accordance with N.C.G.S. § 132-6. <br />(d)Identifying records or portions of records that are confidential under State or federal <br />law and not open for inspection or copying. <br />(e)Establishing rules regarding the processing of subpoenas for the production of <br />records. <br />(f)Ensuring a current schedule of fees for public records as allowed by law (N.C.G.S. <br />§ 132-1(b)). <br />(g)Establishing rules for the redaction of confidential contents from public records <br />(N.C.G.S. § 132-1.4(j); N.C.G.S. § 132-6(c)). <br />(h)Establishing rules for permitting another public agency to inspect, examine, or copy <br />records (N.C.G.S. § 132-1.4(f)). <br />(i)Establishing rules for the proper maintenance, safety, and security of records <br />(N.C.G.S. § 132-7). <br />6