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117 <br /> designate clearly what position or office is required to maintain an official record for the duration of its <br /> designated retention period. <br /> Transitory Records <br /> Transitory records are defined as "record[s]that [have] little or no documentary or evidential value and that need <br /> not be set aside for future use."' <br /> North Carolina has a broad definition of public records. However, the Department of Natural and Cultural <br /> Resources recognizes that some records may have little or no long-term documentary or evidential value to the <br /> creating agency. These records are often called transitory records. They may be disposed of according to the <br /> guidance below. However, all public employees should be familiar with their appropriate retention schedule and <br /> any other applicable guidelines for their office. If there is a required retention period for these records, that <br /> requirement must be followed. When in doubt about whether a record is transitory or whether it has special <br /> significance or importance, retain the record in question and seek guidance from a DNCR records analyst. <br /> Routing slips and transmittal sheets adding no information to that contained in the transmitted material have <br /> minimal value after the material has been successfully transmitted. These records may be destroyed or otherwise <br /> disposed of after receipt of the material has been confirmed. Similarly, "while you were out" slips, memory aids, <br /> and other records requesting follow-up actions(including voicemails and calendar invites) have minimal value once <br /> the official action these records are supporting has been completed and documented. These records may be <br /> destroyed or otherwise disposed of once the action has been resolved. <br /> Drafts and working papers, including notes and calculations, are materials gathered or created to assist in the <br /> creation of another record. All drafts and Working papers are public records subject to all provisions of Chapter <br /> 132 of the General Statutes, but many of them have minimal value after the final version of the record has been <br /> approved, and may be destroyed after final approval, if they are no longer necessary to support the analysis or <br /> conclusions of the official record. Drafts and working documents that may be destroyed after final approval <br /> include: <br /> • Drafts and working papers for internal and external policies <br /> • Drafts and working papers for internal administrative reports, such as daily and monthly <br /> activity reports; <br /> • Drafts and working papers for internal, non-policy-level documents, such as informal workflows and <br /> manuals;and <br /> • Drafts and working papers for presentations,workshops,and other explanations of agency policy that is <br /> already formally documented. <br /> Forms used solely to create, update, or modify records in an electronic medium may be destroyed in office after <br /> completion of data entry and after all verification and quality control procedures, so long as these records are not <br /> required for audit or legal purposes. However, if the forms contain any analog components that are necessary to <br /> validate the information contained on them (e.g., a signature or notary's seal),they must be retained according to <br /> the disposition instructions for the records series encompassing the forms'function. <br /> z Ibid. <br /> 2021 General Records Schedule: Local Government Agencies iii <br />