01-03-2022 Agenda Packet BOCPERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
MEETING AGENDA
304 South Morgan Street, Room 215
Roxboro, NC 27573-5245
336-597-1720
Fax 336-599-1609
January 3, 2022
7:00pm
This meeting will convene in the County Office Building Auditorium.
CALL TO ORDER………………………………………………….. Chairman Powell
INVOCATION
PLEDGE OF ALLEGIANCE
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA
PUBLIC HEARING:
ITEM #1
Petition TA-03-21, a request by the Person County Planning Dept.,
on behalf of the Person County Board of Commissioners, to revise
the Person County Solar Energy System Ordinance …………………..... Lori Oakley
ITEM #2
Consideration to grant or deny request to revise the
Person County Solar Energy System Ordinance ………………….. Chairman Powell
Statement of Reasonableness and Consistency:
The text amendment request is consistent with the Person County and City of Roxboro Joint
Comprehensive Land Use Plan and future planning goals and objectives of Person County. It is
reasonable and in the public interest as it will provide clear regulations in the Person County Solar
Energy System Ordinance.
The proposed text amendment meets the Comprehensive Land Use Plan Guiding Principle 2, which
states to facilitate sustainable economic growth.
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INFORMAL COMMENTS
The Person County Board of Commissioners established a 10-minute segment
which is open for informal comments and/or questions from citizens of this
county on issues, other than those issues for which a public hearing has been
scheduled. The time will be divided equally among those wishing to comment.
It is requested that any person who wishes to address the Board, register with
the Clerk to the Board prior to the meeting.
ITEM #3
DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA
A. Approval of Minutes of December 6, 2021,
B. Budget Amendment #11,
C. Commissioner Assignments for 2022, and
D. Records Retention and Disposition Schedule.
NEW BUSINESS:
ITEM #4
Community Services Block Grant Application Overview …………….. Alexis Franks
ITEM #5
Website Redesign Update ………………………………………………. Chris Puryear
ITEM #6
Appointments to Boards and Committees ……………………………. Brenda Reaves
ITEM #7
Amendment to the Resolution Establishing 2022 Schedule of
Regular Meetings for the Board of Commissioners ……………………… Heidi York
CHAIRMAN’S REPORT
MANAGER’S REPORT
COMMISSIONER REPORTS/COMMENTS
Note: All Items on the Agenda are for Discussion and Action as deemed appropriate
by the Board.
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NOTICE OF PUBLIC HEARING
The Person County Board of Commissioners will hold a public hearing on Monday, January 3, 2022 at 7:00
p.m. in the auditorium of the Person County Office Building at 304 South Morgan Street, Roxboro, North
Carolina, to hear the following:
Petition TA-03-21 – A request by the Person County Planning Department, on behalf of the Person
County Board of Commissioners, to revise the Person County Solar Energy System Ordinance.
The public is invited to attend the meeting. Substantial changes may occur to the request based on comments
from the public hearing. The Board of Commissioners reserves the right to recess the public hearing at
another place and time. For further information on the case(s) listed above, please contact the Person County
Planning and Zoning Department at (336) 597-1750.
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PERSON COUNTY BOARD OF COMMISSIONERSJanuary 3, 20224
Petition TA-03-21 A request by the Person County Planning Department, on behalf of the Person County Board of Commissioners, to revise the Person County Solar Energy System Ordinance. 5
BACKGROUND INORMATION■The Person County Solar Energy System Ordinance was adopted by the Board of Commissioners on Oct. 5, 2020 following a 7-month moratorium on solar energy systems, excluding accessory solar uses for both residential and non-residential uses. ■On Aug. 16, 2021, the Person County Board of Commissioners adopted a 6-month moratorium on level 3 solar energy systems (greater than 10 acres) to allow staff time to review the current requirements and make adjustments accordingly.■Staff reviewed solar energy system ordinances across the state (Beaufort County, Warren County, Stanly County, Nash County, Carteret County, Granville County and Orange County) and then drafted revisions to the ordinance.6
CONCERNS REGARDING SOLAR ENERGY SYSTEMS■Industrial Use■Buffer height■Battery storage■Decommissioning■Size limitation■Effect on the environment & wildlife■Heat island effect■Loss of farmland7
Proposed Changes to the Solar Energy System Ordinance■No changes to where level 3 solar energy systems can be located (other than reformatting the Table to match the Table of Uses in the Planning Ordinance). The Planning Board did request that I add “CD” to the table where “S” is currently listed.■No changes to setbacks (other than reformatting the Table to match the Planning Ordinance setback table); however, a setback of 100’ from a well was added after speaking with the EH Supervisor.■Buffer width reduced from 150’ to 100’ while planting height of trees increases from 3’ to 6’ at the time of planting.■Aviation notification to other agencies increased from 30 days to 45 days prior to public hearing. All special use permits/conditional district rezoning application along with aviation requirements will also be submitted to the Person County Airport Commission in addition to staff.8
Proposed Changes to the Solar Energy System Ordinance■We currently require a decommissioning plan and a bond amount equal to 1.25 times the cost of the project. Additional language includes that the bond shall be reviewed every 5 years by an engineer. ■Conditional district rezoning language was added just to clarify a process that is already allowed.■Additional information shall be included with the special use permit / conditional district rezoning application including but not limited to: a copy of the lease agreement, battery storage information, a Phase 1 environmental analysis, and any other relevant studies/documents requested by staff and/or boards.9
Proposed Changes to the Solar Energy System Ordinance■A fire response and emergency response section was added to ensure proper emergency response coverage along with the requirement of an emergency response plan that must be filed with the Fire Marshal. Any new equipment needed by the local fire district shall be provided by the owner of the solar energy system. Chemical fire suppressants shall be stored by any battery storage areas if applicable. And the 50’ buffer around the site shall be maintained by the owner and inspected annually (see inspection below).■Prior to receiving a Certificate of Compliance, a noise level certification letter shall be submitted to ensure that the noise from any equipment is barely audible at the property boundaries.■An annual inspection shall be required by staff to ensure continued compliance. A fee will be added at a later date for that inspection. 10
Additional ReviewsThe draft ordinance was also sent to the following boards/committees for review: Economic Development Commission, Airport Commission and Farm Bureau. The following is a summary of the commentary received from the aforementioned groups:■Economic Development Committee: No suggested changes.■Farm Bureau: The consensus among the board is the concern about the cleanup and removal of decommissioned solar panels and the long-term effects on the soil after removal, as well as concern of anything being left behind and not disposed of properly or not disposed of at all. They are still opposed to solar panels taking over or monopolizing productive farmland. They feel that as the nation’s population is expanding, the need for more farming would increase and they felt that solar sites could be bad for future agricultural production.■Airport Committee: No suggested changes other than updating the website address for solar glare studies.11
CONCERNS REGARDING SOLAR ENERGY SYSTEMS■Industrial Use■Buffer height■Battery storage■Decommissioning■Size limitation■Effect on the environment & wildlife■Heat island effect■Loss of farmland12
PLANNING STAFF RECOMMENDATION■Planning Staff recommends approval of TA-03-21. The proposed text will address board member and community concerns and better regulate solar energy systems. 13
PLANNING BOARD RECOMMENDATIONAt the Planning Board meeting on December 9, 2021, the Board recommendedunanimous (4-0) approval of TA-03-21 with the following changes:■Table 2.1 – Change “S” in the chart to “S/CD” to better reflect that it includes both a special use permit and conditional district rezoning.■Section 2.3 – Change the title to “Height and Size Limitation” and include a “b” that reads:–B. The maximum size of a level 3 solar energy system shall not exceed three hundred (300) acres as measured around the immediate perimeter of the panels and shall not be located within one (1) linear mile of an existing level 3 solar energy system.■Section 3.1-E.2.c – include what PFAS means in parenthesis (Polyfluoroalkyl substances).14
PLANNING BOARD RECOMMENDATION CONTINUED■Board member James had concerns about limiting the size of a level 3 solar energy system and the impact it would have on economic development for the county. ■Board member George had concerns about requiring a one-mile separation in between level 3 solar energy systems and how it would affect an adjoining property owner who might want to develop a solar energy system in the future. Both board members voted to approve the text amendment as written with the Planning Board’s recommended changes in order to move it along in the process due to the time-limited moratorium.15
REASONABLENESS AND CONSISTENCY STATEMENT AND COMPREHENSIVE PLANThe text amendment request is consistent with the Person County and City of Roxboro Joint Comprehensive Land Use Plan and future planning goals and objectives of Person County. It is reasonable and in the public interest as it will provide clear regulations in the Person County Solar Energy System Ordinance. The proposed text amendment meets the Comprehensive Land Use Plan Guiding Principle 2, which states to facilitate sustainable economic growth. 16
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AGENDA ABSTRACT
Meeting Date: January 3, 2022
Agenda Title: Petition TA-03-21 – A request by the Person County Planning Department, on behalf of the Person
County Board of Commissioners, to revise the Person County Solar Energy System Ordinance.
The proposed text amendment requires legislative review by the Board at a public hearing.
The NC General Statutes requires that when reviewing a text amendment, the board also include with their
motion a statement as to whether the proposed text amendment is reasonable and consistent.
Summary of Information: On Aug. 16, 2021, the Person County Board of Commissioners adopted a 6-
month moratorium on level 3 solar energy systems (greater than 10 acres) to allow staff time to review the
current requirements and make adjustments accordingly.
Staff reviewed solar energy system ordinances across the state (including Beaufort County, Warren County,
Stanly County, Nash County, Carteret County, Granville County and Orange County) and then drafted
revisions to the ordinance. The draft ordinance was then sent to the following boards/committees for
review: Economic Development Commission, Airport Commission and Farm Bureau.
The following is a summary of the commentary received from the aforementioned groups:
-Economic Development Committee: No suggested changes.
Farm Bureau: The consensus among the board is the concern about the cleanup and removal of
decommissioned solar panels and the long-term effects on the soil after removal, as well as concern
of anything being left behind and not disposed of properly or not disposed of at all. They are still
opposed to solar panels taking over or monopolizing productive farmland. They feel that as the
nation’s population is expanding, the need for more farming would increase and they felt that solar
sites could be bad for future agricultural production.
-Airport Committee: No suggested changes other than updating the website for solar glare studies.
Staff is proposing the following changes to the ordinance:
No changes to where level 3 solar energy systems can be located (other than reformatting the Table
to match the Table of Uses in the Planning Ordinance).
No changes to setbacks (other than reformatting the Table to match the Planning Ordinance setback
table); however, a 100’ setback from a well was added.
Buffer width reduced from 150’ to 100’ while planting height of trees increases from 3’ to 6’ at the
time of planting.
Aviation notification to other agencies increased from 30 days to 45 days prior to public hearing.
All special use permits/conditional district rezoning application along with aviation requirements
will also be submitted to the Person County Airport Commission.
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Decommissioning bond amount shall be reviewed by an engineer every 5 years.
Conditional district rezoning language was added just to clarify a process that is already allowed.
Additional information shall be included with the special use permit / conditional district rezoning
application including but not limited to: a copy of the lease agreement, battery storage information,
a Phase 1 environmental analysis, and any other relevant studies/documents requested by staff
and/or boards.
A fire response and emergency response section was added to ensure proper emergency response
coverage along with the requirement of an emergency response plan that must be filed with the Fire
Marshal.
Prior to receiving a Certificate of Compliance, a noise level certification letter shall be submitted.
An annual inspection shall be required by staff to ensure continued compliance.
Planning Staff Recommendation: Planning Staff recommends approval of TA-03-21. The proposed text
will address board member and community concerns and better regulate solar energy systems.
Planning Board Recommendation: At the Planning Board meeting on December 9, 2021, the Board
recommended unanimous (4-0) approval of TA-03-21 with the following changes:
Table 2.1 – Change “S” in the chart to “S/CD” to better reflect that it includes both a special use
permit and conditional district rezoning.
Section 2.3 – Change the title to “Height and Size Limitation” and include a “b” that reads:
o B. The maximum size of a level 3 solar energy system shall not exceed three hundred (300)
acres as measured around the immediate perimeter of the panels and shall not be located
within one (1) linear mile of an existing level 3 solar energy system.
Section 3.1-E.2.c – include what PFAS means in parenthesis (Polyfluoroalkyl substances).
Board member James had concerns about limiting the size of a level 3 solar energy system and the impact
it would have on economic development for the county. Board member George had concerns about
requiring a one-mile separation in between level 3 solar energy systems and how it would affect an
adjoining property owner who might want to develop a solar energy system in the future. Both board
members voted to approve the text amendment as written with the Planning Board’s recommended changes
in order to move it along in the process due to the time-limited moratorium.
The Board included the recommended statement of reasonableness and consistency listed below in their
approval.
Statement of Reasonableness and Consistency:
The text amendment request is consistent with the Person County and City of Roxboro Joint Comprehensive
Land Use Plan and future planning goals and objectives of Person County. It is reasonable and in the public
interest as it will provide clear regulations in the Person County Solar Energy System Ordinance.
The proposed text amendment meets the Comprehensive Land Use Plan Guiding Principle 2, which states
to facilitate sustainable economic growth.
Recommended Action: Vote to approve, approve with modifications or deny the requested text
amendment. The Board must also include a Statement of Reasonableness and Consistency with the motion.
Submitted By: Lori Oakley, Planning Director
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21
TA-03-21
Staff Analysis
1
Text Amendment TA-03-21
Solar Energy System Ordinance Revision
EXPLANATION OF THE REQUEST
Petition TA-03-21 is a request by the Person County Planning Department, on behalf of the Person County Board of
Commissioners, to revise the Person County Solar Energy System Ordinance.
REQUESTED ORDINANCE CHANGES
Article 2 and 3 of the Person County Solar Energy System Ordinance both contain proposed revisions.
Please see the attached sheet labeled “Summary of Proposed Changes to the Person County Solar Energy
System Ordinance” for a list of detailed changes.
PLANNING STAFF ANALYSIS
The Person County Solar Energy System Ordinance was adopted by the Board of Commissioners on Oct.
5, 2020 following a 7-month moratorium on solar energy systems, excluding accessory solar uses for both
residential and non-residential uses.
On Aug. 16, 2021, the Person County Board of Commissioners adopted a 6-month moratorium on level 3
solar energy systems (greater than 10 acres) to allow staff time to review the current requirements and
make adjustments accordingly.
Staff reviewed solar energy system ordinances across the state (including Beaufort County, Warren
County, Stanly County, Nash County, Carteret County, Granville County and Orange County) and then
drafted revisions to the ordinance. The draft ordinance was then sent to the following boards/committees
for review: Economic Development Commission, Airport Commission and Farm Bureau.
The following is a summary of the commentary received from the aforementioned groups:
-Economic Development Committee: No suggested changes.
Farm Bureau: The consensus among the board is the concern about the cleanup and removal of
decommissioned solar panels and the long-term effects on the soil after removal, as well as
concern of anything being left behind and not disposed of properly or not disposed of at all. They
are still opposed to solar panels taking over or monopolizing productive farmland. They feel that
as the nation’s population is expanding, the need for more farming would increase and they felt
that solar sites could be bad for future agricultural production.
-Airport Committee: No suggested changes.
The above commentary was incorporated into the proposed revised ordinance to the extent that was
feasible.
Staff is proposing the following changes to the ordinance:
No changes to where level 3 solar energy systems can be located (other than reformatting the
Table to match the Table of Uses in the Planning Ordinance).
No changes to setbacks (other than reformatting the Table to match the Planning Ordinance
setback table); however, a 100’ setback from a well was added.
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TA-03-21
Staff Analysis
2
Buffer width reduced from 150’ to 100’ while planting height of trees increases from 3’ to 6’ at
the time of planting.
Aviation notification to other agencies increased from 30 days to 45 days prior to public hearing.
All special use permits/conditional district rezoning application along with aviation requirements
will also be submitted to the Person County Airport Commission. The website used for solar glare
studies was updated to reflect a new website address.
Decommissioning bond amount shall be reviewed by an engineer every 5 years.
Conditional district rezoning language was added just to clarify a process that is already allowed.
Additional information shall be included with the special use permit / conditional district
rezoning application including but not limited to: a copy of the lease agreement, battery storage
information, a Phase 1 environmental analysis, and any other relevant studies/documents
requested by staff and/or boards.
A fire response and emergency response section was added to ensure proper emergency response
coverage along with the requirement of an emergency response plan that must be filed with the
Fire Marshal.
Prior to receiving a Certificate of Compliance, a noise level certification letter shall be submitted.
An annual inspection shall be required by staff to ensure continued compliance.
PLANNING STAFF RECOMMENDATION
Planning Staff recommends approval of TA-03-21. The proposed text will address board member and
community concerns and better regulate solar energy systems.
PLANNING BOARD RECOMMENDATION
At the Planning Board meeting on December 9, 2021, the Board recommended unanimous (4-0) approval
of TA-03-21 with the following changes:
Table 2.1 – Change “S” in the chart to “S/CD” to better reflect that it includes both a special use
permit and conditional district rezoning.
Section 2.3 – Change the title to “Height and Size Limitation” and include a “b” that reads:
o B. The maximum size of a level 3 solar energy system shall not exceed three hundred
(300) acres as measured around the immediate perimeter of the panels and shall not be
located within one (1) linear mile of an existing level 3 solar energy system.
Section 3.1-E.2.c – include what PFAS means in parenthesis (Polyfluoroalkyl substances).
The Board included the recommended statement of reasonableness and consistency listed below in their
approval.
Board member James had concerns about limiting the size of a level 3 solar energy system and the impact
it would have on economic development for the county. Board member George had concerns about
requiring a one-mile separation in between level 3 solar energy systems and how it would affect an
adjoining property owner who might want to develop a solar energy system in the future. Both board
members voted to approve the text amendment as written with the Planning Board’s recommended
changes in order to move it along in the process due to the time-limited moratorium.
REASONABLENESS AND CONSISTENCY STATEMENT
The text amendment request is consistent with the Person County and City of Roxboro Joint
Comprehensive Land Use Plan and future planning goals and objectives of Person County. It is
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TA-03-21
Staff Analysis
3
reasonable and in the public interest as it will provide clear regulations in the Person County Solar
Energy System Ordinance.
The proposed text amendment meets the Comprehensive Land Use Plan Guiding Principle 2, which
states to facilitate sustainable economic growth.
Submitted by: Lori Oakley, Planning Director
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1
Summary of Staff’s Proposed Changes to the Person County Solar Energy System Ordinance
*Please note that the moratorium adopted by the Board of Commissioners on Aug. 16, 2021 only applies to
level 3 solar energy systems (SES).
Article 1: General Provision
No proposed changes
Article 2: Site Development Requirements
Table 2.1 General Regulations
o The table is being amended to reflect how uses are listed in the Person County Planning
Ordinance. Permitted Uses will be represented by “X” rather than “P.” Special Use
Permits/Conditional District (CD) Rezonings are represented by “S.” If prohibited,
the cell in the table is left blank.
o There are no proposed changes to where level 3 SES’s can be located (i.e., in what
zoning district they are permitted/require special use permit/CD rezoning or
prohibited).
Table 2.2 Setbacks
o The proposed setbacks are not changing although the verbiage in the Table is
changing. The table will clearly depict a minimum 150’ setback from all property
lines and R/W lines, and include a 300’ setback from residential dwellings. Setbacks
in the Planning Ordinance table are measured from property lines and/or R/W lines.
If the use is prohibited in a particular zoning district (in the Planning Ordinance), that
cell in the table is left blank. Staff wanted consistency between the ordinances.
o A new setback was added – 100’ from all wells (in addition to all other setbacks being
met).
Section 2.4 Buffers and Landscaping
o The buffer width is being reduced from 150’ to 100’. This will allow for a 50’ wide
area around the site for emergency vehicle access (see changes to Section 4.1).
o The minimum height of trees at planting is being increased from 3’ to 6.’ The trees
shall also reach a minimum height of 15’ within 3 years.
Section 2.5 Aviation Notification
o Notification must be sent to the NC Commander’s Council 45 days in advance of the
public hearing (instead of 30 days).
o Flight path reports are required 45 days in advance of the public hearing (instead of 30
days).
o Solar glare studies are required rather than “if requested by the Planning Director” for
SES’s located within 5 nautical miles of the airport. Website address is also updated.
o All responses from NC Div. of Aviation and FAA must be received a minimum of 10
business days prior to the public hearing.
Section 2.6 Decommissioning and Abandonment
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2
o The cost calculation for the performance guarantee (for decommissioning) shall be
reviewed every 5 years by a licensed engineer and adjusted accordingly.
Article 3: Legal Provisions
Section 4.1 Procedure for Solar Energy System Development Approval
o Conditional District Rezonings is being added to any section that reads “special use
permit” in order to clarify that the applicant can apply for either process.
o All applications for Special use permits/CD rezonings shall also submit all aviation
requirements to the Person County Airport Commission in addition to the Planning
staff.
o Special use permit/CD rezoning applications shall include the following additional
information on the site plan:
Narrative describing the project
Location where wiring is brought together for inter-connection to the system
Location of on-site battery storage (if applicable)
o Special use permit/CD rezoning applications shall also include the following submittals:
Copy of the lease agreement
Evidence that the electrical utility provider has established an
agreement/contract with the SES owner
Documentation regarding the battery storage. Any battery storage that
contains PFAS (Per/Poly Fluoro-Alkyl Substances – a class of chemical
compounds that creates a coating that is highly water repellent) must be noted
and a containment plan and separate decommissioning plan shall be submitted
for it.
Phase 1 Environmental Site Assessment must be submitted
Fire Prevention and Emergency Response facilities including: confirmation
that the local fire dept. has or will acquire equipment to contain and extinguish
any fire (any new equipment shall be paid for by the SES owner), chemical fire
suppressants shall be located at battery storage areas, an emergency response
plan shall be prepared and approved by the County Fire Marshal and the 50’
area between the buffer and panels shall be maintained and inspected on an
annual basis.
Other relevant studies/documents as required by the County including: field
surveys for all State and Federally listed species that are protected under State
or Federal law, geological reports, wetland studies, site specific soil surveys,
environmental constraints analysis and other studies as required by the County.
o Prior to the issuance of a Certificate of Occupancy, a noise level certification letter shall
be submitted.
o An annual inspection shall be performed by the Planning staff to ensure compliance with
the requirements of this Ordinance.
