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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6 2019 Consolidated Local Government Agency Records Retention and Disposition Schedule Approval Orange County, NC The records retention and disposition schedules and retention periods governing the records series listed below are hereby approved. In accordance with the provisions of Chapters 121 and 132 of the General Statutes of North Carolina, it is agreed that the records do not and will not have further use or value for official business, research, or reference purposes after the respective retention periods specified herein and are authorized to be destroyed or otherwise disposed of by the agency or official having custody of them without further reference to or approval of either party to this agreement. Orange County Government agrees to comply with 07 NCAC 04M .0510 when deciding on a method of destruction. Confidential records will be destroyed in such a manner that the records cannot be practicably read or reconstructed. However, records subject to audit or those legally required for ongoing official proceedings must be retained until released from such audits or official proceedings, notwithstanding the instructions of this schedule. Public records, including electronic records, not listed in this schedule are not authorized to be destroyed. Orange County and the NC Department of Natural and Cultural Resources agree that certain records series possess only brief administrative, fiscal, legal, research, and reference value. These records series have been designated by retention periods that allow these records to be destroyed when "reference value ends." Orange County hereby agrees to establish and enforce internal policies setting minimum retention periods for the records that NC Natural and Cultural Resources has scheduled with the disposition instruction "destroy when reference value ends." As such, Orange County is demonstrating compliance with the provisions of the relevant published retention schedules and is authorized by the NC Department of Natural and Cultural Resources to destroy the records with the disposition instruction "destroy when reference value ends." Orange County and the NC Department of Natural and Cultural Resources concur that the long- term and/or permanent preservation of records requires additional commitment and active management by the agency. Orange County agrees to comply with all policies, standards, and best practices published by the NC Department of Natural and Cultural Resources regarding the creation and management of records. It is the responsibility of the NC Department of Natural and Cultural Resources to notify local government agencies of changes to published retention and disposition schedules. At Orange County, the Assistant Deputy Clerk II — Records Management is the point of contact for such notifications, and they will acknowledge receipt of such notifications of schedules or schedule amendments. Notifications may be given by electronic means and is deemed given when receipt is confirmed by return email. It is further agreed that these records may not be destroyed prior to the time periods stated; however, for sufficient reason they may be retained for longer periods. This Signature Page supersedes all previous Orange County signed records retention schedules and is to remain in effect from the date of approval until it is reviewed and updated. The County Attorney's Office, in coordination with the designated county records management coordinator, will review published retention schedules at least every three years and if needed,will present an updated consolidated signature page to the County Manager. Following are the records retention schedules applicable to Orange County, as outlined by the NC Department of Natural and Cultural Resources: