Agenda 08-26-2025; 8-d - Adoption of Program and General Records Retention and Disposition Schedules for Local Government Agencies

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230 . ... 2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES ■■ NATURA AND OF ■■n■i NATURAL AND CULTURAL RESOURCES ■ no Related Records Series Found in Local Agency Program Schedules In some limited cases, records series with similar names and/or functions that are created and maintained by local government entities have not been superseded by the General Records Schedule:Local Government Agencies. These records series are described as unique records series in one of the local program retention schedules issued separately by DNCR for use by specific local agencies. This duplication occurs when records with similar names and/or functions have different retention guidance due to statutory, legal,evidentiary,or fiscal requirements. An example of this is the accounts receivable records series. In the General Records Schedule,the Accounts Receivable records series has a disposition instruction of"Destroy in office 3 years after collection." In the Local Health Departments Schedule,the Accounts Receivable:Clinical Services records series also includes the disposition instruction, "Destroy records supporting the expenditure of federal funds passed through NC DHHS on a fiscal year basis when the DHHS Office of the Controller provides written guidance that records are released from all audits and other official actions." In both cases,the records series documents the money received by the local agency, however,the retention requirements for the Accounts Receivable:Clinical Services differ due to specific retention requirements concerning the management and dispersal of grant funds. The purpose of this table is to provide a source for determining if the general records series item listed in the General Records Schedule:Local Government Agencies covers the function and/or retention requirements associated with the records created by your agency or if a specific program schedule applies. This table provides pointers to the relevant records series that can be found in one or more of the local agency program schedules. Here's how to use the table: • The records series found in the left-most column are listed and described in the General Records Schedule:Local Government Agencies and appear in this schedule with a @ beside them. ACCOUNTS RECEIVABLE"—d Records concerning receivables owed and collected. Includes billing statements,records of payment received,remittances,subsidiary registers, overpayment or refund records,deposits,fines and fees assessed,and collection of past due accounts. Also includes records concerning accounts sent to NC Debt Setoff Program for collection. • The middle column lists similar records series from one or more of the schedules that have been issued separately for use by specific local agencies. • The right-hand column lists the local agency program schedule that includes the records series listed in the middle column. The agencies represented in the right column include,but are not limited to, local health departments, Registers of Deeds,Sheriff's offices, local social services agencies,and tax offices. If you need further information, please contact a Records Management Analyst. Local General Schedule Records Series Related Records Series Local Program Schedule Accounts Receivable Accounts Receivable:Clinical Services Local Health Departments Schedule A-23