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Agenda - 09-02-2021; 8-e - Resolution Confirming Orange County’s Agreement to Adopt the General Records Retention and Disposition Schedule for Local Government Agencies
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Agenda - 09-02-2021; 8-e - Resolution Confirming Orange County’s Agreement to Adopt the General Records Retention and Disposition Schedule for Local Government Agencies
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8/26/2021 2:33:15 PM
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9/2/2021
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Business
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Agenda
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8-e
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Agenda for September 2, 2021 Board Meeting
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2 <br /> approval, Orange County department records were covered under ten different schedules <br /> (County Management, County Board of Elections, Local Health Departments, Public <br /> Libraries, Public Transportation Systems, County Register of Deeds, County Sheriff, County <br /> Social Service Agencies, County Tax Administration, and County Veterans Services). <br /> At that time, NCDNCR retention schedules were amended when legal changes necessitated <br /> only a few records series be updated, but full schedule updates were postponed until <br /> recommended changes reach a critical mass. This approach presented numerous <br /> challenges for counties and departments for numerous reasons: <br /> • Counties that have a centralized records management program could not effectively <br /> create uniform retention policies that apply to all departments. <br /> • Employees who perform the same work in multiple agencies had to keep track of <br /> multiple retention schedules for their day-to-day records. <br /> • Agencies with a large quantity of unique, program-specific records had to wait longer <br /> to receive updates for their general office records because their program schedules <br /> took longer to update. <br /> • Certain county programs like Animal Control and GIS had different retention periods <br /> for their records depending on where the county located them administratively. <br /> To mitigate these challenges, NCDNCR transitioned the process IN 2019 for updating local <br /> records retention schedules to a new model: General Schedules and Program Record <br /> Schedules. Under the General Schedule model which was published in 2019, many record <br /> types that are common to all government agencies (Administration and Management, <br /> Budget, Fiscal, and Payroll, Geographic Information System (GIS), Information Technology, <br /> Legal, Personnel, Public Relations, and Risk Management records) were consolidated into <br /> one schedule, and will be updated on an annual basis going forward. <br /> Program Record Schedules, which include those records that are unique to County <br /> departments and services, will be developed over the next several years and updated on a <br /> rotating schedule. <br /> NCDNCR requires that the General Schedule be approved by the governing board in a <br /> regular open meeting. The signature page to the Schedule should then be signed by the <br /> Clerk, Manager, and the head of the governing body. <br /> FINANCIAL IMPACT: There is no financial impact associated with this item. <br /> SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goal is applicable <br /> to this item: <br /> • GOAL: ENABLE FULL CIVIC PARTICIPATION <br /> The approval of the General Schedule will ensure continued transparency in County <br /> government operations and consistent access to public records; both of which will <br /> positively affect the above Goal. <br /> ENVIRONMENTAL IMPACT: There is no Orange County Environmental Responsibility <br /> Goal impact associated with this item. <br />
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