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Solar Energy System Ordinance Requirements in NCRegulated By:Zoning Districts Where AllowedSetbacks Buffer RequirementsDecommissioning Plan Review / Annual InspectionHeight of Panels Size Limitation Battery StorageEnvironmental Assessment & Other Relevant StudiesFeePerson County (Existing)Different levels (level 1, 2 and 3)Level 3 SES's require the approval of a SUP or CD rezoning in B1 (Highway Commercial), GI (General Industrial) and RC (Rural Conservation). 300' from nearest dwelling. At a minimum, 150' since that is the width of the required buffer.150' wide vegetative buffer. Every 500 square feet of buffer shall include one evergreen or deciduous tree that shall be a minimum of 3’ at planting and have a height and spread of at least 30’ within 10 years; and, 5 evergreen shrubs, or 3 evergreens and 2 deciduous shrubs, that shall be a minimum of 3’ at planting and have a height and spread of at least 5’ in 10 years. While the County requires a decommissioning plan, there is no review of the plan once it is submitted and no annual inspection of the site.Max. height of 15'NoNot Addressed N/AConditional rezoning fee ($350 = $10 an acre) or special use permit fee ($250 = $10 an acre). If approved, zoning permit for non‐residential + $150 up to 2 acres of lot size + $25 per acre over 1 acre lot size.Person County (Proposed)NO CHANGE FROM CURRENT; HOWEVER THERE ARE ADDITIONAL SUBMITTAL REQUIREMENTS BEING ADDED TO THE APPLICATION FOR THE SPECIAL USE PERMIT/ CONDITIONAL DISTRICT REZONING.NO CHANGE FROM CURRENT; HOWEVER THE TABLE IS BEING TWEAKED TO BE EASIER TO READ AND UNDERSTAND AND MATCH OUR PLANNING ORDINANCENO CHANGE FROM CURRENT; HOWEVER THE LANGUAGE/TABLES WILL BE TWEAKED TO BE EASIER TO UNDERSTAND100' wide buffer. Height at planting has increased to 6' and must reach a minimum of 15' in height within 3 years.Requiresa review of thedecommissioning plan andcost analaysis every 5 yearsor upon change ofowenrship. Requiresannual inspection by staffto ensure compliance andan inspection fee shall becharged (proposed feechange at a later date).NO CHANGE FROM CURRENTNO CHANGE FROM CURRENTDocumentation must be submitted regarding the type and quantity of battery storage units and the location of the storage area must be shown on the site plan. Any battery storage that contains PFAS (chemical sometimes used on the panels), a separate containment plan and decommissioning plan for it must be submitted.A Phase 1 environmental assessment is required with all applications. Other possible studies (if requested) include: field surveys for federally listed species, geological reports, surface water resources (including wetlands), farmlands and environmental constraints. Also, a noise level certificaiton letter from an engineer will be required. No change proposed at this time unless directed by BOC. Will bring new review fees and annual inspection fees to the BOC as part of the annual fee schedule review/ modification.Beaufort CountyAll major SES's require the approval of a solar energy facility development permit by the Planning Board. The county is currently unzoned.The fence which surrounds the SES shall be setback at least 100' from all property lines and R/W's. Solar arrays shall be setback at least 25' from the interior fence line. All SES"s shall be setback a minimum of 300' from all residential, commercial and industrial buildings. A vegetative buffer shall be installed in front of the fence within the required setback of the SES. The buffer shall consist of a row of evergreen bushes, planted no more than 8' apart, which are at least 6' tall at the time of planning, which will reach a maturity height of 15' within 3 years of planting. The cost calculaiton for decommissioning shall be reviewed every 5 yearsHeight of panels shall not exceed height of vegetative bufferNoN/AOther relevant studies, reports, certifications and approvals may be requested by the Planning Board. $500 for zoning permit27
Warren CountySmaller scale versus larger scale. Larger scale solar is allowed by right in Highway Business, Light Industrial and Heavy Industrial zoning districts. Larger scale solar is allowed by right in Highway Business, Light Industrial and Heavy Industrial zoning districts. 50' from all property linesNo minimum width. Shrubs shall be 3' in height at time of planting and reach a maturity of 8' within 5 years. The SES shall be inspected annually for the first three years following the issuance of the permit by the Zoning Administrator to ensure compliance.Max. height of 15'NoN/AN/A$500 per MegawattStanly CountyMinor (generates up to two times the amount of power used on the property over the course of one year)‐ allowed by right. Major (all others) allowed with a conditional district rezoning to an overlay district in R, M or B (Residential, Manufacturing or Business) zoning districts.Major SES allowed with a conditional district rezoning to an overlay district in R, M or B (Residential, Manufacturing or Business) zoning districts.All structures, including fencing, shall be a minimum of 250' from a property line.100' wide buffer that provides a visual buffer of at least 80% opacity to a height of 10' within 4 growing seasons.Requires a review of the decommissioning plan and cost analaysis every 5 years or upon change of owenrship. Requires annual inspection by staff to ensure compliance and an inspection fee ($300) shall be charged.Max. height of 20'NoDocumentation must be submitted regarding the type and quantity of battery storage units and the location of the storage area must be shown on the site plan. Any battery storage that contains PFAS (chemical sometimes used on the panels), a separate containment plan and decommissioning plan for it must be submitted.A Phase 1 environmental assessment is required with all applications. Other possible studies (if requested) include: field surveys for federally listed species, geological reports, surface water resources (including wetlands), farmlands and environmental constraints. Also, a noise level vertificaiton letter from an engineer. Overlay rezoning fee is $300 per acre or portion of acre, $4,000 max. feeNash CountyAccessory use versus principal use. Allowed by right in all industrial districts and requires a conditional district rezoning in the Agricultural, R‐40 and Rural Commercial zoning districts.Allowed by right in all industrial districts and requires a conditional district rezoning in the Agricultural, R‐40 and Rural Commercial zoning districts.Must meet the principal building setbacks of the zoning district in which it is located. In the Industrial districts, the front setback varies from 50' ‐ 100', side setback is 10' and rear setback is 20'.If the SES is located so that it is within 100' of a lot used for residential purposes or zoned residential, a minimum of a 25' wide buffer is required. Otherwise, no buffer is required. Buffers require 3 canopy trees and 5 understory trees per 100 linear feet. N/A (does not require a decommissioning plan)Max. height of 25'NoN/AN/AIn addition to the CD rezoning fee, the SES fee (excluding accessory for residential) is $1,000 per MW with a minimum fee of $2500.28
Carteret CountyResidential accessory use versus commercial use.Allowed by right in all zoned and unzoned areas of the county. Would require review by the Commercial TRC (Technical Review Committee) at staff level. All improved areas must be a minimum of one hundred twenty‐five (125) feet from all property lines.25' wide vegetative buffer including a row of evergreens which are a minimum of six (6) feet in height at the time of planting and not spaced more than eight (8) feet apart which at maturity will from an intermittent visual barrier to a height of fifteen (15) feet. Evergreens shall reach maturity within five (5) years of planting. Also, a separate row of shrubs that are dense , low‐lying, continuous and planted to as to visually fill in the gaps between the trunks of the evergreens. Lastly, a minimum of a six (6) foot tall opaque fence shall also be erected with the finished side facing the abutting property. Certified cost estimates (for decommissioning) must be renewed every five (5) years.Maximum height of 15'N/AN/AAny other relevant studies, reports, certificates and approval as may reasonably be required by the County. $100 plus $5 panelGranville CountyRequires conditional district rezoning to ASE‐CZ (AgriSupport Enterprises District). Not allowed in any other zoning district except I‐1 and I‐2 (Industrial).Requires conditional district rezoning to ASE‐CZ (AgriSupport Enterprises District). Not allowed in any other zoning district except I‐1 and I‐2 (Industrial).25' setback from property lines or whatever is required in underlying zoning district.A 25' vegetative buffer shall be required around the entire solar farm. Any plantings of bushes, shrubs, and/or trees in two rows of coverage shall reach a height at maturity of at least 10 feet and shall reach maturity in a reasonable amount of time. A fence shall also be required around the perimeter of the solar farm and the fence shall be a minimum of 10 ft. in height. It shall also be a chain link fence with dark green slats to minimize the view of the solar farm.N/AMax. height of 15'NoN/AN/ARequires conditional district rezoning, which has a fee of $995 up to 1 acre of land area + $25 per acre over 1 acre of land areaOrange CountyResidential versus non‐residential. Residential ‐ have a rated capacity not to exceed 20 kw. Non‐residential is further broken down into Large Facility Solar Array and Public Utility Solar Array. A Large Facility Array produces more than 20 but less than 100 KW of power. A Public Utility Array produces more than 100 KW of power. For large solar array ‐ Special Use Permit required in all zoning districts except it is prohibited in EC5 and EI. CD rezoning allowed in ASE‐CD and MPD‐CD districts. The minimum setback required in the underlying zoning district, including any required buffers.A Type D buffer is required where the solar array abuts residential ‐ 50' vegetative buffer in width with 6 canopy trees, 1 evergreen tree, 4 deciduous trees, 10 evergreens and 77 shrubs every 100 linear feet. N/AShall not exceed the max. height of the height requirements found in that district.NoAll mechanical equipment, including any storage for batteries or storage cells, shall be completely enclosed by a minimum 8' high fence with a self‐locking gate and screened.Environmental assessment and/or Environmental Impact Statement required for special use permits in Orange County if project is greater than 2 acres.$560 staff review fee + $30 sign posting fee + $1 mailing fee for each parcel for mailed notificationSES = Solar Energy System29
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PERSON COUNTY BOARD OF COMMISSIONERS DECEMBER 6, 2021
MEMBERS PRESENT OTHERS PRESENT
Gordon Powell Heidi York, County Manager
C. Derrick Sims Brenda B. Reaves, Clerk to the Board
Kyle W. Puryear S.Ellis Hankins, County Attorney
Charlie Palmer
Patricia Gentry
The Board of Commissioners for the County of Person, North Carolina, met in
regular session on Monday, December 6, 2021 at 7:00pm in the Person County Office
Building Auditorium.
Chairman Powell called the meeting to order and offered an invocation. Vice
Chairman Puryear led the group in the Pledge of Allegiance.
ORGANIZATION OF BOARD
County Attorney, Ellis Hankins presided over the meeting and explained that the
Board’s rules of procedure and state statutes provide for the election of Chairman and Vice-
Chairman at the first meeting in December for a term of the ensuing year.
Mr. Hankins presided over the election of the Chairman of the Board of
Commissioners and opened the floor for nominations.
Commissioner Sims nominated Commissioner Powell as Chairman.
Commissioner Gentry nominated Commissioner Puryear as Chairman.
There were no further nominations.
By show of hands, Commissioners Sims, Palmer, Puryear and Powell voted for
Commissioner Powell for Chairman. Commissioner Gentry was the lone dissenting vote.
Commissioner Powell was elected the Board’s Chairman by a majority vote.
Newly elected Chairman Powell opened the floor for nominations for Vice
Chairman of the Board of Commissioners.
Commissioner Puryear nominated Commissioner Sims as Vice Chairman. There
were no further nominations.
By acclamation, Commissioner Sims was named Vice Chairman of the Board.
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DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
Chairman Powell stated a request to add two items to the agenda: 1) a Resolution
Authorizing the Fire Marshal to implement a local burn ban, and 2) a Closed Session to
confer with the County Attorney.
A motion was made by Commissioner Gentry and carried 5-0 to add an item to
the agenda for consideration for a Resolution Authorizing the Fire Marshal to implement a
local burn ban, as well as a Closed Session to confer with the County Attorney to the agenda
and to approve the agenda as adjusted.
PUBLIC HEARING:
PETITION CD-02-21 - A REQUEST BY KEVIN PURYEAR PROPERTIES, LLC,
FOR A CONDITIONAL DISTRICT REZONING FROM R (RESIDENTIAL) TO
CD-RC (CONDITIONAL DISTRICT - RURAL CONSERVATION) FOR
EQUIPMENT STORAGE AND SERVICE ON TAX MAP AND PARCEL NUMBER
A25-151 ON 36 ACRES LOCATED ON DUNNAWAY ROAD:
A motion was made by Vice Chairman Sims and carried 5-0 to open the duly
advertised public hearing for Petition CD-02-21, a request by Kevin Puryear Properties,
LLC, for a Conditional District Rezoning from R (Residential) to CD-RC (Conditional
District - Rural Conservation) for equipment storage and service on Tax Map and Parcel
Number A25-151 on 36 acres located on Dunnaway Road.
Commissioner Puryear disclosed that the applicant, Kevin Puryear, was a relative
of his and asked the County Attorney to address if it would be appropriate for him to recuse
himself from this item. County Attorney, Ellis Hankins said state statutes would not allow
Commissioner Puryear to recuse himself from voting in this situation noting Commissioner
Puryear had no financial interest with this item and Chapter 160D of state law allows
recusal from a legislative zoning matter if there is a close familial relationship. The
definition of a close familial relationship is defined as a spouse, sister, brother, or
grandparents and was not extended to a cousin relation.
Planning Director, Lori Oakley stated that all state statutes and Planning Ordinance
Requirements regarding notice have been met for this public hearing and she submitted her
staff report into the record as follows:
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Ms. Oakley shared the following presentation with the group:
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Ms. Oakley said the property was vacant and contained woodlands.
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Ms. Oakley said the applicant was requesting a conditional district rezoning of the
property from R (Residential) to CD-RC (Conditional District - Rural Conservation), in
order to develop approximately 3 acres out of the 36-acre site for an equipment service and
storage area for the coal ash pond located on the adjacent Duke Energy parcel. She noted
the project would consist of a 50’ x 60’ shop building along with an associated area for
equipment laydown/storage and an area for loading and unloading. The building will be
used for maintenance of vehicles and heavy equipment associated with Duke Energy. In
addition, Ms. Oakley noted there would also be a 36’ x 55’ office trailer and 42 parking
spaces.
Ms. Oakley said access to the site would be from a proposed 60’ wide access
easement located on the adjacent Duke Energy parcel to the west and the applicant
requested to utilize gravel for both the access road and the parking spaces per Section 81-
1 of the Person County Planning Ordinance.
Ms. Oakley said the next slide contained two future land use maps. The one on the
left is from the 2001 version of the Comprehensive Land Use Plan and what this project
would technically fall under because of when it was submitted. The one on the right is the
new FLUM in the new Comprehensive Land Use Plan that was just adopted a few weeks
ago.
Ms. Oakley reiterated the map on the left governs the project and identifies the site
as Rural Residential/Poor Soils. She noted possible uses include low density residential,
limited commercial, office, churches and public/institutional. The map on the right depicts
the property as Rural. Uses include low density residential, neighborhood scale commercial
within 1,000 ft of major intersections, agricultural and ag-related uses.
Ms. Oakley further noted that Appendix O of the current Land Use Plan lists Goal
2.0 – Provide a strong local planning environment that supports and enhances the economic
growth potential of Person County.
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Commissioner Palmer asked Ms. Oakley following the approximately ten years to
excavate the coal ash, what would then happen with the site, as presented. Ms. Oakley said
that was a good question for the applicant but reiterated this Conditional District Rezoning
request, if approved, was for a specific use with a specific site plan and should another use
be desired, a new application and approval would be required for such.
Chairman Powell announced speakers for the public hearing to limit their
comments to two minutes each.
Speaking in favor of the Petition CD-02-21, a request by Kevin Puryear Properties,
LLC, for a Conditional District Rezoning from R (Residential) to CD-RC (Conditional
District - Rural Conservation) for equipment storage and service on Tax Map and Parcel
Number A25-151 on 36 acres located on Dunnaway Road were:
Mr. Walter Cates, a local attorney for the applicant, stated Ms. Oakley pretty much
explained the request for a Conditional District Rezoning, which was a good plan to fix a
problem noting access to the site was via Duke Energy’s property. Mr. Cates noted the site
was well buffered from adjacent property. Mr. Cates said any future proposed use of the
site would have to come back before the Board for approval.
Mr. Cates stated Mr. Andrew Christ of Colfax was the engineer for the project and
was present and available for questions from the Board.
Mr. Cates stated Mr. Mike Kira of Semora and the owner, Mr. Kevin Puryear of
Roxboro were both present and available for questions from the Board.
The Board of Commissioners had no further questions.
Speaking in opposition to Petition CD-02-21, a request by Kevin Puryear
Properties, LLC, for a Conditional District Rezoning from R (Residential) to CD-RC
(Conditional District - Rural Conservation) for equipment storage and service on Tax Map
and Parcel Number A25-151 on 36 acres located on Dunnaway Road was Ms. Cynthia
Lynch.
Ms. Cynthia Lynch of 395 Union Grove Church Road, Hurdle Mills stated her
concerns had been addressed and she had no further comments.
A motion was made by Commissioner Palmer and carried 5-0 to close the public
hearing for Petition CD-02-21, a request by Kevin Puryear Properties, LLC, for a
Conditional District Rezoning from R (Residential) to CD-RC (Conditional District - Rural
Conservation) for equipment storage and service on Tax Map and Parcel Number A25-151
on 36 acres located on Dunnaway Road.
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CONSIDERATION TO GRANT OR DENY PETITION CD-02-21 - A REQUEST
BY KEVIN PURYEAR PROPERTIES, LLC, FOR A CONDITIONAL DISTRICT
REZONING FROM R (RESIDENTIAL) TO CD-RC (CONDITIONAL DISTRICT
- RURAL CONSERVATION) FOR EQUIPMENT STORAGE AND SERVICE ON
TAX MAP AND PARCEL NUMBER A25-151 ON 36 ACRES LOCATED ON
DUNNAWAY ROAD:
A motion was made by Commissioner Gentry and carried 5-0 to approve Petition
CD-02-21, a request by Kevin Puryear Properties, LLC, for a Conditional District
Rezoning from R (Residential) to CD-RC (Conditional District-Rural Conservation) for
equipment storage and service on Tax Map and Parcel Number A25-151 on 36 acres
located on Dunnaway Road. Commissioner Gentry noted the request was consistent with
the Person County Land Use Plan and future planning goals of the county, was reasonable,
and in the public interest as it meets the goals of the Person County Land Use Plan
specifically 2.0 - Provide a strong local planning environment that supports and enhances
the economic growth potential of Person County.
PUBLIC HEARING:
PETITION RZ-03-21 – A REQUEST BY TERRY L. AND CLARA D. VICK,
APPLICANTS AND PROPERTY OWNERS, FOR A REZONING OF THEIR
PROPERTY FROM R (RESIDENTIAL) TO RC (RURAL CONSERVATION),
LOCATED AT 6451 SEMORA RD., TAX MAP AND PARCEL NUMBER A26-15,
CONSISTING OF APPROXIMATELY 28 ACRES:
Planning Director, Lori Oakley announced that her staff spoke with the applicants
earlier in the day to find out that Mr. Vick was under the weather. Ms. Oakley stated
planning staff asked Mr. Vick if he would like staff to request a deferral to the Board’s
January meeting. Mr. Vick sent an email to Planning staff stating he would like to
withdraw his application for general rezoning on this date and instead will re-apply within
60 days for Conditional Rezoning.
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INFORMAL COMMENTS:
The following individuals appeared before the Board to make informal comments:
Mr. Chris Weaver of 243 Satterfield Farm Road, Timberlake referenced the Toyota
announcement at a mega site down the road and asked if Person County competed and was
Person County competing? Mr. Weaver stated he wanted more, better economic
development and asked what was Person County doing with its mega site; he said it was
just a big swimming pool with no sign.
Ms. Cynthia Lynch of 395 Union Grove Church Road, Hurdle Mills thanked
Commissioner Gentry and the Task Force members for their work noting two
commissioners attended the November 10, 2021 Task Force meeting and the other three
commissioners participated in private meetings with some of the Task Force members
which made her suspicious.
DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA:
A motion was made by Commissioner Palmer and carried 5-0 to approve the
Consent Agenda with the following items:
A. Approval of Minutes of November 15, 2021,
B. Budget Amendment #10,
C. Board of Education’s Resolution Requesting Approval from Person County
Board of Commissioners for the Transfer of Funds ($400,251) to Capital
Outlay, and
D. Approval of Bonds of the Finance Director, the Register of Deeds, the Tax
Administrator and the Sheriff
NEW BUSINESS:
PRESENTATION OF THE ANNUAL COMPREHENSIVE FINANCIAL REPORT
FOR FISCAL YEAR ENDING JUNE 30, 2021:
Finance Director, Amy Wehrenberg informed the Board that the Annual
Comprehensive Financial Report for Fiscal Year ending June 30, 2021 was completed and
submitted by the deadline of October 31, 2021. Ms. Wehrenberg introduced Person
County’s Audit Firm, Elliott Davis, and its CPA and Manager, Jami Crampton to share
with the Board the Auditor Required Communication and Audit Results for Fiscal Year
ending June 30, 2021.
Mr. Crampton stated he would provide an overview of the Fiscal Year 2021 Audit
giving credit to the Finance staff, following a data loss by the Cyber Incident, for efforts in
completing the Fiscal Year 2020 Audit which was presented to the Board in September
and now, just months later, are able to present Fiscal Year 2021.
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Ms. Wehrenberg shared the following presentation with the Board also regarding
Fiscal Year ending June 30, 2021.
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Chairman Powell complimented the Finance Department staff for their efforts
ensuring Person County sound finance position. County Manager, Heidi York stated the
Finance Department has gone above and beyond expectations even when down a position.
A motion was made by Vice Chairman Sims and carried 5-0 to accept the reports
of the Independent Auditor and Person County Finance Director.
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A RESOLUTION AUTHORIZING THE FIRE MARSHAL TO IMPLEMENT A
LOCAL BURN BAN:
Assistant County Manager, Katherine Cathey presented to the Board a Resolution
Authorizing the Fire Marshal to implement a local burn ban in response to the November
29, 2021 NC Forest Service statewide open burn ban. The statewide open burn ban
prohibits burning in excess of 100 ft. from an occupied dwelling and has cancelled all
burning permits due to increased fire risks related to climate conditions, i.e., lack of rain
and wind.
Ms. Cathey noted that county fire departments have been responding to grass fires
daily for the last week or so. Residents have been aware and reporting fires at a higher rate.
Ms. Cathey said the open burn ban prohibits burning leaves, branches and other
plant material. She reiterated burning trash, lumber, tires, newspapers, and plastics is
illegal. Governmental agencies have jurisdiction over open burning within 100 ft. of an
occupied dwelling. She noted the NC Forest Service has requested county fire marshals to
implement local burn bans so that fires can be extinguished within the 100 ft. of an
occupied dwelling. Ms. Cathey said to align with the state burn ban; the local burn ban
would prohibit campfires, fire pits, outdoor fireplaces, and burn barrels. She noted charcoal
and gas grills would be exempt from the ban within 100 ft. of dwellings.
Ms. Cathey further noted the resolution before the Board would apply to all
unincorporated areas of Person County. Ms. Cathey noted the County Fee Schedule
includes fines for complaint investigations for illegal open burning and said the residential
first offense is $50 and a second offense is $100. However, Ms. Cathey stated the local
ban would be used as an educational tool and would enable the local fire departments and
the Forest Service personnel to extinguish fires within 100 ft. of a dwelling. The Fire
Marshal’s Office would be authorized to issue a fine for illegal open burning and violations
of the ban.
If the Board approves the resolution, authority is given to the Fire Marshal, and
with the county’s current vacant Fire Marshal position, the Deputy Fire Marshal would be
authorized to issue a local ban as soon as tomorrow with a great enforcement effort by both
the NC Forest Service and local fire departments. In addition, Ms. Cathey said this would
apply to future bans with certain circumstances.
Vice Chairman Sims asked Ms. Cathey when a burn ban is lifted, could citizens
then burn their leaves to which she affirmed noting the resolution has language to repeal
the same way that it is implemented, as the Fire Marshal’s Office deem appropriate. Ms.
Cathey opined the county would follow the lead of the state and its decision to remove the
statewide ban and evaluate local conditions and follow suit.
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Vice Chairman Sims asked Ms. Cathey how would this be communicated with
citizens to which she said the county would use social media, newspaper and radio as well
as the county website.
County Attorney, Ellis Hankins explained the Fire Marshal had no inherent
authority nor statutory authority to declare a burning ban near structures however, the board
of county commissioners may confer that authority as such the purpose of the resolution
before the Board to authorize the county Fire Marshal.
Commissioner Gentry asked if another resolution would be needed to rescind a burn
ban and with a new resolution should another ban be needed to which Ms. Cathey said no
as the resolution before the Board would convey the authority to the Fire Marshal to make
those decisions based on local conditions.
When asked if parameters were need to be added, Mr. Hankins stated county and
municipal fire officials almost always follow the guide of the State Forest Service and he
let the Board know that the resolution before the Board was adequate and necessary at the
moment. Mr. Hankins said should there be a need to amend or repeal the resolution, the
Board certainly has that authority.
Vice Chairman Sims noted his preference that the first offense be a warning. Ms.
Cathey stated that was certainly the practice; however, the Forest Service told her that
during a burn ban, they did not issue a warning, and cited violators with a fee on the first
offense due to the extreme danger.
Commissioner Puryear asked Ms. Cathey questions on what was defined as
prohibited, i.e., a fire pit using propane, a tall outside heater using propane to which Ms.
Cathey stated the Forest Service defines the use of recreational fires, bonfires and outdoor
fireplaces as open flame. Mr. Hankins recommended citizens with questions to consult the
Fire Marshal’s Office.
