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<br />ORANGE COUNTY <br />BOARD OF COMMISSIONERS <br />ACTION AGENDA ITEM ABSTRACT <br /> Meeting Date: June 5, 2018 <br /> Action Agenda <br /> Item No. 8-e <br /> <br />SUBJECT: 2018 Amendment to Orange County Records Retention and Disposition <br />Schedule, Standard 11: Personnel Records, Item 25: Employee Performance <br />Review File <br /> <br />DEPARTMENT: Human Resources <br /> <br /> <br />ATTACHMENT(S): <br />Email from Mark Holland, Supervisor, <br />Records Analysis Unit, NC Department <br />of Natural and Cultural Resources <br />(NCDNCR) <br />Current Standard 11, Personnel Records, <br />Item 25 <br />Proposed Standard 11, Personnel <br />Records Item 25 <br /> <br />INFORMATION CONTACT: <br />Brenda Bartholomew, Human Resources <br />Director, 919-245-2552 <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br />PURPOSE: To approve an amendment to the Personnel Records Retention and Disposition <br />Schedule dated April 15, 2013, and approved by the Board of County Commissioners on <br />December 15, 2015, amending the County Management Records Retention and Disposition <br />Schedule, Item 25, Employee Performance Review File, Agency Policy, to reflect “Agency <br />Policy: Destroy in office after 3 years.” <br /> <br />BACKGROUND: Due to lack of storage for Human Resources Department records, the <br />Department is being asked to downsize records that are not permanent records and records <br />with historical and/or administrative value. <br /> <br />According to the NCDNCR, the performance review files for employees do not need to be kept <br />in paper form along with the main personnel file for its 30-year retention period, and a three-year <br />retention period is adequate. Keeping performance review files for three years rather than 30 <br />years will reduce the size of employee personnel files tremendously and will reduce the amount <br />of space needed to retain the main personnel file for its 30-year retention period. Although not <br />retained in paper form, the performance review files will continue to be kept electronically. <br /> <br />FINANCIAL IMPACT: There is no financial impact associated with this item. <br /> <br />SOCIAL JUSTICE IMPACT: There is no Orange County Social Justice Goal impact associated <br />with this item. <br /> <br />RECOMMENDATION(S): The Manager recommends that the Board approve an amendment to <br />the Personnel Records Retention and Disposition Schedule dated April 15, 2013, and approved <br />by the Board of County Commissioners on December 15, 2015, amending the County <br />Management Records Retention and Disposition Schedule, Item 25, Employee Performance <br />Review File, Agency Policy, to reflect “Agency Policy: Destroy in office after 3 years.” <br />1