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8 <br /> EXECUTIVE SUMMARY <br /> ✓ Some records are covered by the General Records Schedule:Local Government Agencies and, <br /> therefore,are not listed separately here. <br /> ✓ According to N.C. Gen. Stat. § 121-5(b) and N.C. Gen.Stat. § 132-3,you may destroy public records <br /> only with the consent of the Department of Natural and Cultural Resources(DNCR). The State <br /> Archives of North Carolina is the division of DNCR charged with administering a records <br /> management program.This schedule is the primary way the State Archives of North Carolina gives <br /> its consent. Without approving this schedule,your agency is obligated to obtain the State Archives <br /> of North Carolina's permission to destroy any record, no matter how insignificant. <br /> ✓ Each records series listed on this schedule has specific disposition instructions that will indicate <br /> how long the series must be kept in your office. In some cases,the disposition instructions are <br /> simply"retain in office permanently,"which means that those records must be kept in your office <br /> forever. In other cases,the retention period may be "destroy in office when reference value ends." <br /> An agency may have reference copies of materials, meaning"a copy of a record distributed to <br /> make recipients aware of the content but not directing the recipient to take any action on the <br /> matter" (from Society of American Archivists, Dictionary of Archives Terminology). Your agency <br /> must establish and enforce internal policies by setting minimum retention periods for the records <br /> that the State Archives of North Carolina has scheduled with the disposition instructions, "destroy <br /> when reference value ends." <br /> ✓ E-mail is a record as defined by N.C. Gen. Stat. § 121-5 and N.C. Gen.Stat. § 132. It is the content <br /> of the e-mail that is critical when determining the retention period of a particular e-mail, including <br /> attachments, not the media in which the record was created. It is important for all agency <br /> employees and officials to determine the appropriate records series for specific a-mails and retain <br /> them according to the disposition instructions listed with the identified record series. <br /> ✓ The State Archives of North Carolina recommends that all agency employees and officials view the <br /> tutorials that are available online through the State Archives website in order to familiarize <br /> themselves with records management principles and practices. The State Archives of North <br /> Carolina's online tutorials include topics such as records management and scanning guidelines. <br /> ✓ The State Archives of North Carolina creates security preservation record copies for minutes and <br /> selected other records of governing bodies and commissions, adoption records, and maps and <br /> plats.Agencies can request copies of the digital images made during this process.Contact the <br /> appropriate Records Management Analyst to begin this process. <br /> ✓ If you have records that are not listed in this schedule, contact a Records Management Analyst.An <br /> analyst will discuss the nature of the records with you to determine if the records have historical <br /> value. If the records do not have historical value,we will ask you to complete a Request for <br /> Disposal of Unscheduled Records(page A-19)for records that are no longer being created. <br /> 2021 Program Records Schedule: Local Government Agencies v <br />