Commissioner Palmer said as a lifelong resident of Person County, he just found
out two years ago that citizens needed a permit to burn leaves. The Board had consensus
that citizens do not know all the rules and an educational campaign was needed, i.e. flyers
on doors, mailers to property owners, include information with the tax bill flyers. County
Manager, Heidi York stated she could certainly add information on the tax flyer insert,
and/or let the Board know of the costs to mail information to citizens. Commissioner
Gentry stated this was another case in point where a Public Information Officer was needed
to address these types of things to which Ms. Cathey stated that job position had been
posted.
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Commissioner Sims stated his support of the burn ban but wanted to make the first
offense a warning without citation, with subsequent violations with a fine. Mr. Hankins
suggested to amend the resolution by added the following language as #5 on the resolution,
“The Fire Marshal’s Office shall issue a warning citation for a first offense, before issuing
a citation to be enforced with civil penalties or other remedies for subsequent violations.”
Commissioner Palmer noted a $50 fine was small in comparison to burning down
a $250,000 home. Mr. Hankins said the General Assembly has recently changed the law
about the remedies for enforcement of local ordinances noting he would soon be bringing
before the Board potentially amending county ordinance to conform to the statutory
changes.
A motion was made by Vice Chairman Sims and carried 5-0 to amend a
Resolution Authorizing the Fire Marshal to implement a local burn ban by adding #5 to
read “The Fire Marshal’s Office shall issue a warning citation for a first offense, before
issuing a citation to be enforced with civil penalties or other remedies for subsequent
violations” and to adopt the resolution as amended.
CHAIRMAN’S REPORT:
Chairman Powell wished all the citizens of Person County a Merry Christmas and
Happy Holidays. In response to public comments, he asked County Manager, Heidi York
to comment on information heard or seen factually related to battery manufacturers. Ms.
York stated the County has received requests and responded to public records requests
related to discussions containing text with battery manufacturers and specifically with
Volvo along with the County’s Economic Development Director’s email, texts noting no
records to substantiate some of the claims the Board has heard. Ms. York stated she would
conduct an investigation of matters if there was some proof that can be produced to show
that the Economic Development Director has mishandled inquiries or not returned phone
calls noting the Board has heard allegations about her performance and she did not have
any proof of what is stated on social media. Ms. York welcomed the opportunity to respond
in a formal manner if there is such documentation, but until that happens, she said it feels
like false claims against her. She further confirmed that to her knowledge, the Economic
Development Director has responded to every project and inquiry that comes to Person
County. Chairman Powell stated as the Board’s Chairman, he takes very seriously
accusations and he researched and now defends county operations; he noted however, he
has found questionable inquiries from people who claim to have information on companies
that desire to relocate in Person County but none have proven to have any validity and
appear to be an attempt to discredit the Economic Development Director. Chairman Powell
urged anyone that has proof to come forward for accountability.
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MANAGER’S REPORT:
County Manager, Heidi York reported that County offices are closed on Friday,
December 31, 2021, as it is a State and County holiday. She noted the Tax Office has
historically taken in many citizen’s property tax payments in person on this date and further
noted a Drop Box for payments was in place to accept payments. Ms. York asked the
group to get the word out to pay tax bills prior to the 31st. County Attorney, Ellis Hankins
said citizens have until January 5, 2021 to pay taxes without penalty.
COMMISSIONER REPORT/COMMENTS:
Vice Chairman Sims commented on the following:
Regarding the November 10, 2021 Task Force meeting that was called, he stated it
was not an official Board of Commissioners’ meeting by Commissioner Gentry
sending out a press release inviting the commissioners. Commissioner Gentry said
she sent out two emails without a response from three commissioners and
confirmed it was not an official commissioner meeting. Vice Chairman Sims stated
he had a conflict with the November 10, 2021 meeting and by the time he was able
to join the meeting, it was not procedurally acceptable, as it would not provide the
required 48-hour notice for a quorum of the Board of Commissioners to attend.
Stated the Jingle on the Main was great, very festive event with a great turnout, and
Encouraged attendance of the Roxboro Area Chamber Christmas parade to be held
on December 11, 2021 starting at 2:00pm.
Commissioner Gentry stated the Economic Development Task Force members
requested the meeting and wanted the commissioners to attend; she noted her preference
for the meeting to be held in open session with transparency allowing the public to attend
and not held behind closed doors in private.
Commissioner Palmer commended county staff noting he was pleased to be on the
team for three more years.
Commissioner Puryear wanted to clarify that he was approached by Task Force
members to have a meeting and that he and Chairman Powell accepted their invitation.
78
December 6, 2021
32
CLOSED SESSION #1
A motion was made by Commissioner Puryear and carried 5-0 to enter into Closed
Session at 8:33pm to consult with the County Attorney on a matter within the scope of the
attorney-client privilege, and to consider and give instructions to the attorney concerning
the handling or settlement of a judicial action, under G.S. 143-318.11(a)(3), and to include
the following County Attorney, Ellis Hankins, County Manager, Heidi York, Assistant
County Manager, Katherine Cathey, Clerk to the Board, Brenda Reaves and Planning
Director, Lori Oakley into the closed session.
Chairman Powell called the Closed Session #1 to order at 8:36pm.
A motion was made by Vice Chairman Sims and carried 5-0 to return to open
session at 8:54pm.
ADJOURNMENT:
A motion was made by Vice Chairman Sims and carried 5-0 to adjourn the
meeting at 8:54pm.
_____________________________ ______________________________
Brenda B. Reaves Gordon Powell
Clerk to the Board Chairman
(Draft Board minutes are subject to Board approval).
79
1/3/2022
Dept./Acct No.Department Name Amount
Incr / (Decr)
EXPENDITURES General Fund
General Government 181,343
Public Safety 1,960
Transportation 129,456
Human Services 113,198
Contingency (170,105)
REVENUES General Fund
Other Revenues 18,996
Intergovernmental Revenues 236,856
EXPENDITURES PI & MRF Fund
Community Rehab Prog Services 22,008
REVENUES PI & MRF Fund
Intergovernmental Revenues 22,008
Explanation:
BUDGET AMENDMENT
Transferring from Contingency (-$170,105) to Human Resources for annual property and liability insurance costs
($170,105); amending budget for reimbursement from City of Roxboro for costs of 2021 municipal election ($11,238);
receipt of insurance proceeds for damage to vehicles in the Sheriff's Department ($1,322), EMS ($638) and PATS
($5,798); received the Rural Operating Assistance Program Grant ($156,337) from NCDOT for PATS, Senior Center
and Person Industries; and recognizing program adjustments for various DSS programs ($102,527).
BA-1180
Person County Board of Commissioners
2022 COMMITTEE ASSIGNMENTS
Chairman Gordon Powell
Airport Commission
Board of Health
Economic Development Commission
Research Triangle Regional Partnership
Vaya Health Regional Board
Vice Chairman Derrick Sims
COG Board
Fire Chief’s Association
Region K Workforce Development Board
Social Services Board
Commissioner Kyle Puryear
Board of Equalization and Review
Home & Community Care Block Grant Adv. Committee
Library Board
Local Emergency Planning Committee
Person County Senior Center Advisory Council
Commissioner Charlie Palmer
Animal Control Advisory Committee
Community Services Block Grant Advisory Council
Extension Advisory Committee
Juvenile Crime Prevention Council
Recreation Advisory Board
Commissioner PJ Gentry
Environmental Issues Advisory Committee
Kerr Tar RPO – TAC
Person Area Transportation System Board
Person County Partnership for Children
Upper Neuse River Basin Association
DRAFT presented on January 3, 2022
81
AGENDA ABSTRACT
Meeting Date: January 3, 2022
Agenda Title: Records Retention and Disposition Schedule
Summary of Information:
Two new updates pertinent to local governments’ retention schedules were approved and issued by
the NC Department of Natural and Cultural Resources effective October 1, 2021. The two new
updates for approval by the Board of Commissioners are:
2021 General Records Schedule: Local Government Agencies
Change Log
2021 Program Records Schedule: Local Government Agencies
Change Log
The 2021 Program Records Schedule for Local Government Agencies is a new retention schedule
created from the former County Management (last updated in 2013) and Municipal (last updated in
2012) retention schedules. This schedule contains specific functions of government at the county and
municipal level. This schedule contains a standard for Law Enforcement records, but County
Sheriff’s Offices should continue to use their specific standalone schedule. Similarly, the schedule
also contains a Tax Records standard. County Tax Administration offices should continue to follow
the County Tax Administration schedule. In addition, a “change log” listing new revisions is
included above with each of the retention schedules.
Recommended Action: Upon adoption of the Records Retention and Disposition Schedule,
signature pages will be submitted to the NC Department of Natural and Cultural Resources, as
requested.
Submitted By: Heidi York, County Manager
82
RECORDS RETENTION AND DISPOSITION
SCHEDULE
GENERAL RECORDS SCHEDULE:
LOCAL GOVERNMENT AGENCIES
Issued By:
North Carolina Department of Natural and Cultural Resources
Division of Archives and Records
Government Records Section
October 1, 2021
83
CONTENTS
Approval ..........................................................................................................................................iv
Front Matter
Executive Summary ......................................................................................................................... v
Legend for Records Schedule ......................................................................................................... vii
Records Retention and Disposition Schedule
Standard 1: Administration and Management Records ................................................................. 1
Standard 2: Budget, Fiscal, and Payroll Records ........................................................................... 23
Standard 3: Geographic Information System Records ................................................................. 36
Standard 4: Human Resources Records .........................................................................................43
Standard 5: Information Technology Records ...............................................................................61
Standard 6: Legal Records ..............................................................................................................67
Standard 7: Public Relations Records ........................................................................................... 75
Standard 8: Risk Management Records ........................................................................................ 80
Standard 9: Workforce Development Records ............................................................................. 86
Appendix
Managing Public Records in North Carolina ................................................................................ A-1
Audits, Litigation, and Other Official Action ................................................................................ A-5
Transitory Records ....................................................................................................................... A-6
Destruction of Public Records ...................................................................................................... A-8
Sample Destructions Log ............................................................................................... A-10
Electronic Records: E-mail, Born Digital Records, and Digital Imaging ..................................... A-11
Geospatial Records ................................................................................................................... A-13
Security Preservation Copies of Records ................................................................................... A-15
Disaster Assistance .................................................................................................................... A-17
Staff Training .............................................................................................................................. A-18
Request Forms
Request for Change in Records Schedule ...................................................................... A-19
Request for Disposal of Unscheduled Records .............................................................. A-20
Request for Disposal of Original Records Duplicated by Electronic Means .................. A-21
File Plan ...................................................................................................................................... A-22
Related Records Series in Program Schedules ........................................................................... A-23
Index ........................................................................................................................................ A-30
84
2021 General Records Schedule:
Local Government Agencies
The records retention and disposition schedules and retention periods governing the records series listed herein
are hereby approved. This approval extends to and includes the following standards in the 2021 General Records
Schedule: Local Government Agencies:
1. Administration and Management Records
2. Budget, Fiscal, and Payroll Records
3. Geographic Information System Records
4. Human Resources Records
5. Information Technology Records
6. Legal Records
7. Public Relations Records
8. Risk Management Records
9. Workforce Development Records
In accordance with the provisions of Chapters 121 and 132 of the General Statutes of North Carolina, it is agreed
that the records do not and will not have further use or value for official business, research, or reference purposes
after the respective retention periods specified herein and are authorized to be destroyed or otherwise disposed
of by the agency or official having custody of them without further reference to or approval of either party to this
agreement.
Destructions
G.S. § 121-5 authorizes the Department of Natural and Cultural Resources to regulate the destruction of public
records. Furthermore, the local government agency agrees to comply with 07 NCAC 04M .0510 when deciding on a
method of destruction. The North Carolina Administrative Code states:
“(a) Paper records which have met their required retention requirements and are not subject to legal or other
audit holds should be destroyed in one of the following ways:
1. burned, unless prohibited by local ordinance;
2. shredded, or torn up so as to destroy the record content of the documents or
material concerned;
3. placed in acid vats so as to reduce the paper to pulp and to terminate the existence of the
documents or materials concerned; or
4. sold as waste paper, provided that the purchaser agrees in writing that the documents or
materials concerned will not be resold without pulverizing or shredding the documents so that
the information contained within cannot be practicably read or reconstructed.
(b) When used in an approved records retention and disposition schedule, the provision that electronic records are
to be destroyed means that the data and metadata are to be overwritten, deleted, and unlinked so the data and
metadata may not be practicably reconstructed.
(c) When used in an approved records retention and disposition schedule, the provision that confidential records
of any format are to be destroyed means the data, metadata, and physical media are to be destroyed in such a
manner that the information cannot be read or reconstructed under any means.”
All local government agencies should maintain logs of their destructions either in the minutes of their governing
board or in their Records Management file. Confidential records will be destroyed in such a manner that the
records cannot be practicably read or reconstructed.
Public records, including electronic records, not listed in this schedule are not authorized to be destroyed.
85
ii 2021 General Records Schedule: Local Government Agencies
Audits and Litigation Actions
Records subject to audit or those legally required for ongoing official proceedings must be retained until released
from such audits or official proceedings, notwithstanding the instructions of this schedule.
Electronic Records
All local government agencies and the Department of Natural and Cultural Resources concur that the long-term
and/or permanent preservation of electronic records requires additional commitment and active management by
the agency. Agencies agree to comply with all policies, standards, and best practices published by the Department
of Natural and Cultural Resources regarding the creation and management of electronic records.
Local government agencies should consider retention requirements and disposition authorities when designing
and implementing electronic records management systems. Any type of electronically-created or electronically-
stored information falls under the North Carolina General Assembly’s definition of public records cited above. For
example, e-mail, text messages, blog posts, voicemails, websites, word processing documents, spreadsheets,
databases, and PDFs all fall within this definition of public records. In addition, G.S. § 132-6.1(a) specifies:
“Databases purchased, leased, created, or otherwise acquired by every public agency containing public
records shall be designed and maintained in a manner that does not impair or impede the public agency's
ability to permit the public inspection and examination of public records and provides a means of
obtaining copies of such records. Nothing in this subsection shall be construed to require the retention by
the public agency of obsolete hardware or software.”
Local government agencies may scan any paper record and retain it electronically for ease of retrieval. If an
agency wishes to destroy the original paper records before their assigned retention periods have been met, the
agency must establish an electronic records policy, including putting into place procedures for quality assurance
and documentation of authorization for records destructions approved by the Government Records Section. This
electronic records policy and releases for destruction of records must be approved by the Government Records
Section. Agencies should be aware that for the purpose of any audit, litigation, or public records request, they are considered the records custodian obligated to produce requested records, even if said records are being
maintained electronically by an outside vendor. Therefore, contracts regarding electronically stored information
should be carefully negotiated to specify how records can be exported in case a vendor goes out of business or the
agency decides to award the contract to a different vendor.
Reference Copies
All local government agencies and the Department of Natural and Cultural Resources agree that certain records
series possess only brief administrative, fiscal, legal, research, and reference value. These records series have been
designated by retention periods that allow these records to be destroyed when “reference value ends.” All local
government agencies hereby agree that they will establish and enforce internal policies setting minimum retention
periods for the records that Natural and Cultural Resources has scheduled with the disposition instruction “destroy
when reference value ends.” If a local government agency does not establish internal policies and retention
periods, the local government agency is not complying with the provisions of this retention schedule and is not
authorized by the Department of Natural and Cultural Resources to destroy the records with the disposition
instruction “destroy when reference value ends.”
Record Copy
A record copy is defined as “The single copy of a document, often the original, that is designated as the official
copy for reference and preservation.”1 The record copy is the one whose retention and disposition is mandated by
this schedule; all additional copies are considered reference or access copies and can be destroyed when their
usefulness expires. In some cases, postings to social media may be unofficial copies of information that is captured
elsewhere as a record copy (e.g., a press release about an upcoming agency event that is copied to various social
media platforms). Appropriately retaining record copies and disposing of reference copies requires agencies to
1 Society of American Archivists, Dictionary of Archives Terminology.
86
iii
2021 General Records Schedule: Local Government Agencies
designate clearly what position or office is required to maintain an official record for the duration of its
designated retention period.
Transitory Records
Transitory records are defined as “record[s] that [have] little or no documentary or evidential value and that need
not be set aside for future use.”2
North Carolina has a broad definition of public records. However, the Department of Natural and Cultural Resources recognizes that some records may have little or no long-term documentary or evidential value to the
creating agency. These records are often called transitory records. They may be disposed of according to the
guidance below. However, all public employees should be familiar with their appropriate retention schedule and
any other applicable guidelines for their office. If there is a required retention period for these records, that
requirement must be followed. When in doubt about whether a record is transitory or whether it has special
significance or importance, retain the record in question and seek guidance from a DNCR records analyst.
Routing slips and transmittal sheets adding no information to that contained in the transmitted material have
minimal value after the material has been successfully transmitted. These records may be destroyed or otherwise
disposed of after receipt of the material has been confirmed. Similarly, “while you were out” slips, memory aids,
and other records requesting follow-up actions (including voicemails and calendar invites) have minimal value once
the official action these records are supporting has been completed and documented. These records may be
destroyed or otherwise disposed of once the action has been resolved.
Drafts and working papers, including notes and calculations, are materials gathered or created to assist in the
creation of another record. All drafts and working papers are public records subject to all provisions of Chapter
132 of the General Statutes, but many of them have minimal value after the final version of the record has been
approved, and may be destroyed after final approval, if they are no longer necessary to support the analysis or
conclusions of the official record. Drafts and working documents that may be destroyed after final approval
include:
• Drafts and working papers for internal and external policies
• Drafts and working papers for internal administrative reports, such as daily and monthly
activity reports;
• Drafts and working papers for internal, non-policy-level documents, such as informal workflows and
manuals; and
• Drafts and working papers for presentations, workshops, and other explanations of agency policy that is
already formally documented.
Forms used solely to create, update, or modify records in an electronic medium may be destroyed in office after
completion of data entry and after all verification and quality control procedures, so long as these records are not
required for audit or legal purposes. However, if the forms contain any analog components that are necessary to
validate the information contained on them (e.g., a signature or notary’s seal), they must be retained according to
the disposition instructions for the records series encompassing the forms’ function.
2 Ibid.
87
88
v
EXECUTIVE SUMMARY
Some records are covered by the Local Agency Program Retention and Disposition
Schedules. See the appendix for Related Records Series Found in Local Agency Program
Schedules.
According to N.C. Gen. Stat. § 121-5(b) and N.C. Gen. Stat. § 132-3, you may destroy public
records only with the consent of the Department of Natural and Cultural Resources
(DNCR). The State Archives of North Carolina is the division of DNCR charged with
administering a records management program. This schedule is the primary way the State
Archives of North Carolina gives its consent. Without approving this schedule, your agency
is obligated to obtain the State Archives of North Carolina’s permission to destroy any
record, no matter how insignificant.
Each records series listed on this schedule has specific disposition instructions that will
indicate how long the series must be kept in your office. In some cases, the disposition
instructions are simply “retain in office permanently,” which means that those records
must be kept in your office forever. In other cases, the retention period may be “destroy
in office when reference value ends.” An agency may have reference copies of materials,
meaning “a copy of a record distributed to make recipients aware of the content but not
directing the recipient to take any action on the matter” (from Society of American
Archivists, Dictionary of Archives Terminology). Your agency must establish and enforce
internal policies by setting minimum retention periods for the records that the State
Archives of North Carolina has scheduled with the disposition instructions, “destroy when
reference value ends.”
E-mail is a record as defined by N.C. Gen. Stat. § 121-5 and N.C. Gen. Stat. § 132. It is the
content of the e-mail that is critical when determining the retention period of a particular
e-mail, including attachments, not the media in which the record was created. It is
important for all agency employees and officials to determine the appropriate records
series for specific e-mails and retain them according to the disposition instructions listed
with the identified record series.
The State Archives of North Carolina recommends that all agency employees and officials
view the tutorials that are available online through the State Archives website in order to
familiarize themselves with records management principles and practices. The State
Archives of North Carolina’s online tutorials include topics such as records management
and scanning guidelines.
The State Archives of North Carolina creates security preservation record copies for
minutes and selected other records of governing bodies and commissions, adoption
records, and maps and plats. Agencies can request copies of the digital images made
during this process. Contact the appropriate Records Management Analyst to begin this
process.
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2021 General Records Schedule: Local Government Agencies
If you have records that are not listed in this schedule, contact a Records Management
Analyst. An analyst will discuss the nature of the records with you to determine if the
records have historical value. If the records do not have historical value, we will ask you to
complete a Request for Disposal of Unscheduled Records (page A-20) for records that are
no longer being created.
90
vii
LEGEND FOR RECORDS SCHEDULE
This records retention and disposition schedule applies to records in all media, unless otherwise
specified.
– symbol designating that one or more records in this series may be confidential or may include
confidential information.
Item # – an identifying number assigned to each records series for ease of reference.
Series – “a group of similar records that are . . . related as the result of being created, received, or used
in the same activity.” (From Society of American Archivists, Dictionary of Archives Terminology).
Series in this schedule are based on common functions in government offices.
Records Series Title – a short identification of the records in a series, based on their common function. Series Description – a longer description of the records in a series, often including the types of records
that can frequently be found in that series. This information is included underneath the Records
Series Title.
Disposition Instructions – instructions dictating the length of time a series must be retained and how
the office should dispose of those records after that time.
Citation – a listing of references to statutes, laws, and codes related to the records series. Citations can
include:
• Authority: governing the creation of records
• Confidentiality: limiting access to public records
• Retention: setting a retention period
Throughout this schedule, items that cross-reference other items within this schedule are indicated with
a SEE ALSO reference. If you hover your cursor over one of these items, you will see the hand tool that
will enable you to click on the item to follow the link to that location.
No destruction of records may take place if litigation or audits are pending or reasonably anticipated.
See also AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION, page A-5.
Sample records series title and description with
cross-reference included
91
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 1
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
Official records pertaining to the authority, operating philosophy, methods, primary functions, and routine office administration of local agencies.
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.01 ABSTRACTS OF MUNICIPAL ELECTIONS
Copies of abstracts prepared by the County Board of
Elections and forwarded to the municipal clerk.
Destroy in office when reference value ends.±
Agency Policy: Destroy in office after ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟
Retention Note: Official record maintained permanently by the
County Board of Elections.
Authority:
G.S. 163-300
1.02 ACCREDITATION RECORDS
Records documenting accreditations and certifications
received by the agency. Includes applications, final
reports, and other related records. Also includes
evaluations of the agency by outside entities.
Destroy in office 5 years after superseded or obsolete. Authority:
10A NCAC 48B
1.03 ADMINISTRATIVE DIRECTIVES, REGULATIONS, AND
RULES @
Records documenting requirements or directives
promulgated by the agency for the conduct of a
business or activity on agency premises or under
agency authority.
Destroy in office when superseded or obsolete.
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2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 2
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.04 AUDITS: PERFORMANCE @
Records concerning internal and external audits
conducted to assess the function of government
programs. Includes reports, working papers,
corrective measures, and other related records.
SEE ALSO: Audits: Financial (STANDARD 2: BUDGET,
FISCAL, AND PAYROLL RECORDS).
a) Retain in office permanently reports related to internal
compliance or operational audits, hazardous material, or
those that document a significant change in agency
practices.
b) Destroy in office PCI attestation reports after 3 years.
c) Destroy in office remaining audit reports after 10 years.
d) Destroy in office documentation of corrective measures 2
years after their implementation.
e) Destroy in office working papers and remaining records
when superseded or obsolete.
1.05 BLUEPRINTS AND SPECIFICATIONS @
Blueprints and specifications of agency owned
buildings and facilities. Includes as-built plans and
related records concerning approved changes.
a) Transfer as-built drawings to new owner when agency
relinquishes ownership of building or facility.
b) Retain in office as-built drawings for life of structure and
then destroy.
c) Destroy in office blueprints, floorplans, and other
preliminary design and construction documents when
superseded or obsolete.
