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128 <br /> 2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES NC DEPARTMENT OF <br /> ��.: NATURAL AND CULTURAL RESOURCES <br /> —— . ... <br /> STANDARD 1:ADMINISTRATION AND MANAGEMENT RECORDS <br /> ITEM# <br /> RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION <br /> 1.19 EQUIPMENT AND VEHICLE REFERENCE RECORDS Destroy in office when superseded or obsolete. <br /> Includes operation,specification,and technical <br /> manuals. Also includes brochures, bulletins,and <br /> related documentation. 1 <br /> D <br /> 1.20 EQUIPMENT,FACILITY,AND VEHICLE USAGE a) Destroy in office after 3 years if records are used for Q <br /> RECORDS allocating costs or determining payment under rental or 3 <br /> Records documenting the assignment, request,and lease agreements.* c <br /> usage of agency assets. Also includes mileage and b) Destroy in office remaining records after 1 year. <br /> checkout logs,fuel consumption reports,reservation p <br /> requests,authorizations,utility usage logs,and similar <br /> records. <br /> Q <br /> 1.21 FACILITY MAINTENANCE,REPAIR,AND INSPECTION a) Destroy in office records documenting system repair and <br /> RECORDS improvement(including plumbing,electrical,fire,and v <br /> Records documenting maintenance,repair,and other sstems systems)after 3 years. cc <br /> inspection of agency-owned facilities,including b) Destroy in office records documenting routine inspections, CD <br /> warranties on said repairs. Also includes any real janitorial cleaning,environmental monitoring,and routine m <br /> property owned by the agency. maintenance of facilities after 1 year. Z <br /> c) Destroy in office warranties 1 year after expiration. <br /> SEE ALSO:Contracts, Leases,and Agreements <br /> (STANDARD 6: LEGAL RECORDS), Property <br /> Management Records(below). <br /> 1.22 FORMS AND TEMPLATES Destroy in office when superseded or obsolete. <br /> Blank forms,templates,and letterhead used to create <br /> agency 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 /> 7 <br />