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127 <br /> ii m- NC DEPARTMENT OF <br /> ■■m <br /> 021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES • <br /> ■■ NATURAL AND CULTURAL RESOURCES <br /> 0 mom <br /> STANDARD 1:ADMINISTRATION AND MANAGEMENT RECORDS <br /> ITEM# <br /> RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION <br /> 1.16 CORRESPONDENCE AND MEMORANDA a) Transfer correspondence(including e-mail)with historical <br /> Administrative and management value to History Records(below),after 3 years. <br /> correspondence/memoranda (including e-mail) b) Destroy routine administrative correspondence and <br /> written or received by the office concerning agency memoranda after 1 year. D <br /> authority,operating philosophy,purpose,methods, Q <br /> and any other function. c) Destroy in office remaining records after 3 years. 3 <br /> 2. <br /> Retention Note:The correspondence(including e-mail)of the c' <br /> For information on handling e-mail and text or instant most senior administrator has historical value and should be <br /> messages,see ELECTRONIC RECORDS, page A-11. SEE retained permanently. <br /> O <br /> ALSO: Public Bodies:Correspondence(below)and O <br /> Legal Correspondence(STANDARD 6: LEGAL <br /> RECORDS). CL <br /> 1.17 CUSTOMER CALL CENTER RECORDINGS " Destroy in office after 30 days. <br /> Recordings of calls to customer service centers made <br /> for quality assurance and training purposes. CD <br /> 3 <br /> 1.18 EQUIPMENT AND VEHICLE MAINTENANCE,REPAIR, a) Destroy in office records documenting routine inspections, (D <br /> O <br /> AND INSPECTION RECORDS @ janitorial cleaning,and routine maintenance of equipment <br /> Records concerning the maintenance, repair, routine and vehicles after 1 year.* <br /> testing,and inspection of agency owned equipment b) Destroy in office records documenting all other <br /> and vehicles. Also includes warranties. maintenance and repairs after 3 years.* <br /> c) Destroy in office warranties 1 year after expiration. <br /> SEE ALSO:Grants(below),and System Maintenance <br /> Records: Hardware Repair or Service(STANDARD 5: <br /> INFORMATION TECHNOLOGY RECORDS). <br /> * No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL <br /> ACTION,page A-5. <br /> f The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural <br /> Resources has scheduled with the disposition instruction "destroy when reference value ends." Please use the space provided. <br /> @ In some cases,more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to <br /> such records series. <br /> 6 <br />