Confidentiality:
G.S. 132-1.7
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2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 3
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.06 BONDS
Records documenting written guarantees from a third
party, including bid bonds, payment bonds,
performance bonds, and surety bonds.
SEE ALSO: Bids for Purchase (STANDARD 2: BUDGET,
FISCAL, AND PAYROLL RECORDS), and Projects
(below).
Destroy in office 5 years after expiration or cancellation.
1.07 BULLETINS
Internal information sharing materials that circulate
information within the agency. Also includes
memoranda and newsletters.
Destroy in office when superseded or obsolete.
1.08 BUSINESS CERTIFICATION RECORDS
Applications and supporting documentation submitted
by businesses to be certified as a Small Business
Enterprise (SBE) or other classification.
a) Destroy in office all documentation 3 years after most
recent recertification.
b) If certification was never issued, destroy in office all
documentation when reference value ends.±
Agency Policy: Destroy in office after _____________ ͟͟͟
1.09 BUSINESS DEVELOPMENT SUBJECT FILE Destroy in office after 3 years.
1.10 CALENDARS OF EVENTS AND APPOINTMENTS Destroy in office when superseded or obsolete.
1.11 CENSUS PROJECT RECORDS
Records created to assist the U.S. Census Bureau with
the decennial census.
Destroy in office when reference value ends.±
Agency Policy: Destroy in office after
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2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 4
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.12 CHARTER RECORDS
Charter and charter proceedings related to adoption,
amendment and/or repeal.
Retain in office permanently.
1.13 COLLECTED DATA
Information and statistics compiled and analyzed for
research purposes or to support the functions of the
agency.
SEE ALSO: Data Warehouses (STANDARD 5:
INFORMATION TECHNOLOGY RECORDS).
Destroy in office when superseded or obsolete. If data contains
confidential
information, abide
by relevant
restrictions.
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2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 5
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.14 CONSTITUENT COMMENTS, COMPLAINTS, PETITIONS,
AND SERVICE REQUESTS @
Records concerning objections, dissatisfaction, or
disagreements with actions or positions taken or not
taken by the agency. Includes comments and
petitions submitted by constituents requesting action as well as routine requests for service. Also includes
requests for reasonable accommodation to the
general public under Title II of the Americans with
Disabilities Act, Housing and Urban Development Act,
1973 Rehabilitation Act, and Title VII of the Civil Rights
Act of 1964; including constituent requests, survey of
agency buildings to determine accessibility to the
physically handicapped, proposals for implementation,
correspondence (including e-mail), and resolutions.
SEE ALSO: Civil Rights Records (STANDARD 6: LEGAL
RECORDS).
a) Transfer records as applicable to Litigation Case Records
(STANDARD 6: LEGAL RECORDS).
b) Destroy in office comments, complaints, petitions, and
requests 1 year after resolution.*
c) Destroy in office accommodation requests 2 years after
resolution.*
Authority:
42 USC 12132
1.15 CONSTITUENT SURVEYS
Surveys and related records addressing agency
services, policies, and other concerns.
Destroy in office when reference value ends.±
Agency Policy: Destroy in office after ________ _____
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2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 6
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.16 CORRESPONDENCE AND MEMORANDA
Administrative and management
correspondence/memoranda (including e-mail)
written or received by the office concerning agency
authority, operating philosophy, purpose, methods,
and any other function.
For information on handling e-mail and text or instant
messages, see ELECTRONIC RECORDS, page A-11. SEE
ALSO: Public Bodies: Correspondence (below) and
Legal Correspondence (STANDARD 6: LEGAL
RECORDS).
a)Transfer correspondence (including e-mail) with historical
value to History Records (below), after 3 years.
b)Destroy routine administrative correspondence and
memoranda after 1 year.
c)Destroy in office remaining records after 3 years.
Retention Note: The correspondence (including e-mail) of the
most senior administrator has historical value and should be
retained permanently.
1.17 CUSTOMER CALL CENTER RECORDINGS @
Recordings of calls to customer service centers made
for quality assurance and training purposes.
Destroy in office after 30 days.
1.18 EQUIPMENT AND VEHICLE MAINTENANCE, REPAIR,
AND INSPECTION RECORDS @
Records concerning the maintenance, repair, routine
testing, and inspection of agency owned equipment
and vehicles. Also includes warranties.
SEE ALSO: Grants (below), and System Maintenance
Records: Hardware Repair or Service (STANDARD 5:
INFORMATION TECHNOLOGY RECORDS).
a)Destroy in office records documenting routine inspections,
janitorial cleaning, and routine maintenance of equipment
and vehicles after 1 year.*
b)Destroy in office records documenting all other
maintenance and repairs after 3 years.*
c)Destroy in office warranties 1 year after expiration.
97
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 7
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.19 EQUIPMENT AND VEHICLE REFERENCE RECORDS
Includes operation, specification, and technical
manuals. Also includes brochures, bulletins, and
related documentation.
Destroy in office when superseded or obsolete.
1.20 EQUIPMENT, FACILITY, AND VEHICLE USAGE
RECORDS
Records documenting the assignment, request, and
usage of agency assets. Also includes mileage and
checkout logs, fuel consumption reports, reservation
requests, authorizations, utility usage logs, and similar
records.
a) Destroy in office after 3 years if records are used for
allocating costs or determining payment under rental or
lease agreements.*
b) Destroy in office remaining records after 1 year.
1.21 FACILITY MAINTENANCE, REPAIR, AND INSPECTION RECORDS
Records documenting maintenance, repair, and
inspection of agency-owned facilities, including
warranties on said repairs. Also includes any real
property owned by the agency.
SEE ALSO: Contracts, Leases, and Agreements
(STANDARD 6: LEGAL RECORDS), Property
Management Records (below).
a) Destroy in office records documenting system repair and
improvement (including plumbing, electrical, fire, and
other systems) after 3 years.
b) Destroy in office records documenting routine inspections,
janitorial cleaning, environmental monitoring, and routine
maintenance of facilities after 1 year.
c) Destroy in office warranties 1 year after expiration.
1.22 FORMS AND TEMPLATES
Blank forms, templates, and letterhead used to create
agency records.
Destroy in office when superseded or obsolete.
98
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 8
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.23 GRANT PROPOSALS
Proposals submitted for grants, including applications,
correspondence (including e-mail), and other related
records.
a) Transfer records concerning approved grants to Grants
(below).
b) Destroy in office rejected or withdrawn grant proposals
when reference value ends.±
Agency Policy: Destroy in office after ________ ____
1.24 GRANTS @
Records concerning approved federal, state, and
private grants. File includes applications, reports,
records of equipment purchased with grant funds, and
all relevant programmatic records. Also includes any
required certifications and disclosures, documentation
about grants issued by the agency, and research
records generated as part of a grant project.
SEE ALSO: Grants: Financial (STANDARD 2: BUDGET,
FISCAL, AND PAYROLL RECORDS).
a) 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.
b) Destroy in office records of state and private grants 5 years
after final financial report is filed.*
c) Destroy in office records of grants funded by local
appropriations and other federal grants 3 years after final
financial report is filed.
d) Destroy in office records not relating to a specific grant
after 1 year.
Retention Note: According to 2 CFR 200.333(c), records for real
property and equipment acquired with Federal funds must be
retained for 3 years after disposition of the
property/equipment.
Retention:
09 NCAC 03M .0703 2 CFR 200.333
99
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 9
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.25 HISTORICAL DESIGNATIONS RECORDS
Records concerning the awarding of historical markers
by the agency. Includes applications, review materials,
and list of markers.
a) Retain in office permanently the list of historical markers
along with the accepted applications.
b) Destroy in office after 1 year rejected applications.
c) Destroy in office remaining materials after 3 years.
1.26 HISTORY RECORDS (AGENCY AND EMPLOYEES)
Records concerning the history of the agency and its
employees. Includes published and unpublished
histories, biographical data, photographs, newspaper
clippings, and other related records.
a) Retain in office records with historical value permanently.
b) Destroy in office remaining records when reference value
ends.±
Agency Policy: Destroy in office after _______________
1.27 IMPROPER CONDUCT INVESTIGATIONS
Records concerning investigations triggered by
questions about ethics or conduct within an agency,
such as whistleblower reports or allegations of fraud.
Includes complaints, reports, investigations, and other
related records. Also includes records from an ombuds
office.
Destroy in office 3 years after resolution.*
1.28 INDICES @
Listings of where specific information can be found.
Destroy in office when superseded or obsolete.
1.29 INTERAGENCY PROGRAMS
Records of programs involving more than one
government agency. Includes resource materials,
program information, and other related records.
Destroy in office when reference value ends.±
Agency Policy: Destroy in office after ________ ____
100
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 10
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.30 INVENTORIES @
Inventories describing the type of property (including
equipment and facilities other and fixed assets), its
location, and related information. Also includes
inventory control and usage records, such as
requisitions/draw tickets, mileage logs, request forms, and other related records.
a)Destroy in office lists of properties, facilities, fixed assets,
supplies, and surplus property when superseded or
obsolete.
b)Destroy in office inventory control and usage records after
3 years.
1.31 LEGISLATION AND REGULATORY RECORDS
Notices and copies of proposed or adopted state or
federal legislation or regulations affecting the agency.
Destroy in office when reference value ends.±
Agency Policy: Destroy in office after ________ ____
1.32 LOGISTICS MATERIALS
Records concerning scheduled plans of agency
personnel and activities. Includes routine notices, task
lists, and arrangements.
Destroy in office when superseded or obsolete.
1.33 MAIL: UNDELIVERABLE/RETURNED
Outgoing agency mail returned by the post office for
any reason, including insufficient postage, incorrect
address, forwarding order expired, etc. Also includes
outgoing e-mail returned for any reason.
Destroy in office after 30 days.
Retention Note: If notification is necessary for a particular
process, reference the relevant case file for disposition
instructions (e.g., tax notifications).
1.34 MAILING AND DISTRIBUTION RECORDS
Includes mailing and meeting notification lists, e-mail
distribution lists, Sunshine Lists, and related
documentation of transactions with the U.S. Postal
Service, state courier, or private carriers.
a)Destroy in office Sunshine Lists when superseded or
obsolete.
b)Destroy in office remaining records when reference value
ends.±
Agency Policy: Destroy in office after _______________
Confidentiality:
G.S. 132-1.12
G.S. 132-1.13
101
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 11
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.35 MEMBERSHIP RECORDS
Records concerning associations, organizations,
groups, etc., with which the agency is involved.
Includes records concerning memberships or
registrations on behalf of the agency or agency
personnel.
Destroy in office when superseded or obsolete.
1.36 MISCELLANEOUS (NON-BUILDING) APPLICATIONS,
LICENSES, AND PERMITS
Includes, but not limited to, applications and permits
regarding free government-issued business permits,
burning, special events, and landscape establishment.
a) Destroy in office 1 year after expiration of license/permit.
b) Destroy in office applications for which a license/permit
was never issued when reference value ends.±
Agency Policy: Destroy in office after ____________
1.37 OFFICE AND PROPERTY SECURITY RECORDS
Records concerning the security of agency offices,
facilities, vehicles, equipment, property, and
personnel. Includes visitors’ register; security,
employee, or contractor access to facilities or
resources; and surveillance system reports and
recordings.
SEE ALSO: Employee Security Records (STANDARD 8:
RISK MANAGEMENT).
a) If the recording necessitates law enforcement action,
transfer to the appropriate agency.
b) If the recording becomes evidence in a personnel
investigation or lawsuit, transfer to Disciplinary Actions
(STANDARD 4: HUMAN RESOURCES RECORDS), or Litigation
Case Records (STANDARD 6: LEGAL RECORDS).
c) Destroy in office recordings not required to support known
investigations or litigation after 30 days.
d) Destroy in office remaining records after 1 year.
Confidentiality:
G.S. 132-1.7
102
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 12
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.38 ORDINANCES
Includes code of ordinances.
See the SECURITY PRESERVATION COPIES OF
RECORDS section on page A-15 for instructions on
imaging.
a)Retain in office official copy permanently.
b)Destroy in office ordinance development records when
ordinance is no longer in effect.
c)Destroy in office additional copies (including tabled or
failed ordinances) when reference value ends.±
Agency Policy: Destroy in office after ____________
1.39 PEST CONTROL
Records concerning pest abatement or eradication
programs overseen by the agency.
SEE ALSO: Facility Maintenance, Repair, and Inspection
Records (above).
Destroy in office after 3 years.*
1.40 PHONE LOGS
Records documenting calls placed and received in the
course of conducting agency business.
SEE ALSO: Accounts Payable (STANDARD 2: BUDGET,
FISCAL, AND PAYROLL RECORDS), Voice over Internet
Protocol (VoIP) Records (STANDARD 5: INFORMATION
TECHNOLOGY RECORDS).
Destroy in office after 1 year.
103
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 13
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.41 POLICIES AND PROCEDURES @
Records documenting the formulation, planning, and
adoption of policies, procedures, and functions of the
agency and its departments. File also includes
organizational charts, reorganization studies, and
similar records describing the arrangement and administrative structure of the agency.
SEE ALSO: Civil Rights Records (STANDARD 6: LEGAL
RECORDS), Policies and Procedures (Personnel)
(STANDARD 4: HUMAN RESOURCES RECORDS),
Electronic Records Policies and Procedures
(STANDARD 5: INFORMATION TECHNOLOGY
RECORDS).
a) Retain in office records with historical value permanently.
b) Destroy in office remaining records when superseded or
obsolete.
1.42 POLL LIST/REGISTRATION LIST/ROSTER/
AUTHORIZATION TO VOTE (ATV) @
Lists documenting registered electors and votes cast
prior to County Board of Elections taking over municipal elections. Includes electronic or paper ATV
related records such as ATV books, forms, unused
stickers, lists, registers, indexes, or similar records
used to verify persons are registered voters at each
polling location.
Contact State Archives of North Carolina prior to destroying old
poll books and voter registration books.
Authority:
G.S. 163 Art. 15A
G.S. 163-166.7
08 NCAC 10B .0103
52 USC Chap. 205
1.43 PRICE QUOTATIONS Destroy in office when reference value ends.±
Agency Policy: Destroy in office after ________ ____.
104
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 14
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.44 PROCLAMATIONS AND ORDERS
Proclamations and orders issued by the governing
board.
a) Retain in office records with historical value permanently.
b) Destroy in office remaining records when reference value
ends.±
Agency Policy: Destroy in office after ________ ____
1.45 PROJECTS @
Includes project correspondence (including e-mail),
feasibility studies, final reports, specifications,
assessments, notices to proceed, cost estimates,
change orders, statements of work, and similar
documentation.
SEE ALSO: Project Documentation (STANDARD 5:
INFORMATION TECHNOLOGY RECORDS).
a) Retain in office records with historical value permanently.
b) Destroy in office remaining records 3 years after
completion of project.
1.46 PROPERTY MANAGEMENT RECORDS
Includes appraisals of the financial valuation of
agency-owned property as well as surveys, plats, and
maps.
SEE ALSO: Facility Maintenance, Repair, and Inspection
Records (above).
Destroy in office when superseded or obsolete.
105
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 15
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.47 PUBLIC BODIES: AGENDA AND MEETING PACKETS
Includes agendas and copies of supporting
documentation and exhibits submitted and discussed
during meetings of public bodies. Also includes
documentation of outside meetings attended by
agency personnel.
SEE ALSO: Public Bodies: Minutes (below).
a) Retain in office records with historical value permanently.
b) Destroy in office remaining records when reference value
ends.±
Agency Policy: Destroy in office after ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟
1.48 PUBLIC BODIES: APPLICATIONS FOR APPOINTMENT
Applications and related records received from
individuals applying for appointments to serve on
public boards, commissions, councils, and committees.
a) Destroy in office records concerning appointed individuals
1 year after expiration of term.
b) Destroy in office remaining records when reference value
ends.±
Agency Policy: Destroy in office after ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟
1.49 PUBLIC BODIES: APPOINTMENT REPORTS
Includes annual appointment reports filed with the NC
Department of the Secretary of State.
Destroy in office after 2 years. Authority:
G.S. 143-157.1
1.50 PUBLIC BODIES: AUDIO AND VIDEO RECORDINGS OF
MEETINGS
SEE ALSO: Public Bodies: Minutes (below).
Destroy in office after approval of official written minutes.
NOTE: If these serve as the official minutes, as allowed by G.S.
143-318.10(e), their retention should be permanent. These
disposition instructions apply to recordings produced solely for
the purpose of generating official written minutes.
106
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 16
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.51 PUBLIC BODIES: CORRESPONDENCE
Records documenting internal and external
communications of governing and advisory board
members. Includes correspondence (including e-mail)
related to decision-making, policy development, and
other high-level planning as well as logistical
communications.
a) Transfer correspondence (including e-mail) with historical
value to History Records (above), after 3 years.
b) Destroy in office remaining records after 3 years.
1.52 PUBLIC BODIES: MEETING NOTICES
Includes notices and regular meeting schedules.
SEE ALSO: Affidavits of Publication (STANDARD 6:
LEGAL RECORDS), Publicity Records (STANDARD 7:
PUBLIC RELATIONS RECORDS).
Destroy in office after 1 year.
1.53 PUBLIC BODIES: MEMBER FILES
Records concerning members of public boards,
commissions, councils, and committees. Includes
codes of conduct, ethics statements, agreements,
notices of resignation, and other related records. Also
includes biographical information and waivers.
SEE ALSO: Oaths of Office (STANDARD 6: LEGAL
RECORDS), Public Bodies: Applications for
Appointment (above).
a) Retain in office records with historical value permanently.
b) Destroy in office 1 year after superseded or obsolete
waivers from board members choosing not to receive
stipend/per diem payments.
c) Destroy in office remaining records 1 year after service
ends.
107
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 17
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.54 PUBLIC BODIES: MINUTES
Includes minutes of the governing board and all
subsidiary and advisory boards. Subsidiary boards are
defined as boards that exercise or are authorized to
exercise legislative, policy-making, quasi-judicial, or
administrative functions. Also includes minutes of
subcommittees of the governing board and its
subsidiary and advisory boards.
See the SECURITY PRESERVATION COPIES OF
RECORDS section on page A-15 for instructions on
imaging.
SEE ALSO: Ordinances (above), Public Bodies: Agenda
and Meeting Packets (above), Public Bodies: Audio and
Video Recordings of Meetings (above), Resolutions
(below).
a) Retain in office permanently official minutes of the
governing board and its subsidiary boards as well as all
attachments necessary to understand the body’s actions.
b) The official minutes of advisory boards may be destroyed
only upon approval by the State Archives of North
Carolina. The State Archives reserves the right to
designate the minutes of any advisory board as
permanent.
c) Destroy in office minutes of committees or subcommittees
when reference value ends, if the minutes or actions and
decisions of the committee are entered as part of the
minutes of the parent board. If minutes or actions and
decisions of the committee or subcommittee in question
are not entered as part of the minutes of the parent board,
the State Archives reserves the right to designate the
minutes as permanent.±
Agency Policy: Destroy in office after ____________
Authority:
G.S. 143-318.10
1.55 RATE AND FEE SCHEDULES @
Records relating to rates, fees, and regulations
concerning agency services.
Destroy in office when superseded or obsolete.
108
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 18
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.56 REBATE PROGRAM RECORDS
Applications, receipts, and related records concerning
rebate programs sponsored by the agency. These
records document programs and incentivized actions
that residents may opt into.
a) Destroy in office financial records 3 years after approval.*
b) Destroy in office applications 1 year after approval.
c) Destroy in office denied applications when reference value
ends.±
Agency Policy: Destroy in office after ________ _____
1.57 RECORDS MANAGEMENT
Includes correspondence (including e-mail) with state and/or federal agencies with regards to records
retention. Also includes records disposition
documentation, file plans, and copies of records
retention and disposition schedules.
a) Retain in office documentation concerning the final
disposition of records permanently.
b) Destroy in office remaining records when superseded or
obsolete.
1.58 REFERENCE (READING) FILE
Subject files containing informational copies of records
organized by areas of interest. Also includes materials
that have no regulatory authority for the recipient and
are received from outside the agency or from other
units within the agency as well as reference copies of
documents where another individual or agency is
responsible for maintaining the record copy.
Destroy in office when reference value ends.±
Agency Policy: Destroy in office after ________ ____
109
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 19
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.59 REPORTS AND STUDIES @
Records concerning the performance of a department,
program, or project, as well as those created for
planning purposes. Includes all annual, sub-annual, or
irregularly prepared research studies, reports, and
studies generated by an agency or prepared by consultants hired by the agency. Also includes reports
required to be submitted to the agency.
SEE ALSO: Accident/Incident Reports (STANDARD 8:
RISK MANAGEMENT RECORDS), Audits: Financial
(STANDARD 2: BUDGET, FISCAL, AND PAYROLL
RECORDS), Audits: Performance (above), Budget
Reports (STANDARD 2: BUDGET, FISCAL, AND PAYROLL
RECORDS), Civil Rights Records (STANDARD 6: LEGAL
RECORDS), Financial Reports (STANDARD 2: BUDGET,
FISCAL, AND PAYROLL RECORDS), Grants (above), Lost,
Stolen, or Damaged Property Reports (STANDARD 8:
RISK MANAGEMENT RECORDS), Projects (above),
Public Bodies: Appointment Reports (above), Strategic
Plan (below), and Unemployment Compensation
Reports (STANDARD 4: HUMAN RESOURCES
RECORDS).
a) Retain in office permanently 1 copy of all annual and
biennial reports written by the agency.
b) Retain in office permanently reports and studies prepared
by request of an agency’s governing body or a court.
c) Destroy in office after 3 years reports prepared monthly,
bimonthly, or semi-annually.
d) Destroy in office after 1 year activity reports concerning
workload measurements, time studies, number of jobs
completed, etc., prepared on a daily or other periodic
basis.
e) Destroy in office when superseded or obsolete reports
required to be submitted to the agency.
f) Destroy in office remaining reports and studies when
reference value ends.±
Agency Policy: Destroy in office after ______________.
Retention Note: Reports and studies listed elsewhere in this
schedule should be retained the specified period of time.
110
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 20
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.60 REQUESTS FOR INFORMATION
Requests received and responses issued by the
agency.
SEE ALSO: Public Records Requests (STANDARD 7:
PUBLIC RELATIONS RECORDS).
Destroy in office after 1 year after resolution.
1.61 REQUESTS FOR PROPOSALS (RFP)
Proposals submitted by vendors in response to
requests from agency. Also includes notices and
evaluations produced by the agency.
SEE ALSO: Bids for Purchase (STANDARD 2: BUDGET,
FISCAL, AND PAYROLL RECORDS), Price Quotations
(above).
Destroy in office when reference value ends.±
Agency Policy: Destroy in office after ________ ____
1.62 RESOLUTIONS
File consists of resolutions indicating date, issues or
policy involved, and appropriate signatures.
See the SECURITY PRESERVATION COPIES OF
RECORDS section on page A-15 for instructions on
imaging.
a) Retain in office permanently one copy of final resolution.
b) Retain in office permanently resolution development
records with historical value.
c) Destroy in office additional copies of resolutions (including
those tabled or failed) along with all remaining
development records when reference value ends.±
Agency Policy: Destroy in office after
111
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 21
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.63 STAFF MEETINGS FILE
Records concerning meetings of internal committees,
groups, or task forces along with external meetings
attended by agency personnel. Includes minutes,
agendas, meeting packets, visual aids, presentations,
notes, recordings, and other related records.
a) Retain in office records with historical value permanently.
b) Destroy in office remaining records after 1 year.
1.64 STRATEGIC PLAN @
Long-range plan outlining policies, guidelines, and
plans for future development of the agency. Includes
official copy of strategic plan and all background
surveys, studies, and reports. Also includes business
plans as well as mission statements, goals, and
objectives.
a) Retain in office strategic plans permanently.
b) Destroy in office background surveys, studies, and reports
5 years after adoption of plan.
c) Destroy in office business plans 2 years after execution of
plan.
d) Destroy in office remaining records when superseded or
obsolete.
1.65 SURPLUS PROPERTY
Inventories and reports of agency property to be
surplussed.
Destroy in office 3 years after disposition of property.*
1.66 TRACKING MATERIALS
Records intended to verify the receipt of information,
such as certified mail receipts.
Destroy in office when reference value ends.±
Agency Policy: Destroy in office after ________ ____
112
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 1: Administration and Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 22
ITEM #
STANDARD 1: ADMINISTRATION AND MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
1.67 TRAVEL REQUESTS
Requests and authorizations for travel. Includes forms
and itineraries.
SEE ALSO: Price Quotations (above), Travel
Reimbursements (STANDARD 2: BUDGET, FISCAL, AND
PAYROLL RECORDS).
Destroy in office after 1 year.*
1.68 VEHICLE REGISTRATION CARDS
North Carolina registration cards for vehicles in the
agency fleet.
SEE ALSO: Vehicle Titles (STANDARD 6: LEGAL
RECORDS).
Destroy in office when superseded.
1.69 WORK ORDERS
Includes date and location of work, cost of materials
used and labor, type of work performed, and other
related records regarding the repairs of equipment,
facilities, and vehicles.
a) If this is the only record documenting completed work,
follow disposition instructions for Facility Maintenance,
Repair, and Inspection Records (above), or Equipment and
Vehicle Maintenance, Repair, and Inspection Records
(above).
b) Destroy in office remaining records 1 year after work is
completed.*
113
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
2: Budget, Fiscal, and Payroll
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 23
STANDARD 2: BUDGET, FISCAL, AND PAYROLL RECORDS
Records created and accumulated concerning the managerial control, budgeting, disbursement, collection, and accounting of the agency.
Note: Per 26 CFR 1.148-5(d)(6)(iii)(E), all records necessary to support the tax-exempt status of an agency debt issue must be retained for the life of the debt
plus 3 years.
ITEM #
STANDARD 2: BUDGET, FISCAL, AND PAYROLL RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
2.01 ACCOUNTS PAYABLE
Records concerning the status of accounts in which
the agency owes money to firms or individuals.
Includes invoices, reimbursements, receipts or bills of
sale, check registers, and subsidiary registers. Also
includes stop payment notices.
a) Destroy in office 5 years after payment documentation of
reimbursement for business expenses to employees.
b) Destroy in office all remaining records 3 years after
payment.*
Retention:
04 NCAC 24D
.0501(a)(3)(I)
2.02 ACCOUNTS RECEIVABLE @
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.
Destroy in office 3 years after collection.* G.S. 105A
114
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
2: Budget, Fiscal, and Payroll
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 24
ITEM #
STANDARD 2: BUDGET, FISCAL, AND PAYROLL RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
2.03 ACCOUNTS UNCOLLECTABLE
Records of accounts deemed uncollectable, including
returned checks, write-off authorizations, and other
related records.
Destroy in office 3 years after account is determined to be
uncollectable.*
2.04 ANNUAL BUDGET
Annual budget and budget message submitted to
governing board for approval.
SEE ALSO: Budget Reports (below).
a) Retain in office records with historical value permanently.
b) Destroy in office remaining records after 3 years.
Retention Note: Annual budgets should be entered into the
minutes of the governing board.
Authority:
G.S. 159-11
2.05 ARBITRAGE RECORDS
Records concerning arbitrage rebate calculations and
funds rebated.
Destroy in office 3 years after final redemption date of the
bonds and after all related debts and obligations have been
satisfied.*
Authority:
26 CFR 1.148-3
2.06 AUDITS: FINANCIAL @
Records concerning internal and external audits.
Includes reports, working papers, and related records.
SEE ALSO: Audits: Performance (STANDARD 1:
ADMINISTRATION AND MANAGEMENT RECORDS).
a) Retain in office permanently final reports related to
internal compliance or operational audits or those that
document a significant change in agency practices or have
significant administrative value.
b) Destroy in office after 10 years final reports related to
internal accounting systems and controls and those with
limited administrative value.
c) Destroy in office working papers and remaining records
when superseded or obsolete.*
Authority:
G.S. 159-34
2.07 AUTHORIZATION FORMS
Authorization to purchase materials.
Destroy in office after 3 years.*
115
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
2: Budget, Fiscal, and Payroll
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 25
ITEM #
STANDARD 2: BUDGET, FISCAL, AND PAYROLL RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
2.08 BANK STATEMENTS AND RECONCILIATIONS
Includes bank statements, canceled checks, deposit
slips, and reconciliation reports.
Destroy in office after 3 years.*
2.09 BIDS FOR DISPOSAL OF PROPERTY
Records concerning the disposal of surplus property.
Includes information about various disposition
procedures used, such as sealed bids and public
auction.
SEE ALSO: Accounts Receivable (above).
Destroy in office all records after the disposition of property
has been recorded in governing board’s minutes.*
Authority:
G.S. 153A-176
2.10 BIDS FOR PURCHASE
Records documenting quotes to supply products and
services. Includes advertisements, tabulations, awards
letters, records of bids, good faith effort
documentation, and related records concerning
accepted and rejected bids.
a) Transfer records to Contracts, Leases, and Agreements
(STANDARD 6: LEGAL RECORDS) when bid is approved.
b) Destroy in office bid records not awarded or opened after
1 year.*
Authority:
G.S. 143 Article 8
2.11 BOND CLOSING RECORDS
Includes applications, agreements, tax records,
contracts, official statements, legal opinions, rating
letters, public hearing bonds, title insurance, deeds of
trust, and other related records concerning bonds
issued by the agency. Also includes records concerning
expenditure and/or investment of bond proceeds.
Destroy in office 6 years after final maturity.* Authority:
G.S. 159 Article 7
116
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
2: Budget, Fiscal, and Payroll
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 26
ITEM #
STANDARD 2: BUDGET, FISCAL, AND PAYROLL RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
2.12 BOND REGISTER
Records of all bonds, notes, and coupons issued by the
agency detailing the purpose of issuance, the date of
issue, serial numbers (if any), denomination, maturity
date, and total principal amount.
Retain in office permanently. Authority:
G.S. 159-130
2.13 BONDS, NOTES, AND COUPONS Destroy in office 1 year from date of payment. Authority:
G.S. 159-139
2.14 BUDGET ADMINISTRATION RECORDS
Records of budget administration. Includes research,
correspondence (including e-mail), and other related
records.
Destroy in office after 2 years.*
2.15 BUDGET EXECUTION RECORDS
Records of authorizations to move funds between
budget codes.
Destroy in office when released from audits.
2.16 BUDGET REPORTS
Includes daily detail reports and monthly budget
reports. Also includes contract budget and
expenditure reports and summaries of tax allocations.
SEE ALSO: Annual Budget (above).
a) Destroy in office daily detail reports after 1 year.*
b) Destroy in office remaining reports after 3 years.*
2.17 BUDGET REQUESTS AND WORKING PAPERS
Includes budget requests, cost estimates,
expenditures, program requests, salary and wage lists,
correspondence (including e-mail), and related
records.
Destroy in office after 3 years.* Authority:
G.S. 159-10
117
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
2: Budget, Fiscal, and Payroll
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 27
ITEM #
STANDARD 2: BUDGET, FISCAL, AND PAYROLL RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
2.18 BUDGET RESOLUTIONS AND ORDINANCES
Includes project ordinances, budget resolutions, and
amendments.
SEE ALSO: Public Bodies: Minutes (STANDARD 1:
ADMINISTRATION AND MANAGEMENT RECORDS).
a) Retain official copies in the minutes of the governing
board.
b) Destroy in office remaining copies when reference value
ends.±
Agency Policy: Destroy in office after ________ ____
Authority:
G.S. 159-8
G.S. 159-13
G.S. 159-13.2
G.S. 159-15
2.19 COST ALLOCATION PLANS
Accounting report that calculates and spreads agency-
wide indirect costs to departments and funds that
receive a service from other departments.
Destroy in office after 3 years.*
2.20 CREDIT/DEBIT/PROCUREMENT CARD RECORDS
Records of assignation of agency credit cards and
purchasing cards along with authorization logs.
Destroy in office when superseded or obsolete.*
Confidentiality:
G.S. 132-1.2(2)
2.21 DONATIONS AND SOLICITATIONS
Records concerning requests made to agency by
outside organizations. Includes applications and other
related records.
SEE ALSO: Fund Drive and Event Records (STANDARD
7: PUBLIC RELATIONS RECORDS).
a) Destroy in office records supporting approved donations 1
year after payment.
b) Destroy in office rejected applications after 30 days.
2.22 ELECTRONIC FUNDS TRANSFERS (EFT)
Includes forms authorizing electronic transfer of
monies via wire transfer or automated clearing house
(ACH) as well as ACH bank reports.
Destroy in office when superseded or obsolete. Confidentiality:
G.S. 14-113.20
118
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
2: Budget, Fiscal, and Payroll
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 28
ITEM #
STANDARD 2: BUDGET, FISCAL, AND PAYROLL RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
2.23 ESCHEATS AND UNCLAIMED PROPERTY
Records containing information required to be
included in holder reports submitted to the State
Treasurer’s office.
a) Destroy in office after 10 years if report was filed prior to
July 16, 2012.*
b) Destroy in office after 5 years if report was filed on or after
July 16, 2012.*
Authority:
G.S. 116B-60
Retention:
G.S. 116B-73
2.24 FINANCIAL JOURNALS AND LEDGERS
a) Destroy in office year-end summaries of receipts and
disbursements after 3 years.*
b) Destroy in office daily, monthly, or quarterly transaction
detail journals and ledgers after 1 year.*
2.25 FINANCIAL REPORTS a) Destroy in office annual financial reports or other reports
generated to inform decision-making after 3 years.*
b) Destroy monthly or quarterly reports generated for
operational purposes after 1 year.
c) Destroy logs and distribution repots generated to track
transactions when released from audits.
2.26 GOVERNMENT EMPLOYEES RETIREMENT SYSTEM
MONTHLY REPORTS
Reports produced by the North Carolina Department
of State Treasurer regarding the Teachers’ and State
Employees’ Retirement System (TSERS) and the Local
Governmental Employees’ Retirement System
(LGERS).
Destroy in office when reference value ends.±
Agency Policy: Destroy in office after ________ ____
119
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
2: Budget, Fiscal, and Payroll
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 29
ITEM #
STANDARD 2: BUDGET, FISCAL, AND PAYROLL RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
2.27 GRANTS: FINANCIAL @
Records concerning approved federal, state, and
private grants received or issued by the agency.
Includes all relevant accounting, purchasing, payroll,
and other financial records.
SEE ALSO: Grants (STANDARD 1: ADMINISTRATION
AND MANAGEMENT RECORDS).
a) Destroy records supporting the expenditure of federal
funds passed through NC Dept. of Health and Human
Services 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.
b) Destroy in office records of state and private grants 5 years
after final financial report is filed.*
c) Destroy in office records of grants funded by local
appropriations and other federal grants 3 years after final
financial report is filed.
d) Destroy in office records not relating to a specific grant or
to grants not funded after 1 year.
Retention Note: According to 2 CFR 200.333(c), records for real
property and equipment acquired with Federal funds must be
retained for 3 years after disposition of the
property/equipment.
Retention:
09 NCAC 03M .0703
2 CFR 200.333
2.28 INVESTMENTS
Includes fund information, portfolio listings and
reports, balance sheets, exchange or consent
instructions, broker confirmations, notices, and other
documentation related to agency investments. Also
includes transaction schedules for projecting revenue
on investments as well as performance investment
reports issued by broker or investment firm.
a) Destroy in office transaction schedules after 2 years.*
b) Destroy in office performance investment reports when
reference value ends.±
Agency Policy: Destroy in office after __________________
c) Destroy in office all remaining records after 3 years.*
Authority:
G.S. 159-30
120
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
2: Budget, Fiscal, and Payroll
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 30
ITEM #
STANDARD 2: BUDGET, FISCAL, AND PAYROLL RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
2.29 LOAN RECORDS
Records concerning loans received by the agency.
Includes documentation of intent to proceed, loan
agreements, promissory notes, letters of credit,
statements, notices of principal and interest due, and
other related records.
Destroy in office 5 years after satisfaction or cancellation of
loan.*
2.30 LOCAL GOVERNMENT COMMISSION FINANCIAL
STATEMENTS
Destroy in office after 3 years.* Authority:
G.S. 159-33
2.31 LONGEVITY PAY Destroy in office after 5 years.* Retention:
04 NCAC 24D .0501(a)
2.32 PAYMENT CARD DATA
Records created in association with payment card
transactions entered by third parties for the purchase
of goods or services from the agency.
Destroy in office after processed.* Confidentiality:
G.S. 132-1.2(2)
G.S. 132-1.10(b)(5)
121
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
2: Budget, Fiscal, and Payroll
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 31
ITEM #
STANDARD 2: BUDGET, FISCAL, AND PAYROLL RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
2.33 PAYROLL AND EARNINGS RECORDS
Records containing information such as the name,
Social Security number, number of hours worked,
compensation rate, deductions, and total wages paid
each employee per payroll period. Also includes
employer contributions (e.g., retirement, healthcare)
along with individual and group employee earnings
records and payroll registers showing earnings and
deductions for each pay period.
SEE ALSO: Payroll Deduction Records (below), Time
Sheets, Cards, and Attendance Records (below); for
401(k) and other retirement plan payouts, see
Retirement Records (STANDARD 4: HUMAN
RESOURCES RECORDS).
a) Destroy in office 30 years from date of separation records
necessary for retirement or similar benefits verification.
b) Destroy in office remaining records after 5 years.*
Authority:
29 CFR 516.30(a)
Confidentiality:
G.S. 132-1.10
G.S. 115C Art. 21A
G.S. 122C-158
G.S. 130A-45.9
G.S. 153A-98
G.S. 160A-168
G.S. 161E-257.2
G.S. 162A-6.1
Retention:
04 NCAC 24D .0501(a)
29 CFR 516.5(a)
29 CFR 1627.3(a)
122
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
2: Budget, Fiscal, and Payroll
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 32
ITEM #
STANDARD 2: BUDGET, FISCAL, AND PAYROLL RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
2.34 PAYROLL DEDUCTION RECORDS
Records used to start, modify, or stop all voluntary or
required deductions from payroll. Includes tax
withholding (NC-4, W-4), retirement and deferred
compensation, savings plans, insurance, association
dues, orders of garnishment, etc. Used as proof the
employee approved of the deduction(s).
SEE ALSO: Payroll and Earnings Records (above),
Retirement Records (STANDARD 4: HUMAN
RESOURCES RECORDS).
a) Destroy in office tax withholding forms 4 years after
termination of deduction.*
b) Destroy in office authorizations for deductions for
retirement contributions, bank payments, savings plans,
insurance, and dues 2 years after termination of
deduction.
c) Destroy in office remaining records 3 years after
termination of deduction.*
Confidentiality:
G.S. 115C Art. 21A
G.S. 122C-158
G.S. 130A-45.9
G.S. 153A-98
G.S. 160A-168
G.S. 161E-257.2
G.S. 162A-6.1
Retention:
IRS Publication 15
29 CFR 516.6(c)(1)
2.35 POWELL BILL RECORDS
Records include certified statements, expenditures
reports, information sheets, financial statements
submitted to the North Carolina Department of
Transportation, and all other related records.
Destroy in office after 3 years.
2.36 PURCHASE ORDERS
Records, forms, packing slips, and attached documents
concerning purchased supplies, equipment, and
services.
SEE ALSO: Grants: Financial (above).
Destroy in office after 3 years.*
Retention Note: Packing slips may be destroyed upon
verification of items received if they are not the only record of
the purchase of the item.
2.37 QUALIFIED PRODUCTS LISTS (QPL)
Records identifying products approved for purchase by
the agency.
Destroy in office 3 years after superseded or obsolete.*
123
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
2: Budget, Fiscal, and Payroll
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 33
ITEM #
STANDARD 2: BUDGET, FISCAL, AND PAYROLL RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
2.38 REQUISITIONS
Requests for payment or to acquire goods or services.
SEE ALSO: Inventories (STANDARD 1:
ADMINISTRATION AND MANAGEMENT RECORDS).
Destroy in office after 1 year.*
2.39 SCHOLARSHIP RECORDS
Records concerning scholarships awarded by the
agency. Includes applications, award letters,
conditions and stipulations, agreements and contracts,
disbursement statements, progress reports, and other
related records.
a) Destroy in office after 3 years records documenting the
awarding of scholarships.
b) Destroy in office 1 year after notification of applicant
records concerning applications that are denied by the
agency or awards that are declined by the recipient.
2.40 SHIFT PREMIUM PAY
Authorizations and other related records concerning
employees receiving shift premium pay.
Destroy in office after 5 years.* Retention:
04 NCAC 24D .0501(a)
2.41 STATEMENTS OF BACK PAY
Forms used to determine the gross pay an employee
would have earned during a specified period for back
pay in a grievance decision, settlement agreement, or
other order.
Destroy in office 3 years after payment.*
124
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
2: Budget, Fiscal, and Payroll *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 34
ITEM #
STANDARD 2: BUDGET, FISCAL, AND PAYROLL RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
2.42 TAX FORMS
Tax information returns generated by the agency (e.g.,
1098, 1099, W-2, W-3) to be reported to the Internal
Revenue Service and furnished to the other party to
the transaction.
Destroy in office 5 years after submitted to taxpayer and/or
IRS.*
Confidentiality:
G.S. 132-1.10
G.S. 115C Art. 21A
G.S. 122C-158
G.S. 130A-45.9
G.S. 153A-98
G.S. 160A-168
G.S. 161E-257.2
G.S. 162A-6.1
Retention:
04 NCAC 24D .0501(a)
IRS Publication 15
2.43 TAX RETURNS
Tax returns filed by the agency.
Destroy in office 6 years after filed.*
2.44 TIME SHEETS, CARDS, AND ATTENDANCE RECORDS
Records documenting the work hours and attendance
of employees.
SEE ALSO: Payroll and Earnings Records (above).
Destroy in office after 5 years.* Retention:
04 NCAC 24D .0501(a)
29 CFR 516.6(a)(1)
125
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
2: Budget, Fiscal, and Payroll *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 35
ITEM #
STANDARD 2: BUDGET, FISCAL, AND PAYROLL RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
2.45 TRAVEL REIMBURSEMENTS
Includes requests and authorizations for
reimbursement for travel and related expenses.
SEE ALSO: Grants: Financial (above), Travel Requests
(STANDARD 1: ADMINISTRATION AND MANAGEMENT
RECORDS).
Destroy in office after 5 years.* Retention:
04 NCAC 24D .0501(a)
2.46 VENDORS
Files maintained on specific vendors authorized or
debarred from doing business with the agency.
Includes name and address, correspondence (including
e-mail), and other related records.
Destroy in office when superseded or obsolete.
126
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
3: GIS *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 36
STANDARD 3: GEOGRAPHIC INFORMATION SYSTEM (GIS) RECORDS
Official records received and created by agency geographic information system programs. See G.S. 132-10 for information about providing public access to GIS
databases.
ITEM #
STANDARD 3: GEOGRAPHIC INFORMATION SYSTEM (GIS) RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
3.01 GEOGRAPHIC INFORMATION SYSTEM (GIS) CORE
DATA
Geo-referenced data and metadata to facilitate the
management, manipulation, analysis, modeling,
representation, and spatial analysis of complex
problems regarding planning and management of
resources.
Retain in office parcel, boundary, zoning, and orthoimagery
layers (with accompanying data sets) permanently.
Retention Note: Other datasets should be kept according to
standards and procedures set by the North Carolina Geographic
Information Coordinating Council. See also GEOSPATIAL
RECORDS, page A-13.
3.02 GEOGRAPHIC INFORMATION SYSTEM (GIS) DATA
DOCUMENTATION (METADATA)
Records created during development or modification
of an automated system which are necessary to
access, retrieve, manipulate, and interpret data in that
system; and records that explain the meaning,
purpose, structure, local relationships, and origin of
the data elements. Includes data element
dictionaries, file layout, codebooks and tables, and
definition files.
Destroy in office when the system is discontinued or when
system data has been transferred to a new operating
environment (platform).
127
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
3: GIS *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 37
ITEM #
STANDARD 3: GEOGRAPHIC INFORMATION SYSTEM (GIS) RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
3.03 GEOGRAPHIC INFORMATION SYSTEM (GIS) INTERNAL
STANDARDS AND PROCEDURES
Includes requirements that are intended to make
hardware, software, and data compatible and that
cover data capture, accuracy, sources, base categories,
output, and data element dictionaries.
Retain in office permanently.
3.04 GEOGRAPHIC INFORMATION SYSTEM (GIS)
MONITORING RECORDS
Includes system security, quality assurance,
transaction tracking, and other related activity
monitoring records.
Destroy in office after 1 year.
3.05 GEOGRAPHIC INFORMATION SYSTEM (GIS) OPERATIONAL RECORDS
Includes user guides, system flowcharts, job or
workflow records, system specifications, and similar
documentation.
Destroy in office when the system is discontinued or when
system data has been transferred to a new operating
environment (platform).
3.06 GEOGRAPHIC INFORMATION SYSTEM (GIS) PROJECT
RECORDS
a)Retain in office GIS datasets and accompanying
documentation (metadata) with historical and/or legal
value permanently.
b)Destroy in office remaining items when reference value
ends.±
Agency Policy: Destroy in office after _________________
128
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
3: GIS
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 38
ITEM #
STANDARD 3: GEOGRAPHIC INFORMATION SYSTEM (GIS) RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
3.07 LAYERS: ADDRESS POINTS
See also GEOSPATIAL RECORDS, page A-13.
Paper: Retain in office permanently.
GIS dataset: Create a snapshot of dataset annually. To
maintain permanently,
Either: Transfer snapshot to NCOneMap according to
established procedures, complying with standards and
procedures adopted by the North Carolina Geographic
Information Coordinating Council.
Or: If retained in office, your agency must comply with
standards (for metadata, file naming, data sharing, and
long term preservation) and procedures adopted by the
North Carolina Geographic Information Coordinating
Council.
3.08 LAYERS: CORPORATE LIMITS
See also GEOSPATIAL RECORDS, page A-13.
Paper: Retain in office permanently.
GIS dataset: Create a snapshot of dataset annually. To maintain
permanently,
Either: Transfer snapshot to NCOneMap according to
established procedures, complying with standards and
procedures adopted by the North Carolina Geographic
Information Coordinating Council.
Or: If retained in office, your agency must comply with
standards (for metadata, file naming, data sharing, and long term preservation) and procedures adopted by the
North Carolina Geographic Information Coordinating
Council.
129
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
3: GIS
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 39
ITEM #
STANDARD 3: GEOGRAPHIC INFORMATION SYSTEM (GIS) RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
3.09 LAYERS: EXTRATERRITORIAL JURISDICTIONS
See also GEOSPATIAL RECORDS, page A-13.
Paper: Retain in office permanently.
GIS dataset: Create a snapshot of dataset annually. To
maintain permanently,
Either: Transfer snapshot to NCOneMap according to
established procedures, complying with standards and
procedures adopted by the North Carolina Geographic
Information Coordinating Council.
Or: If retained in office, your agency must comply with
standards (for metadata, file naming, data sharing, and
long term preservation) and procedures adopted by the
North Carolina Geographic Information Coordinating
Council.
3.10 LAYERS: ORTHOIMAGERY
See also GEOSPATIAL RECORDS, page A-13.
Create a snapshot of dataset when created. To maintain
permanently,
Either: Transfer snapshot to NCOneMap according to
established procedures, complying with standards and
procedures adopted by the North Carolina Geographic
Information Coordinating Council.
Or: If retained in office, your agency must comply with
standards (for metadata, file naming, data sharing, and
long term preservation) and procedures adopted by the North Carolina Geographic Information Coordinating
Council.
130
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
3: GIS
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 40
ITEM #
STANDARD 3: GEOGRAPHIC INFORMATION SYSTEM (GIS) RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
3.11 LAYERS: STREET CENTERLINE
See also GEOSPATIAL RECORDS, page A-13.
Paper: Retain in office permanently.
GIS dataset: Create a snapshot of dataset annually. To
maintain permanently,
Either: Transfer snapshot to NCOneMap according to
established procedures, complying with standards and
procedures adopted by the North Carolina Geographic
Information Coordinating Council.
Or: If retained in office, your agency must comply with
standards (for metadata, file naming, data sharing, and
long term preservation) and procedures adopted by the
North Carolina Geographic Information Coordinating
Council.
3.12 MAPPING PROJECT RECORDS
Includes contract maps and all deliverable products for
aerial photography, orthophotography, cartographic,
cadastral, and digital mapping projects.
See also GEOSPATIAL RECORDS, page A-13.
Paper: Retain in office permanently.
GIS dataset: Create a snapshot of dataset annually. To
maintain permanently,
Either: Transfer snapshot to NCOneMap according to
established procedures, complying with standards and
procedures adopted by the North Carolina Geographic
Information Coordinating Council.
Or: If retained in office, your agency must comply with
standards (for metadata, file naming, data sharing, and long term preservation) and procedures adopted by the
North Carolina Geographic Information Coordinating
Council.
131
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
3: GIS
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 41
ITEM #
STANDARD 3: GEOGRAPHIC INFORMATION SYSTEM (GIS) RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
3.13 MAPS: PARCEL
Maps, including cadastral maps, and surveys of
boundaries and measurements of each parcel, and
information about encroachments, right-of-ways, and
structures.
See also GEOSPATIAL RECORDS, page A-13, and
Property Management Records (STANDARD 1:
ADMINISTRATION AND MANAGEMENT RECORDS).
Paper: Destroy in office upon State Archives approval.
GIS dataset: Create a snapshot of dataset quarterly. To
maintain permanently,
Either: Transfer snapshot to NCOneMap according to
established procedures, complying with standards and
procedures adopted by the North Carolina Geographic
Information Coordinating Council.
Or: If retained in office, your agency must comply with
standards (for metadata, file naming, data sharing, and
long term preservation) and procedures adopted by the
North Carolina Geographic Information Coordinating
Council.
3.14 MAPS: PARKS
Includes park boundaries, facilities, landscaping, topography, and other pertinent information. Also
includes maps and drawings stored and generated by
Geographic Information System (GIS) and computer-
aided design (CAD) systems.
See also GEOSPATIAL RECORDS, page A-13.
Paper: Retain in office permanently.
GIS dataset: Create a snapshot of dataset annually. To maintain
permanently,
Either: Transfer snapshot to NCOneMap according to
established procedures, complying with standards and
procedures adopted by the North Carolina Geographic
Information Coordinating Council.
Or: If retained in office permanently, your agency must
comply with standards (for metadata, file naming, data
sharing, and long term preservation) and procedures
adopted by the North Carolina Geographic Information
Coordinating Council.
132
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
3: GIS
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 42
ITEM #
STANDARD 3: GEOGRAPHIC INFORMATION SYSTEM (GIS) RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
3.15 MAPS: ALL OTHER @
Includes field maps, soil, topographic, sales,
subdivision plats, right-of-way, sectional, highway, etc.
Also includes paper maps.
a) Retain in office maps, including GIS datasets and
accompanying documentation (metadata), with historical
and/or legal value permanently.
b) Destroy in office remaining items when reference value
ends.±
Retention note: Contact the State Archives of North
Carolina before destroying any tax maps, watershed maps,
or zoning maps.
Agency Policy: Destroy in office after
133
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
4: HR *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 43
STANDARD 4: HUMAN RESOURCES RECORDS
Official records and materials created and accumulated incidental to the employment, qualifications, training, and pay status of agency employees. Comply
with applicable provisions of G.S. 115C Article 21A (LPSUs), G.S. 122C-158 (area authorities), G.S. 130A-45.9 (public health authorities), G.S. 153A-98 (county),
G.S. 160A-168 (municipal), G.S. 161E-257.2 (public hospitals), and G.S. 162A-6.1 (water and sewer authorities) regarding confidentiality of personnel records.
ITEM #
STANDARD 4: HUMAN RESOURCES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
4.01 ABOLISHED POSITIONS
Records concerning positions that have been
abolished.
Destroy in office after 1 year.
4.02 ADMINISTRATIVE INVESTIGATIONS
Records concerning the investigation of conduct
problems among agency personnel.
SEE ALSO: Disciplinary Actions (below).
a)Destroy in office after 3 years records concerning
complaints against agency personnel that are resolved
without an internal investigation.
b)Destroy in office after 5 years records concerning
complaints lodged against agency personnel that are
exonerated.
c)Destroy in office 5 years after final disposition or expiration
of relevant statute of limitations complaints lodged against
agency personnel that are settled out-of-court.
d)Transfer investigation reports, disciplinary actions, and
other related internal affairs case records to Personnel
Records (Official Copy) (below).
Confidentiality:
G.S. 115C Art. 21A
G.S. 122C-158
G.S. 130A-45.9
G.S. 153A-98
G.S. 160A-168
G.S. 161E-257.2
G.S. 162A-6.1
134
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
4: HR *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 44
ITEM #
STANDARD 4: HUMAN RESOURCES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
4.03 APPLICATIONS FOR EMPLOYMENT
Records submitted by job applicants for vacant
positions or by current employees for promotion,
transfer, or training opportunities. Includes
applications, transcripts, resumes, letters of reference,
and other related records.
a)Transfer applications, resumes, transcripts, and similar
records as applicable to Personnel Records (Official Copy)
(below) or Seasonal and Contract Worker Records (below).
b)Destroy in office after 2 years unsolicited application
materials from individuals hired.
c)Destroy in office records concerning individuals not hired 2
years after date of receipt, if no charge of discrimination
has been filed. If charge has been filed, destroy in office 1
year after resolution of charge.*
d)Destroy in office 2 years after receipt unsolicited
applications/resumes and those received after posted
closing dates.
Confidentiality:
G.S. 115C Art. 21A
G.S. 122C-158
G.S. 130A-45.9
G.S. 153A-98
G.S. 160A-168
G.S. 161E-257.2
G.S. 162A-6.1
Retention:
29 CFR 1602.31
4.04 APPRENTICESHIP PROGRAM RECORDS
Records concerning registered apprenticeship
programs. Includes applications and selection
materials as well as aggregated data. Also includes
apprenticeship affirmative action plans.
Destroy in office 5 years after the making of the record or the
personnel action involved, whichever occurs later.
Authority:
29 CFR 30.4(a)
29 CFR 1602.20
Retention:
29 CFR 30.12(d)
29 CFR 1602.21
135
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
4: HR
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 45
ITEM #
STANDARD 4: HUMAN RESOURCES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
4.05 APTITUDE AND SKILLS TESTING RECORDS
Records concerning aptitude and skills tests required
of job applicants or of current employees to qualify for
promotion or transfer. Includes civil service
examinations.
SEE ALSO: Employment Selection Records (below).
Destroy in office after 2 years.
Confidentiality:
G.S. 115C Art. 21A
G.S. 122C-158
G.S. 130A-45.9
G.S. 153A-98
G.S. 160A-168
G.S. 161E-257.2
G.S. 162A-6.1
Retention:
29 CFR 1602.31
29 CFR 1627.3(b)(1)(iv)
4.06 ASBESTOS TRAINING
Records concerning training programs about the
proper management of asbestos.
SEE ALSO: Bloodborne Pathogen Training (below),
Hazardous Materials Training Records (below).
a) Destroy in office employee-specific records 1 year after
separation.
b) Destroy in office remaining records when superseded or
obsolete.
Retention:
29 CFR
1910.1001(m)(4)
136
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
4: HR
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 46
ITEM #
STANDARD 4: HUMAN RESOURCES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
4.07 BENEFITS RECORDS
Records concerning life, health, accident, and disability
insurance plans as well as seniority and merit systems.
Includes records concerning systems in which
employees can select fringe benefits from a cafeteria
plan, including flexible spending plans. File also
includes notifications, election and claim forms,
rejection letters, and other records related to COBRA
(Consolidated Omnibus Budget Reconciliation Act).
a) Destroy in office approved claims forms after 2 years.*
b) Destroy in office rejected requests 6 months after decision.
c) Destroy in office 3 years after employee returns or
eligibility expires notifications to employees or dependents
informing them of their rights to continue insurance
coverage after termination or during disability or family
leave.
d) Destroy in office remaining records 1 year after plan is
terminated.
Retention:
29 CFR 1627.3(b)(2)
4.08 BLOODBORNE PATHOGEN TRAINING
Includes records showing date of training, sessions,
contents or summaries of sessions, names of
employees attending, and names and qualifications of
instructors.
SEE ALSO: Asbestos Training (above), Hazardous
Materials Training Records (below).
Destroy in office after 3 years.
Retention:
29 CFR
1910.1030(h)(2)(ii)
4.09 DIRECTORIES, ROSTERS, OR INDICES
Includes records listing employees, their job titles,
work locations, phone numbers, e-mail addresses, and
similar information.
Destroy in office when superseded or obsolete.
137
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
4: HR
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 47
ITEM #
STANDARD 4: HUMAN RESOURCES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
4.10 DISABILITY SALARY CONTINUATION CLAIMS
Forms used by disabled employees to apply for salary
continuation benefits. Also include short-term
disability claims forms and other related records.
a) Transfer original forms to Local Government Employees’
Retirement System (LGERS) or Teachers’ and State
Employees’ Retirement System (TSERS) for action when
received.
b) Destroy in office remaining records after 3 years.
4.11 DISCIPLINARY ACTIONS
Correspondence (including e-mail) and other records
concerning disciplinary actions taken against
employees by personnel or supervisory staff, including
records documenting terminations. Includes records
created by civil service boards when considering, or
reconsidering on appeal, an adverse action against an
employee.
a) Transfer records as applicable to Personnel Records
(Official Copy) (below).
b) Destroy in office all remaining records 2 years after
resolution of all actions.
Authority:
G.S. 115C Art. 21A
G.S. 122C-158
G.S. 130A-45.9
G.S. 153A-98
G.S. 160A-168
G.S. 161E-257.2
G.S. 162A-6.1
Retention:
29 CFR 1602.31
Subject to the public
information provision
delineated in the above
authorities.
138
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
4: HR
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 48
ITEM #
STANDARD 4: HUMAN RESOURCES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
4.12 DUAL EMPLOYMENT
Records concerning employees’ requests and
authorizations to accept employment with another
local government agency.
SEE ALSO: Secondary Employment (below).
a) Destroy in office approved requests and related records 1
year after employee terminates additional employment.
b) Destroy in office denied requests and related records after
6 months.
4.13 EDUCATIONAL LEAVE AND REIMBURSEMENT
Includes records requesting educational leave and
tuition assistance, reimbursements, and other related
records.
SEE ALSO: Leave Records (below).
a) Transfer records documenting approved leave requests to
Personnel Records (Official Copy) (below).
b) Destroy in office records concerning denied requests 6
months after denial.*
c) Destroy in office records concerning approved tuition
reimbursements 3 years after reimbursement.*
Confidentiality:
G.S. 115C Art. 21A
G.S. 122C-158
G.S. 130A-45.9
G.S. 153A-98
G.S. 160A-168
G.S. 161E-257.2
G.S. 162A-6.1
4.14 EMPLOYEE ASSISTANCE PROGRAMS
Records documenting assistance and counseling
opportunities. Includes requests for information,
referrals, forms, releases, correspondence, and other
related records.
Destroy in office after 3 years. Confidentiality:
G.S. 115C Art. 21A
G.S. 122C-158
G.S. 130A-45.9
G.S. 153A-98
G.S. 160A-168
G.S. 161E-257.2
G.S. 162A-6.1
139
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
4: HR
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 49
ITEM #
STANDARD 4: HUMAN RESOURCES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
4.15 EMPLOYMENT ELIGIBILITY RECORDS
Includes the I-9 forms, employment authorization
documents filed with the U.S. Department of Labor,
petitions filed by the agency, E-Verify documentation,
and Selective Service Registration compliance forms.
a) I-9 forms have mandatory retention throughout the
duration of an individual’s employment. After separation,
destroy records in office 3 years from date of hire or 1 year
from separation, whichever occurs later.
b) Destroy in office after 5 years employment authorization
documents filed with the U.S. Department of Labor.
c) Destroy in office immigrant or nonimmigrant petitions filed
by the agency 3 years after employee separation.
d) Destroy in office remaining records 1 year after employee
separation.
Confidentiality:
G.S. 115C Art. 21A
G.S. 122C-158
G.S. 130A-45.9
G.S. 153A-98
G.S. 160A-168
G.S. 161E-257.2
G.S. 162A-6.1
Retention:
8 USC 1324a(b)(3)
4.16 EMPLOYMENT SELECTION RECORDS
Records concerning the selection of applicants for
vacant positions or of current employees for
promotion, transfer, or training opportunities.
Includes interview documentation, rosters, eligibility
lists, test ranking sheets, justification statements,
background and criminal history checks, and similar
records.
SEE ALSO: Applications for Employment (above),
Aptitude and Skills Testing Records (above).
a) Destroy in office background and criminal history checks
after 5 years.
b) Destroy in office remaining records 2 years after hiring
decision.*
Confidentiality:
G.S. 115C Art. 21A
G.S. 122C-158
G.S. 130A-45.9
G.S. 153A-98
G.S. 160A-168
G.S. 161E-257.2
G.S. 162A-6.1
Retention:
29 CFR 1602.31
29 CFR 1627.3(b)(1)
140
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
4: HR
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 50
ITEM #
STANDARD 4: HUMAN RESOURCES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
4.17 EXIT INTERVIEW RECORDS
Includes feedback from employees planning to
separate from the agency.
Destroy in office after 1 year.
Confidentiality:
G.S. 115C Art. 21A
G.S. 122C-158
G.S. 130A-45.9
G.S. 153A-98
G.S. 160A-168
G.S. 161E-257.2
G.S. 162A-6.1
4.18 FAMILY MEDICAL LEAVE ACT (FMLA) RECORDS
Records concerning leave taken, premium payments,
employer notice, medical examinations considered in
connection with personnel action, disputes with
employees over FMLA, and other related records.
SEE ALSO: Leave Records (below).
Destroy in office 3 years after leave ends.*
Authority:
29 CFR 825.110
Confidentiality:
G.S. 115C Art. 21A
G.S. 122C-158
G.S. 130A-45.9
G.S. 153A-98
G.S. 160A-168
G.S. 161E-257.2
G.S. 162A-6.1
Retention:
29 CFR 825.500(b)
141
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
4: HR
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 51
ITEM #
STANDARD 4: HUMAN RESOURCES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
4.19 GRIEVANCES
Includes initial complaint by employee, investigation,
action, summary, and disposition.
SEE ALSO: Disciplinary Actions (above), Personnel
Records (Official Copy) (below).
Destroy in office after 2 years.*
Confidentiality:
G.S. 115C Art. 21A
G.S. 122C-158
G.S. 130A-45.9
G.S. 153A-98
G.S. 160A-168
G.S. 161E-257.2
G.S. 162A-6.1
4.20 HAZARDOUS MATERIALS TRAINING RECORDS
Includes records showing date of training, sessions,
contents or summaries of sessions, names of
employees attending, and names and qualifications of
instructors. May also include documentation of loans
of radioactive materials for the purpose of training
exercises.
SEE ALSO: Asbestos Training (above), Bloodborne
Pathogen Training (above).
Destroy in office after 5 years.
Authority:
29 CFR
1910.120(p)(8)(iii)
10A NCAC 15
4.21 INTERNSHIP PROGRAM
Records concerning interns and students who work for
the agency.
Destroy in office after 2 years.
4.22 LAW ENFORCEMENT TRAINING
Records concerning internal training for law
enforcement personnel.
Retain in office permanently.
142
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
4: HR
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 52
ITEM #
STANDARD 4: HUMAN RESOURCES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
4.23 LEAVE RECORDS
Records concerning employee leave, including
requests for and approval of sick, vacation, overtime,
buy-back, shared, donated, etc. Also includes records
documenting leave without pay.
SEE ALSO: Educational Leave and Reimbursement
(above), Family Medical Leave Act (FMLA) Records
(above), Military Leave (below).
a) Destroy in office approved requests 3 years after return or
separation of employee.*
b) Destroy in office denied requests after 6 months.
Confidentiality:
G.S. 115C Art. 21A
G.S. 122C-158
G.S. 130A-45.9
G.S. 153A-98
G.S. 160A-168
G.S. 161E-257.2
G.S. 162A-6.1
4.24 MEDICAL RECORDS
Records for employees, contractors, and volunteers
concerning asbestos, toxic substances, and
bloodborne pathogen exposure; physical examinations
required by the employer in connection with any personnel action, including health or physical
examination reports, or certificates created in
accordance with the Americans with Disabilities Act
(ADA); and records of injury or illness. (Does not
include worker’s compensation or health insurance
claim records.)
SEE ALSO: Benefits Records (above), Workers’
Compensation Program Claims (below).
a) Destroy in office exposure records 30 years after date of
exposure.*
b) Destroy in office records pertaining to first-aid job-related
illness and injury after 5 years.
c) Provide medical records to employees who have worked
for less than 1 year at time of separation.
d) Destroy in office after 1 year records concerning physical
examinations or health certificates.
e) Destroy in office remaining records 30 years after
employee separation.
Retention Note: Records must be maintained separately from
an employee’s personnel jacket. If part of a worker’s
compensation claim, follow disposition for Workers'
Compensation Program Claims (below).
Authority:
29 CFR 1910.1020(e)
Confidentiality:
29 CFR 1630.14(c)(1) 29 CFR
1910.1030(h)(1)(iii)
Retention:
29 CFR 1627.3(b)(1)(v)
29 CFR 1910.1020(d)
42 USC 12112(d)(3)
143
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
4: HR
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 53
ITEM #
STANDARD 4: HUMAN RESOURCES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
4.25 MILITARY LEAVE
Records concerning military leave, as established by
the Uniformed Services Employment and
Reemployment Rights Act (USERRA).
SEE ALSO: Leave Records (above).
Destroy in office 3 years after leave ends or employee
separates from agency.*
Authority:
5 CFR 1208
4.26 PERFORMANCE REVIEWS
Information used to establish employees’ goals and
primary tasks. Records used to evaluate each
employee’s work performance.
SEE ALSO: Personnel Records (Official Copy) (below).
Destroy in office after 3 years. Confidentiality (applies
only to performance
evaluations):
G.S. 115C Art. 21A
G.S. 122C-158
G.S. 130A-45.9
G.S. 153A-98
G.S. 60A-168
G.S. 161E-257.2
G.S. 162A-6.1
4.27 PERSONNEL ACTION NOTICES
Records used to create or change information in the
personnel records of individual employees concerning
such issues as hiring, termination, transfer, pay grade,
and position or job title.
Transfer records to Personnel Records (Official Copy) (below).
Subject to the public
information provision
delineated in relevant
General Statutes.
144
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
4: HR
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 54
ITEM #
STANDARD 4: HUMAN RESOURCES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
4.28 PERSONNEL RECORDS (OFFICIAL COPY)
Official copy of personnel file maintained on each
permanent and temporary agency employee that is
eligible for benefits. Includes basic employee
information and records and forms relating to the
selection or non-selection, promotion, transfer, leave,
salary, suspension, and termination of employment.
Note: For agencies responsible for maintaining
personnel files for criminal justice officers, please
consult 12 NCAC 09C .0307 for the mandatory records
of certification that must be housed in the personnel
file.
SEE ALSO: Medical Records (above), Seasonal and
Contract Worker Records (below).
a) Destroy in office after 30 years from date of separation
information needed to document: date and amount of
each increase or decrease in salary with that agency; date
and type of each promotion, demotion, transfer,
suspension, separation, or other change in position
classification with that agency; date and general
description of the reasons for each promotion with that
agency; date and type of each dismissal, suspension, or
demotion for disciplinary reasons taken by the agency;
and, if the disciplinary action was a dismissal, a copy of the
written notice of the final decision of the agency setting
forth the specific acts or omissions that are the basis of the
dismissal.
b) Destroy in office information necessary to verify benefits
30 years after date of separation.
c) Destroy in office remaining records when individual
retention periods are reached as noted in individual items
in this Records Retention and Disposition Schedule.
Authority/
Confidentiality:
G.S. 115C Art. 21A
G.S. 122C-158
G.S. 130A-45.9
G.S. 153A-98
G.S. 160A-168
G.S. 161E-257.2
G.S. 162A-6.1
4.29 PERSONNEL RECORDS (SUPERVISOR COPY)
Personnel jacket that is often maintained by
supervisors.
a) Transfer records as applicable to Personnel Records
(Official Copy) (above).
b) Destroy in office remaining records when reference value
ends.±
Agency Policy: Destroy in office after _________________
Confidentiality:
G.S. 115C Art. 21A
G.S. 122C-158
G.S. 130A-45.9
G.S. 153A-98
G.S. 160A-168
G.S. 161E-257.2 G.S. 162A-6.1
145
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
4: HR
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 55
ITEM #
STANDARD 4: HUMAN RESOURCES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
4.30 POLICIES AND PROCEDURES (PERSONNEL)
Official internal agency personnel policies and
procedures. Also includes agreements and
authorizations required of employees, orientation
materials, and informational data.
SEE ALSO: Civil Rights Records (STANDARD 6: LEGAL
RECORDS), and Workers’ Compensation Program
Administration (below).
a) Retain in office internal agency personnel policies and
procedures permanently.
b) Destroy in office remaining records when superseded or
obsolete.
4.31 POLYGRAPH RECORDS
Includes statements informing employee of the time,
place, and reasons for the test; copy of notice sent to
examiner identifying employee to be tested; and
copies of opinions, reports, or similar records
generated by the examiner and provided to the
agency.
Destroy in office 3 years from the date the test was given, or
from the date the test was requested if no examination was
given.
Confidentiality:
G.S. 115C Art. 21A
G.S. 122C-158
G.S. 130A-45.9
G.S. 153A-98
G.S. 160A-168
G.S. 161E-257.2
G.S. 162A-6.1
Retention:
29 CFR 801.30
146
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
4: HR
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 56
ITEM #
STANDARD 4: HUMAN RESOURCES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
4.32 POSITION CLASSIFICATION, CONTROL, AND HISTORY
Records concerning personnel actions and position
control, status of each established permanent,
temporary full-time, or part-time position, and other
related topics. Also includes listings providing
classification, titles, and position numbers.
SEE ALSO: Position Descriptions (below).
a) Retain in office records with historical value permanently.
b) Destroy in office remaining records when superseded or
obsolete.
4.33 POSITION DESCRIPTIONS
Includes information on job title, grade, duties, agency
assigned, and responsibilities.
Destroy in office 2 years after superseded.
Retention:
29 CFR 1620.32
4.34 POSITION EVALUATIONS
Forms used to evaluate the primary purpose of a
position.
Destroy in office after 1 year.
4.35 RECRUITMENT RECORDS
Includes ads and notices of overtime, promotion, and
training. Also includes employment listings.
Destroy in office 1 year from date of record.
Retention:
29 CFR 1627.3(b)
147
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
4: HR
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 57
ITEM #
STANDARD 4: HUMAN RESOURCES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
4.36 RETIREMENT RECORDS
Includes descriptive information about retirement
systems along with plans and related records outlining
the terms of employee pension and other deferred
compensation plans, including 401(k).
SEE ALSO: Payroll and Earnings Records; Payroll
Deduction Records (STANDARD 2: BUDGET, FISCAL,
AND PAYROLL RECORDS).
a) Destroy in office descriptive information about retirement
plans 1 year after plan is terminated.
b) Destroy in office records concerning employer-sponsored
retirement plans 7 years after payment.*
c) Transfer Local Governmental Employees’ Retirement
System (LGERS) forms to Department of State Treasurer.
d) Transfer applicable records to Personnel Records (Official
Copy) (above).
Retention:
29 CFR 1627.3(b)(2)
4.37 SEASONAL AND CONTRACT WORKER RECORDS
Records concerning seasonal or contractual
employees who are not provided with or eligible for
benefits.
SEE ALSO: Personnel Records (Official Copy) (above).
Destroy in office 5 years after date of separation. Confidentiality:
G.S. 115C Art. 21A
G.S. 122C-158
G.S. 130A-45.9
G.S. 153A-98
G.S. 160A-168
G.S. 161E-257.2
G.S. 162A-6.1
4.38 SECONDARY EMPLOYMENT
Records concerning employees’ requests and
authorizations to accept employment with a private
entity.
SEE ALSO: Dual Employment (above.)
a) Destroy in office approved requests and related records 1
year after employee terminates outside employment.
b) Destroy in office denied requests and related records after
6 months.
148
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
4: HR
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 58
ITEM #
STANDARD 4: HUMAN RESOURCES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
4.39 SERVICE AWARDS AND COMMENDATIONS
Includes award and selection committee reports,
nominations, selection criteria, and similar
administrative records relating to employee
recognition or incentive programs.
SEE ALSO: Personnel Records (Official Copy) (above).
Destroy in office 2 years from date of record creation or the
personnel action involved.
4.40 SUGGESTIONS AND SURVEYS
Recommendations and feedback submitted by agency
employees.
Destroy in office after 1 year.
4.41 TRAINING AND EDUCATIONAL RECORDS
Records concerning the delivery of training to agency
personnel. Includes training manuals, syllabi and
course outlines, and other related records. Also
includes employee-specific records (certificates,
transcripts, test scores, etc.) relating to the training,
testing, or continuing education of employees.
SEE ALSO: Conferences and Workshops (STANDARD 7:
PUBLIC RELATIONS RECORDS), Educational Leave and
Reimbursement (above). Other required trainings are
handled in Asbestos Training (above), Bloodborne
Pathogen Training (above), Hazardous Materials
Training Records (above), Law Enforcement Training
(above).
a) Transfer records as applicable to Personnel Records
(Official Copy) (above), if such training and testing is
required for the position held or could affect career
advancement.
b) Destroy in office certifications and other qualifications 5
years after expiration or employee separation.
c) Destroy in office general training materials when
superseded or obsolete.
d) Destroy in office remaining employee-specific records after
1 year.
Retention:
29 CFR 1627.3(b)(1)(iv)
149
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
4: HR *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 59
ITEM #
STANDARD 4: HUMAN RESOURCES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
4.42 UNEMPLOYMENT COMPENSATION CLAIMS
Claim forms and other related records concerning
unemployment compensation cases.
Destroy in office after 5 years.* Confidentiality:
G.S. 115C Art. 21A
G.S. 122C-158
G.S. 130A-45.9
G.S. 153A-98
G.S. 160A-168
G.S. 161E-257.2
G.S. 162A-6.1
Retention:
04 NCAC 24D .0501(a)
4.43 UNEMPLOYMENT COMPENSATION REPORTS
Quarterly reports showing month-to-date wages,
month-to-date compensation, year-to-date wages,
and year-to-date compensation for each employee.
May be filed with NC Division of Employment Security.
Destroy in office after 5 years.* Retention:
04 NCAC 24D .0501(a)
4.44 UNEMPLOYMENT INSURANCE
Forms submitted to the Department of Commerce to
report wage records of terminated employees.
Transfer to the N.C. Department of Commerce, Division of
Employment Security.
4.45 VERIFICATION OF EMPLOYMENT RECORDS
Inquiries and responses concerning verification of an
employee’s prior or current employment with the
agency.
Destroy in office after 1 year.
4.46 VOLUNTEER RECORDS
Records concerning individuals who volunteer to assist
with various agency activities.
Destroy in office 2 years after completion of assignment.
150
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
4: HR *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 60
ITEM #
STANDARD 4: HUMAN RESOURCES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
4.47 WORK SCHEDULES AND ASSIGNMENTS
Records concerning work, duty, shift, crew, or case
schedules, rosters, or assignments.
Destroy in office after 1 year.
4.48 WORKERS’ COMPENSATION PROGRAM
ADMINISTRATION
Includes program policies, guidelines, and related
administrative documentation.
a)Retain in office records with historical value permanently.
b)Destroy in office remaining records when superseded or
obsolete.
4.49 WORKERS’ COMPENSATION PROGRAM CLAIMS
Records concerning workers’ compensation claims
filed by employees’ supervisors concerning accidental
injuries or illnesses suffered on the job. Includes
Employer’s Report of Injury to Employee (Form 19),
accident investigation reports, medical reports, claim
cost reports, reference copies of medical invoices, and
other related records.
Note: All official copies of claims records should be
transferred to the North Carolina Industrial
Commission in compliance with G.S. 97-92(a).
Destroy in office agency’s working file for workers’
compensation claims by its employees 5 years after employee
returns to work or separates from agency.*
Confidentiality:
G.S. 8-53
G.S. 97-92(b)
151
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
5: IT *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided. 61
STANDARD 5: INFORMATION TECHNOLOGY (IT) RECORDS
Information technology encompasses all activities undertaken by agency to design, develop, and operate electronic information systems. This section covers
records for which Information Technology personnel are responsible, including administrative records and those used to process data and monitor and control
operations.
Note: Administration, use, and retention of records concerning computer and information security should comply with applicable provisions of G.S. 132-6.1 on
the confidentiality of records regarding “hardware or software security, passwords, or security standards, procedures, processes, configurations, software, and
codes.” (G.S. 132-6.1 (c))
ITEM #
STANDARD 5: INFORMATION TECHNOLOGY RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
5.01 AUDITS: IT SYSTEMS
Records documenting user actions affecting the
contents of monitored systems. Also includes fixity
checks and other periodic tests of data validity.
a)Destroy in office 1 year after superseded or obsolete fixity
check documentation.
b)Destroy in office remaining records after disposition of
record.*
Confidentiality:
G.S. 132-6.1(c)
5.02 COMPUTER AND NETWORK USAGE RECORDS
Records documenting usage of electronic devices and
networks. Includes login files, system usage files,
individual program usage files, and records of use of
the Internet by employees.
Destroy in office after 1 year.
5.03 DATA DOCUMENTATION RECORDS
Records concerning data in automated systems.
Includes data element dictionary, file layout, code
book or table, entity relationships tables, and other
records related to the structure, management, and
organization of data.
Destroy in office 3 years after system is discontinued and/or
replaced.
152
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
5: IT
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided. 62
ITEM #
STANDARD 5: INFORMATION TECHNOLOGY RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
5.04 DATA MIGRATION RECORDS
Technical records documenting data migrations.
Note: The data itself is subject to the disposition
instructions indicated for its relevant records series;
these are merely records about migrating said data.
Destroy in office 1 year after completion of data migration.
5.05 DATA WAREHOUSES
Federated data gathered by the agency from other
sources for the purposes of comparison and
distribution.
SEE ALSO: Collected Data (STANDARD 1:
ADMINISTRATION AND MANAGEMENT RECORDS).
Destroy in office when superseded or obsolete. Maintain confidentiality
consistent with any
restrictions placed on
the data provider.
5.06 DIGITIZATION AND SCANNING RECORDS
Records concerning data entry and imaging
operations. Includes quality control records.
See also REQUEST FOR DISPOSAL OF ORIGINAL
RECORDS DUPLICATED BY ELECTRONIC MEANS, page
A-21.
Destroy in office 10 days after digitization.
Note: The digital surrogate becomes the record copy and must
be retained according to the disposition instructions for that
record type.
5.07 ELECTRONIC RECORDS POLICIES AND PROCEDURES
Includes procedural manuals as well as an Electronic
Records and Imaging Policy and a Security Backup
Policy.
Destroy in office 3 years after superseded or obsolete. Confidentiality:
G.S. 132-1.7(b)
G.S. 132-6.1(c)
153
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
5: IT *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided. 63
ITEM #
STANDARD 5: INFORMATION TECHNOLOGY RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
5.08 INFORMATION TECHNOLOGY ASSISTANCE RECORDS
Records documenting troubleshooting and problem-
solving assistance provided by agency information
systems personnel to users of the systems. Includes
help desk assistance requests, resolution records, and
related documentation.
Destroy in office 1 year after work is completed.
5.09 NETWORK AND SYSTEM SECURITY RECORDS
Records documenting cybersecurity efforts. Includes
records concerning firewalls, anti-virus programs,
intruder scanning logs, and other related records.
a)Destroy in office finalized cyber incident reports 5 years
after resolution.
b)Destroy in office after 2 years records documenting
incidents involving unauthorized attempted entry or
probes on data processing systems, IT systems,
telecommunications networks, and electronic security
systems.
c)Destroy in office after 1 year records concerning firewalls,
anti-virus programs, and other related records.
Confidentiality:
G.S. 132-6.1(c)
5.10 NETWORK DIAGRAMS
Records documenting the logical and physical
relationships of network components for purposes of
organization, deployment, troubleshooting,
monitoring of access, and management of day-to-day
operations.
Destroy in office when superseded or obsolete. Confidentiality:
G.S. 132-6.1(c)
154
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
5: IT
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided. 64
ITEM #
STANDARD 5: INFORMATION TECHNOLOGY RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
5.11 PROJECT DOCUMENTATION
Records created to design, develop, control, or
monitor a specific project or group of IT projects.
Includes statements of work, assessments,
maintenance agreements, and testing records.
SEE ALSO: Projects (STANDARD 1: ADMINISTRATION
AND MANAGEMENT RECORDS).
a) Retain in office permanently records with historical value.
b) Destroy in office remaining records 3 years after
completion of project.
5.12 SOFTWARE LICENSE AND COPYRIGHT PROVISIONS
RECORDS
Records documenting compliance with agency
software license and copyright provisions. Includes
software licenses, correspondence (including e-mail),
and related documentation.
Destroy in office 1 year after software is superseded or
obsolete.
5.13 SYSTEM ACCESS RECORDS
Records documenting access requests and
authorizations, system access logs, and other related
records.
Destroy in office 1 year after superseded or obsolete.
5.14 SYSTEM DOCUMENTATION RECORDS
Records documenting operating systems, application
programs, structure and form of datasets, system
structure, and system-to-system communication.
Includes system overviews, dataset inventories, server
name, IP address, purpose of the system, vendor-
supplied documentation, installed software, and
current source code.
Destroy in office 3 years after superseded or obsolete.
Confidentiality:
G.S. 132-1.1(g)
G.S. 132-6.1(c)
155
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
5: IT
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided. 65
ITEM #
STANDARD 5: INFORMATION TECHNOLOGY RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
5.15 SYSTEM MAINTENANCE RECORDS: HARDWARE
REPAIR OR SERVICE
Records documenting inspections, maintenance, and
repairs of agency computer systems that are owned or
leased. Includes computer equipment inventories and
service records.
SEE ALSO: Equipment and Vehicle Maintenance,
Repair, and Inspection Records (STANDARD 1:
ADMINISTRATION AND MANAGEMENT RECORDS).
a) Destroy in office records documenting routine inspections
and maintenance of equipment after 1 year.
b) Destroy records documenting all other equipment
maintenance and repairs upon the final disposition of the
equipment.
5.16 SYSTEM MAINTENANCE RECORDS: RECORDS BACKUPS
Records documenting regular or essential system
backups. Includes backup tape inventories, relevant
correspondence (including e-mail), and related
documentation.
See also Security Backup Files as Public Records in
North Carolina: Guidelines for the Recycling,
Destruction, Erasure, and Re-use of Security Backup
Files, available on the State Archives of North Carolina
website.
Destroy in office in accordance with your office’s established,
regular backup plan and procedures.±
Agency Policy: Destroy in office after ___________________
5.17 TECHNICAL PROGRAM DOCUMENTATION
Records concerning program code, program
flowcharts, program maintenance logs, systems
change notices, and other related records that document modifications to computer programs.
Destroy in office 1 year after superseded or obsolete.
156
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
5: IT *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided. 66
ITEM #
STANDARD 5: INFORMATION TECHNOLOGY RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
5.18 VOICE OVER INTERNET PROTOCOL (VoIP) RECORDS
Records concerning line registrations, calls logs, and
voicemail records.
a)Destroy in office records concerning line registration when
superseded or obsolete.
b)Destroy in office call logs after 1 year.
c)Destroy in office voicemail records after 30 days.
5.19 WEB MANAGEMENT AND OPERATIONS RECORDS:
STRUCTURE
Site maps that show the directory structure into which
content pages are organized, and commercial, off-the-
shelf software configuration or content management
system files used to operate the site and establish its
look and feel. Includes server environment
configuration specifications.
SEE ALSO: Website (Electronic) (STANDARD 7: PUBLIC
RELATIONS RECORDS).
Destroy in office when superseded or obsolete.
157
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
6: Legal *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 67
STANDARD 6: LEGAL RECORDS
Official documentation created or accumulated to substantiate the rights, obligations, or interests of the agency or their individual employees or clients.
Please note the confidentiality that G.S. 132-1.1(a) confers to communications by legal counsel expires three years after receipt of such communication.
ITEM #
STANDARD 6: LEGAL RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
6.01 AFFIDAVITS OF PUBLICATION
Proof of publication provided by newspapers
regarding publication of ordinances, public hearings,
bid solicitations, payment of bills, public sales, etc.
SEE ALSO: Public Bodies: Meeting Notices (STANDARD
1: ADMINISTRATION AND MANAGEMENT RECORDS).
a)Retain in office permanently if record provides sole
evidence of publication.
b)Destroy in office remaining records after 3 years.*
Authority:
G.S. 1-600
6.02 ANNEXATION RECORDS
Records concerning annexation of property into the
city. Includes petitions, reports, correspondence
(including e-mail), maps, ordinances, and public
hearings.
a)Destroy in office withdrawn petitions after 1 year.
b)Retain remaining records in office permanently.
Retention Note: Annexation maps and ordinances must be filed
with the County Register of Deeds office and the office of the
Secretary of State (G.S. 160A-29, G.S. 160A-58.61 and G.S.
160A-58.90). A map must also be filed with the county board of
elections (G.S. 163-288.1).
6.03 AUTHENTICATIONS
Certificates of authentication issued by the agency.
Retain in office permanently.
158
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
6: Legal *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 68
ITEM #
STANDARD 6: LEGAL RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
6.04 CIVIL RIGHTS CASE RECORDS
Records concerning discrimination complaints by
employees or former employees and employee
requests for reasonable accommodation. Includes
equal opportunity (EO) complaints.
SEE ALSO: Constituent Comments, Complaints,
Petitions, and Service Requests (STANDARD 1:
ADMINISTRATION AND MANAGEMENT RECORDS),
Personnel Records (Official Copy) (STANDARD 4:
HUMAN RESOURCES RECORDS).
a)Destroy in office requests for reasonable accommodation 2
years after they become obsolete.
b)Destroy in office discrimination complaints 1 year after final
disposition of the charge or the action.*
Retention Note: 29 CFR 1602.14 defines final disposition of the
charge or the action as “the date of expiration of the statutory
period within which the aggrieved person may bring an action
in a U.S. District Court or, where an action is brought against an
employer either by the aggrieved person, the Commission, or by
the Attorney General, the date on which such litigation is
terminated.”
Retention:
29 CFR 1602.14
29 CFR 1602.31
159
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
6: Legal *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 69
ITEM #
STANDARD 6: LEGAL RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
6.05 CIVIL RIGHTS RECORDS
Records concerning documentation of personnel
policies and procedures to comply with the Age
Discrimination in Employment Act (ADEA), the
Americans with Disabilities Act (ADA), the Equal Pay
Act, the Genetic Information Nondiscrimination Act
(GINA), Section 504 of the 1973 Rehabilitation Act, and
the 1964 Civil Rights Act. Includes reports required by
the Equal Employment Opportunity (EEO) Commission
and affirmative action plans.
SEE ALSO: Civil Rights Case Records (above),
Constituent Comments, Complaints, Petitions, and
Service Requests (STANDARD 1: ADMINISTRATION
AND MANAGEMENT RECORDS), Policies and
Procedures (Personnel) (STANDARD 4: HUMAN
RESOURCES RECORDS).
Destroy in office 3 years after superseded or obsolete. Authority:
29 CFR 1602.1
29 CFR 1602.7
29 CFR 1608.4
Retention:
29 CFR 1602.30
29 CFR 1602.32
34 CFR 104.6(c)(2)
6.06 CONDEMNATION RECORDS
Settled and pending condemnation cases.
SEE ALSO: Accounts Payable (STANDARD 2: BUDGET,
FISCAL, AND PAYROLL RECORDS) for disposition of
financial records.
Retain in office permanently.
160
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
6: Legal *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 70
ITEM #
STANDARD 6: LEGAL RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
6.07 CONFLICT OF INTEREST AND CONFLICT OF
COMMITMENT DISCLOSURE STATEMENTS
Completed by the elected agency officials as well as
designated staff members in order to disclose an
official’s status or ownership interests.
Destroy in office 1 year after completion of term or separation.
6.08 CONTRACTS, LEASES, AND AGREEMENTS @
Contracts and agreements for construction, equipment, property, supplies, special programs, and
projects. Includes franchise agreements, hold
harmless agreements, good faith effort
documentation, contractor compliance monitoring,
leases, and memoranda of understanding.
SEE ALSO: Software License and Copyright Provisions
Records (STANDARD 5: INFORMATION TECHNOLOGY
RECORDS).
a)Retain in office contracts and agreements with historical
value permanently.
b)Destroy in office sealed contract records 10 years after
expiration of contract.*
c)Destroy in office all records related to capital improvement
contracts and business associate agreements 6 years after
completion, termination, or expiration.*
d)Destroy in office records documenting restrictions and
compliance with license and copyright provisions for
products and services purchased by the agency 1 year after
superseded or obsolete.*
e)Destroy in office all other contracts and agreements 3
years after completion, termination, or expiration.*
Retention:
G.S. 1-47(2)
G.S. 1-50(a)(5)
45 CFR 164.316
G.S. 1-52
6.09 DECLARATORY RULINGS
Records concerning declaratory rulings issued by the
agency to interpret statutes or rules as applied to a
specified set of facts.
Retain in office permanently.
161
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
6: Legal *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 71
ITEM #
STANDARD 6: LEGAL RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
6.10 DELEGATION OF AUTHORITY RECORDS
Records documenting delegations of power to
authorize agency business. Includes signature
authorities and powers of attorney.
Destroy in office 1 year after superseded or obsolete.
6.11 EASEMENTS AND RIGHT-OF-WAY AGREEMENTS
Granted to the agency.
SEE ALSO: Accounts Payable (STANDARD 2: BUDGET,
FISCAL, AND PAYROLL RECORDS) for disposition of
financial records; LOCAL PROGRAM SCHEDULE,
Excavation Permits and Right-of-Way Acquisition
Working Records (STANDARD 19: STREET
MAINTENANCE, PUBLIC WORKS, AND ENGINEERING
RECORDS).
Destroy in office 10 years after expiration of agreement.
6.12 ENCROACHMENTS
Records concerning agreements granted by or to the
agency. Also includes maps or drawings detailing
construction plans attached to agreements.
a)Retain in office permanently records concerning
agreements granted by outside entities to the agency.
b)Destroy in office when superseded or obsolete records
concerning agreements granted to utilities, businesses,
and private residents to encroach upon agency property.
6.13 EXPUNCTIONS
Expunction orders received by local agencies.
Destroy in office when record is expunged.
162
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
6: Legal *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 72
ITEM #
STANDARD 6: LEGAL RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
6.14 INVESTIGATION AND HEARING RECORDS
Records concerning complaints, fraud allegations,
contestments, grievances, and inquiries against
individuals and other entities. Includes summaries,
charges, reports, assessments and findings, hearing
transcripts and evidence, decisions and sanctions,
referrals, correspondence, and other related records.
Destroy in office 3 years after completion.*
6.15 LAND OWNERSHIP RECORDS
Includes deeds and titles.
Destroy in office 1 year after agency relinquishes ownership of
land.*
6.16 LEGAL CORRESPONDENCE
Correspondence (including e-mail) and related records
concerning legal matters not related to specific legal
cases or official opinions.
Destroy in office after 5 years.
For information on handling e-mail, see ELECTRONIC RECORDS,
page A-11.
Confidentiality:
G.S. 132-1.1(a)
6.17 LEGAL OPINIONS
Formal legal opinions written by counsel in response
to requests concerning the governance and
administration of the agency.
Retain in office permanently.
6.18 LEGAL REVIEW RECORDS
Includes legal reviews of by-laws and charges to
boards and commissions, conflicts of interest, and all
other agency matters as requested.
SEE ALSO: Legal Opinions (above).
a)Retain in office records with historical value permanently.
b)Destroy in office remaining records after expiration of
relevant statute of limitations.
Confidentiality:
G.S. 132-1.1(a)
163
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
6: Legal *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 73
ITEM #
STANDARD 6: LEGAL RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
6.19 LITIGATION CASE RECORDS
Civil suits to which the agency is a party. Includes
affidavits, agreements, appeals, bills, briefs, citations,
commitments, complaints, discharges, motions,
notices, pleas, releases, statements, testimony,
verdicts, waivers, warrants, and writs.
a)Retain in office cases having precedential or historical
value permanently.
b)Destroy in office adjudicated cases 6 years after final
disposition.
c)Destroy in office non-adjudicated cases (out-of-court
claims) 6 years after final disposition or expiration of
relevant statute of limitations.
Confidentiality:
G.S. 132-1.1(a)
G.S. 132-1.9
6.20 OATHS OF OFFICE
SEE ALSO: Public Bodies: Member Files (STANDARD 1:
ADMINISTRATION AND MANAGEMENT RECORDS).
Transfer official copy of oath of office to the municipal clerk or
the county clerk to the board of commissioners or the clerk of
the governing board for permanent retention.
Retention Note: The Clerk should present a copy of the oaths of
elected officials to the Clerk of Superior Court for recording.
Authority:
G.S. 105-349
G.S. 153A-26
G.S. 160A-61
G.S. 160A-68
G.S. 160A-284
Retention:
G.S. 7A-103(2)
6.21 PERMISSIONS
Records conferring legal permission. Includes
copyright permission requests and requests for
permission to publish intellectual property or holdings
of the agency. Also includes copyrights, patents, and
trademarks held by the agency.
a)Retain in office permanently records conferring perpetual
legal permission as well as records documenting
copyrights, patents, and trademarks held by the agency.
b)Destroy in office 3 years after expiration records
concerning one-time copyright permissions granted by
the agency.
164
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
6: Legal *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 74
ITEM #
STANDARD 6: LEGAL RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
6.22 PRE-TRIAL RELEASE PROGRAM RECORDS
Records documenting supervision for defendants who
do not pose a risk to the community as they await
trial.
Destroy in office 3 years after trial.
6.23 RELEASE FORMS
Records documenting consent and waiving the
individual’s right to hold the agency responsible for
injuries or damages occurring while voluntarily
participating in events or activities.
Destroy in office 5 years after termination of release/waiver.
6.24 SETTLEMENTS
Records concerning pre-litigation or informal
settlements.
Destroy in office 10 years after expiration. Authority:
G.S. 132-1.3
6.25 VEHICLE TITLES
Titles of agency owned vehicles.
Dispose of in accordance with Division of Motor Vehicles
procedures for title transfer upon disposition of vehicle.
Authority:
G.S. 20-72
165
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
7: PR *No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 75
STANDARD 7: PUBLIC RELATIONS RECORDS
Official records and materials created and accumulated by internal public relations programs operated by the agency.
ITEM #
STANDARD 7: PUBLIC RELATIONS RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
7.01 AGENCY PUBLICATIONS
Publications created at agency expense. Also includes
correspondence and other related records regarding
the design and creation of agency publications.
a)Retain in office records with historical value permanently.
b)Destroy publications management records after 5 years.
c)Destroy in office remaining records when reference value
ends.±
Agency Policy: Destroy in office after _________________
7.02 AUDIO-VISUAL RECORDINGS @
Recordings (including digital) and films produced by or
for the agency. This does not include recordings of
public meetings or security videos.
SEE ALSO: Public Bodies: Audio and Video Recordings
of Meetings (STANDARD 1: ADMINISTRATION AND
MANAGEMENT RECORDS), Office and Property
Security Records (STANDARD 1: ADMINISTRATION
AND MANAGEMENT RECORDS).
a)Retain in office records with historical value permanently.
b)Destroy in office remaining records when reference value
ends.±
Agency Policy: Destroy in office after _________________
7.03 COMMUNITY AWARDS @
Records concerning awards by the agency recognizing
community contributions.
a)Retain in office records with historical value permanently.
b)Destroy in office remaining records when reference value
ends.±
Agency Policy: Destroy in office after _________________
166
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
7: PR
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 76
ITEM #
STANDARD 7: PUBLIC RELATIONS RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
7.04 CONFERENCES AND WORKSHOPS @
Records concerning conferences and workshops
conducted by agency employees. Includes slides,
charts, transparencies, handouts, and other related
records used in presentations.
SEE ALSO: Training and Educational Records
(STANDARD 4: HUMAN RESOURCES RECORDS).
a) Retain in office records with historical value permanently.
b) Destroy in office remaining records when superseded or
obsolete.
7.05 EDUCATIONAL MATERIALS
Materials produced for usage by teachers or tour
groups. Includes lesson plans, activities, and other
related records.
Destroy in office when superseded or obsolete.
7.06 FUND DRIVE AND EVENT RECORDS
Records documenting the promotion and organization
of fund drives and other special events in which the
agency participated. Includes records concerning
solicitations requesting and donations providing
money or in-kind donations for agency programs. Also
includes invitations, registration materials, agendas,
handouts, presentations, and programs.
SEE ALSO: Donations and Solicitations (STANDARD 2:
BUDGET, FISCAL, AND PAYROLL RECORDS).
a) Retain in office records with historical value permanently.
b) Destroy in office remaining records when superseded or
obsolete.
167
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
7: PR
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 77
ITEM #
STANDARD 7: PUBLIC RELATIONS RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
7.07 INVITATIONS
Invitations sent and received concerning agency and
external functions.
Destroy in office after event occurs.
7.08 MEDIA FILE
Reference copies of newspaper, magazine, and other
media clippings concerning the agency, agency
officials, and other topics of interest.
Destroy in office when reference value ends.±
Agency Policy: Destroy in office after _________________
7.09 POPULAR ANNUAL FINANCE REPORT
Comprehensive annual financial report (CAFR)
a) Retain records with historical value permanently.
b) Destroy in office remaining records when superseded or
obsolete.
7.10 PUBLIC HEARINGS
Includes agendas, minutes, notices, speaker sign-up
sheets, and similar documentation.
SEE ALSO: Public Bodies: Minutes (STANDARD 1:
ADMINISTRATION AND MANAGEMENT RECORDS).
a) Retain in office minutes permanently.
b) Destroy in office remaining records after 1 year.
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7: PR
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 78
ITEM #
STANDARD 7: PUBLIC RELATIONS RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
7.11 PUBLIC RECORDS REQUESTS
Formal requests submitted by persons seeking access
to agency records along with documentation of
agency response.
Destroy in office 2 years after resolution.*
Note: These disposition instructions apply only to the request,
internal agency records related to searching for and preparing
responsive records, and communication of response; the
documents that are responsive to public records requests
should be handled according to their respective disposition
instructions. However, if the agency also retains separate
copies of the documents that are responsive to public records
requests, they may also be destroyed 2 years after completion
of the request.
7.12 PUBLICITY RECORDS @
Records concerning overall public relations of agency.
Includes advertisements, announcements,
correspondence (including e-mail), photographic
materials, news and press releases, and other related
records.
a) Retain in office records with historical value permanently.
b) Destroy in office remaining records when superseded or
obsolete.*
7.13 SOCIAL MEDIA
SEE ALSO: Website (Electronic) (below).
See APPENDIX (page A-12) for guidance in handling social
media.
7.14 SPEECHES
Speeches made by agency officials.
a) Retain in office records with historical value permanently.
b) Destroy in office remaining records when reference value
ends.±
Agency Policy: Destroy in office after _________________
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7: PR
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 79
ITEM #
STANDARD 7: PUBLIC RELATIONS RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
7.15 WEBSITE (ELECTRONIC)
Records created and maintained in paper and
electronic formats concerning the creation and
maintenance of the agency’s presence on the World
Wide Web. Includes correspondence (including e-
mail), procedures, instructions, website designs,
HTML/XHTML, or other web-based file formats, and
other related records.
SEE ALSO: Web Management and Operations Records:
Structure (STANDARD 5: INFORMATION TECHNOLOGY
RECORDS).
a) Capture website annually or whenever a major revision in
design and/or content has taken place, whichever occurs
first. Retain captured content in office permanently. Can
be maintained as website snapshots or via Web crawler.
b) Destroy in office remaining records when superseded or
obsolete.
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2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
8: Risk Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 80
STANDARD 8: RISK MANAGEMENT RECORDS
Official records created and accumulated to manage risks in the agency.
ITEM #
STANDARD 8: RISK MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
8.01 ACCIDENT/INCIDENT REPORTS (CUSTOMER AND
EMPLOYEE)
SEE ALSO: Workers’ Compensation Program Claims
(STANDARD 4: HUMAN RESOURCES RECORDS).
a) Transfer records resulting in workers' compensation to
Workers’ Compensation Program Claims (STANDARD 4:
HUMAN RESOURCES RECORDS).
b) Destroy in office remaining employee claims 3 years after
settlement or denial of claim.*
c) Destroy in office adult non-employee reports 3 years after
settlement or denial of claim.*
d) Destroy in office reports that do not result in claims or
official action after 3 years.
e) Destroy in office reports of minors after minor has reached
age of 21.
8.02 DECLARATIONS AND TERMINATIONS OF STATES OF
EMERGENCY
Retain in office permanently. Authority:
G.S. 166A-19.22
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8: Risk Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 81
ITEM #
STANDARD 8: RISK MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
8.03 DISASTER AND EMERGENCY MANAGEMENT PLANS @
Records concerning preparedness, evacuations, and
operations in the event of a disaster (natural,
accidental, or malicious). Includes background
surveys, studies, reports, and records concerning the
process of notifying personnel in the event of an emergency. Also includes Continuity of Operations
Plans (COOP) and Business Continuity Plans (BCP).
Destroy in office when superseded or obsolete. Confidentiality:
G.S. 132-1.7
8.04 DISASTER RECOVERY
Administrative records documenting and recovery
efforts for emergencies of a short duration as well as
disasters inflicting widespread destruction and having
long-term consequences for the agency. Includes
documents coordinating activities with federal, state,
and local emergency management, incident reports,
inventories, and disaster relief allocations.
a) Retain in office permanently records documenting major
agency disaster recovery efforts and records evaluating
emergency response and efficacy.
b) Destroy in office after 3 years records concerning minor or
routine agency recovery operations that are managed with
minimal disruption to normal operations.
8.05 EMERGENCY DRILLS AND EQUIPMENT RECORDS
Includes test records for fire suppression, defibrillator,
respirator fit, and other emergency equipment. Also
includes records concerning agency emergency and
fire drills.
Destroy in office when superseded or obsolete.
8.06 EMERGENCY NOTIFICATIONS
Notifications and alerts sent to residents by
Emergency Management or other agency staff
regarding a current emergency.
Destroy in office after 1 year.
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2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
8: Risk Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 82
ITEM #
STANDARD 8: RISK MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
8.07 EMPLOYEE SECURITY RECORDS
Records concerning the issuance of keys, identification
cards, parking assignments, passes, etc., to employees.
SEE ALSO: Office and Property Security Records
(STANDARD 1: ADMINISTRATION AND MANAGEMENT
RECORDS).
Destroy in office when superseded or obsolete.
8.08 FIRE, HEALTH, AND ENVIRONMENTAL SAFETY
RECORDS
Records concerning agency safety measures. Includes
reports, logs, and other related records documenting
inspections of agency facilities.
a) Destroy in office inspection reports after 7 years.
b) Destroy in office safety audits after 3 years.
c) Destroy in office remaining records when superseded or
obsolete.
8.09 FIXED NUCLEAR FACILITIES PLANS FILE
Records concerning emergency plans for county fixed
nuclear facilities.
Destroy in office when superseded or obsolete.
8.10 FUEL OIL STORAGE TANK RECORDS Destroy in office closure records 3 years after completion of
permanent closure.
Authority:
40 CFR 280.34
Retention:
40 CFR 280.74
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2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
8: Risk Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 83
ITEM #
STANDARD 8: RISK MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
8.11 HAZARDOUS MATERIALS MANAGEMENT
Records documenting agency efforts to prevent and
mitigate exposure to hazardous materials. Includes
risk assessments, management plans, and
abatement/removal records.
SEE ALSO: Safety Data Sheets (below).
Note: Title 10A of the NC Administrative Code provides
guidelines about the records requirements for persons
who receive, possess, use, transfer, own or acquire any
sources of radiation within the State of North Carolina.
a) Retain in office permanently records documenting
hazardous waste disposal sites on agency property and
documenting the use of pathogens and biological toxins
(select agents) at the agency.
b) Destroy in office asbestos records 1 year after building is
demolished. (Note: If building is sold, transfer records to
new owner.)
c) Destroy in office after 5 years records concerning the
receipt, maintenance, and disposal of radioactive
materials.
d) Destroy in office 3 years after superseded or obsolete
records concerning hazard mitigation plans.
e) Destroy in office records documenting environmental and
hazardous waste remediation projects 5 years after project
completion.
f) Destroy in office remaining records after 30 years.
Retention:
29 CFR
1910.1001(j)(3)(ii)
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2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
8: Risk Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 84
ITEM #
STANDARD 8: RISK MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
8.12 INSURANCE POLICIES
Records concerning automobile, theft, fire, and all
other insurance policies purchased by agency. Also
includes insurance audits, claims reports, surveys,
endorsements, certificates of insurance, and waivers.
a) Destroy in office records concerning automobile and other
liability insurance policies 10 years after superseded or
obsolete.*
b) Destroy in office certificates of insurance after 1 year.
c) Destroy in office self-insurer certifications 6 years from
date of termination of policy or settlement of all claims.
d) Destroy in office remaining records after 1 year after
superseded or obsolete.
8.13 LOSS CONTROL INSPECTION REPORTS
Self-inspections to identify potential liabilities or
hazards that may exist in agency owned buildings or
property.
Destroy in office when superseded or obsolete.
8.14 LOST, STOLEN, OR DAMAGED PROPERTY REPORTS
Includes reports of property lost or stolen at agency.
Also includes reports and employee narratives of
vandalism to agency property.
Destroy in office after 2 years.*
8.15 NATIONAL FLOOD INSURANCE PROGRAM RECORDS
Records concerning the participation of a local
government agency in FEMA’s National Flood
Insurance Program (NFIP). Includes floodplain
management ordinances, maps, and other related
records.
a) Retain in office permanently floodplain management
ordinances.
b) Destroy in office copies of flood insurance rate maps,
elevation certificates, and elevation information when
superseded or obsolete.
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8: Risk Management
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
@ In some cases, more specific record retention and disposition requirements can be found in the relevant program schedule. See the appendix for pointers to
such records series. 85
ITEM #
STANDARD 8: RISK MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
8.16 OCCUPATIONAL SAFETY AND HEALTH
ADMINISTRATION (OSHA)
Records concerning injury or illness, extent and
outcomes, summary totals for calendar year, and
OSHA forms. Includes ergonomic assessments for
employees.
Destroy in office after 5 years.
Retention:
29 CFR 1904.33
29 CFR 1904.44
8.17 SAFETY DATA SHEETS
Forms supplied to agencies from manufacturers and
distributors of hazardous materials for materials held
by the agency.
Destroy in office 30 years after materials have been disposed of
according to manufacturer’s instructions.
Retention Note: A data sheet for a mixture may be discarded if
the new data sheet includes the same hazardous chemicals as
the original formulation. If the formulation is different, both
data sheets must be retained for 30 years. Data sheets may
also be discarded if some other record identifying the
substances used, where they were used, and when they were
used is retained the required 30-year period.
Retention:
29 CFR
1910.1020(d)(1)(ii)(B)
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2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
9: Workforce Development
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL
ACTION, page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided. 86
STANDARD 9: WORKFORCE DEVELOPMENT RECORDS
Official records created and accumulated by the agency to manage workforce development programs. Relevant legislation includes the Comprehensive
Employment and Training Act, the Job Training and Partnership Act, the Workforce Investment Act, and the Workforce Innovation and Opportunity Act.
ITEM #
STANDARD 9: WORKFORCE DEVELOPMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
9.01 AUDIT/AUDIT RESOLUTIONS
Records concerning reports from financial and
compliance audits conducted on Workforce
Investment Act programs in accordance with OMB
Circular A-133. Includes audit reports and
correspondence concerning audits and audit
resolutions for the local area. Also includes federal
and state audits.
Destroy in office after 3 years.
Authority:
OMB Circular A-133
29 CFR 97.26
9.02 LOCAL AREA JOB TRAINING PLAN RECORDS
Records concerning the local board’s bid process for
contracting workforce development programs.
Destroy in office when superseded or obsolete. Authority:
20 CFR 652.8
9.03 PARTICIPANT RECORDS
Records concerning applicants, registrants, eligible
applicants/registrants, participants, terminees, and
employees who submit requests for services of the
Dislocated Workers Program and Workforce
Investment Act programs. Includes applications, client
history, Employability Development Plans, program
referral, monitoring notes, pay authorizations, release
forms, and Workforce Investment Act follow-up
questionnaires.
Destroy in office 3 years after close of audit/final year
expenditure.*
Authority:
20 CFR 652.8
177
A-1
MANAGING PUBLIC RECORDS IN NORTH CAROLINA
Q. What is this “records retention and disposition schedule”?
A. This document is a tool for the employees of local government agencies across North Carolina to
use when managing the records in their offices. It lists records commonly found in agency
offices and gives an assessment of their value by indicating how long those records should be
retained. This schedule is also an agreement between your agency and the State Archives of
North Carolina.
This schedule serves as the inventory and schedule that the State Archives of North Carolina is
directed by N.C. Gen. Stat. § 121-5(c) and N.C. Gen. Stat. § 132-8 to provide. It supersedes all
previous editions, including all amendments.
Q. How do I get this schedule approved?
A. This schedule must be approved by your governing body for use in your agency. That approval
should be made in a regular meeting and recorded as an action in the minutes. It may be done
as part of the consent agenda, by resolution, or other action.
Q. Am I required to have all the records listed on this schedule?
A. No, this is not a list of records you must have in your office.
Q. What is “reference value”?
A. Items containing “reference value” in the disposition instructions are generally records that hold
limited value, which is typically restricted to those documenting routine operations within the
office. A minimum retention period should be established by the office for any items containing
the phrase “destroy in office when reference value ends” in the disposition instructions.
Q. Do the standards correspond to the organizational structure of my agency?
A. Records series are grouped into standards to make it easier for users to locate records and their
disposition instructions. You may find that the groupings reflect the organizational structure of
your agency, or you may find that records are located in various standards depending on the
content of the record. The intent of the schedule’s organization is to provide an easy reference
guide for the records created in your agency.
Q. What if I cannot find some of my records on this schedule?
A. Sometimes the records are listed in a different standard than how you organize them in your
office. Be sure to check the Index and utilize the search function on the PDF version of the
schedule to facilitate the location of records series. If you still cannot locate your records on the
schedule, contact a Records Management Analyst. We will work with you to amend this records
schedule so that you may destroy records appropriately. The Request for Change in Records
Schedule form (see page A-19) can be used for such requests.
Q. What are public records?
A. The General Statutes of North Carolina, Chapter 132, provides this definition of public records:
“Public record” or “public records” shall mean all documents, papers, letters, maps, books,
photographs, films, sound recordings, magnetic or other tapes, electronic data-processing
records, artifacts, or other documentary material, regardless of physical form or
characteristics, made or received pursuant to law or ordinance in connection with the
178
A-2
transaction of public business by any agency of North Carolina government or its
subdivisions. Agency of North Carolina government or its subdivisions shall mean and
include every public office, public officer or official (State or local, elected or appointed),
institution, board, commission, bureau, council, department, authority or other unit of
government of the State or of any county, unit, special district or other political subdivision
of government.
Q. Is any person allowed to see my records?
A. Yes, except as restricted by specific provisions in state or federal law. N.C. Gen. Stat. § 132-6
instructs:
“Every custodian of public records shall permit any record in the custodian’s custody to be
inspected and examined at ± times and under reasonable supervision by any person, and
shall, as promptly as possible, furnish copies thereof upon payment of any fees as may be
prescribed by law. … No person requesting to inspect and examine public records, or to
obtain copies thereof, shall be required to disclose the purpose or motive for the request.”
Q. What about my confidential records?
A. Not all government records are open to public inspection. Exceptions to the access
requirements in N.C. Gen. Stat. § 132-6 and the definition of public records in N.C. Gen. Stat. §
132-1 are found throughout the General Statutes. You must be able to cite a specific provision
in the General Statutes or federal law when you restrict or deny access to a particular record.
Q. Am I required to make available to the public copies of drafts that have not been
approved?
A. Yes, even if a report, permit, or other record has not been finalized, it is still a public record
subject to request. Any record that is not confidential by law must be provided when a request
is received, whether it is “finished” or not.
Q. What do I do with permanent records?
A. Permanent records should be maintained in the office that created the records, forever.
The Department of Natural and Cultural Resources (DNCR) is charged by the General Assembly
with the administration of a records management program (N.C. Gen. Stat. § 121-4 (2) and §
132-8.1) and the maintenance of “a program for the selection and preservation of public records
considered essential to the operation of government and to the protection of the rights and
interests of persons” (§ 132-8.2). Permanent records with these characteristics require
preservation duplicates that are human-readable (paper or microfilm). Some examples of these
characteristics include:
Affect multiple people, without regard to relation
Have significance over a long span of time
Document governance
Document citizenship
Examples of records with these characteristics:
Minutes of governing bodies at the state and local levels are the basic evidence of our system
of governance, and are routinely provided for the public to read.
Records, such as deeds and tax scrolls, about land document changes in ownership and
condition. Counties maintain offices expressly for the purpose of making those records
179
A-3
available to the public. Other records in local and state governments document potential
public health hazards, such as hazardous materials spills.
Adoptions, marriages, and divorces document changes in familial relationships. Though
adoptions are confidential (not available for public inspection), they document changes in
inheritance and familial succession.
Court records, such as wills, estates, and capital cases, affect people within and across family
groups, are made available for public inspection, and often involve transactions related to
the examples above.
See the Human-Readable Preservation Duplicates policy issued by the North Carolina
Department of Natural and Cultural Resources (https://archives.ncdcr.gov/government/digital-
records/digital-records-policies-and-guidelines/human-readable-preservation) and check with a
records analyst to determine whether your permanent records require a preservation duplicate.
Q. What is historical value?
A. Historical records document significant events, actions, decisions, conditions, relationships, and
similar developments. These records have administrative, legal, fiscal, or evidential importance
for the government or its constituents. Two criteria for determining historical value are
inherent interest and extraordinary documentation:
• Inherent interest is created by non-routine events, by the involvement of famous parties, and
by compelling contexts. For instance, foreclosure proceedings from the 1930s have high
historical value because they date from the era of the Great Depression.
• Extraordinary documentation is found in records that shed light on political, public, or social
history. For instance, the records from the replevin case that returned the Bill of Rights to
North Carolina hold more historical value than most property case files because of the political
history intertwined with this case.
SANC has further elaborated selection criteria that help distinguish records with historical value:
• Do they protect the rights and property of residents and organizations?
• Do they have a long-term impact on residents and organizations?
• Do they document the core functions of an agency?
• Do they document high-level decision-making that shapes an agency’s policies or initiatives?
• Do they summarize an agency’s activities?
Call a Records Management Analyst for further assistance in assessing historical value.
Q. What if I do not have any records?
A. Nearly every position in government generates, receives, or uses records. Computer files of any
kind, including drafts and e-mail, are public records. Even if your records are not the official or
final version, your records are public records. Not all records have high historical, legal, or fiscal
value, but they all must be destroyed in accordance with the provisions of the appropriate
records schedule.
Q. I have a lot of unsorted records. What’s a good first step for getting a handle on
these records?
A. We encourage you to create a file plan of what records you have. When you create this plan,
you can match each record to its placement on this schedule or on the appropriate retention
schedule. A sample file plan is available on page A-22. Having a file plan can help you strategize
how to best organize your physical or digital records. A file plan is also useful in disaster
planning and scheduling destructions.
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A-4
Q. May I store our unused records in the basement, attic, shed, etc.?
A. Public records are public property. Though we encourage agencies to find places to store
records that do not take up too much valuable office space, the selected space should be dry,
secure, and free from pests and mold. Your office must ensure that records stored away from
your main office area are well protected from natural and man-made problems while remaining
readily available to your staff and the public.
Q. Our old records are stored in the attic, basement, or off-site building, etc. Are
we required to provide public access to these records?
A. Yes, as long as the records are not confidential by law. You should also be aware that
confidentiality can expire.
Q. Aren’t all our old records at the State Archives of North Carolina?
A. Probably not. The State Archives of North Carolina collects only very specific types of records
from local government offices. Contact a Records Management Analyst for more information
about which records are held or can be transferred to the State Archives of North Carolina for
permanent preservation.
Q. I found some really old records. What should I do with them?
A. Call a Records Management Analyst. We will help you examine the records and assess their
historical value.
Q. Can I give my old records to the historical society or public library?
A. Before you offer any record to a historical society, public library, or any other entity, you must
contact a Records Management Analyst. Permanent records must be kept either in your offices
or at the State Archives of North Carolina.
Q. Whom can I call with questions?
A. If you are located west of Statesville, call our Western Office in Asheville at (828) 250-3103. If
you are east of Statesville, all the way to the coast, call our Raleigh office at (919) 814-6900.
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A-5
AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION
Q. Why is there an asterisk in the disposition instructions of so many items on this
schedule?
A. No record involved in a pending or ongoing audit, legal, or other official action may be
destroyed before that audit or action is resolved.
A legal hold or litigation hold means that records that are the subject of the legal hold or
litigation hold must be preserved and thus must not be destroyed until officially released from
the hold. A legal hold or litigation hold is placed when either an official discovery order is served
on the agency requesting the production of the records in question (for a litigation, regulatory
investigation, audit, open records request, etc.) or litigation is pending and the agency is thus on
notice to preserve all potentially relevant records. You must also ensure that for a claim or
litigation that appears to be reasonably foreseeable or anticipated but not yet initiated, any
records (in paper or electronic formats) relevant to such a claim or litigation are preserved and
not destroyed until released by your General Counsel. The records in question must not be
destroyed until the completion of the action and the resolution of all issues that arise from it
regardless of the retention period set forth in this schedule.
We have used an asterisk (*) in the disposition instructions to mark records series that are
commonly audited, litigated, or may be subject to other official actions. However, any record
has this potential. Records custodians are responsible for being aware of potential actions, and
for preventing the destruction of any record that is, or may be reasonably expected to become,
involved in an audit, legal, or other official action.
Records used during routine audits may be destroyed when the governing body accepts the
audit, if the records have completed the retention period listed in this schedule. If time remains
in the retention period, the records must be maintained for the remainder of the period. The
auditor’s working papers must be kept according to the schedule. (See Audits: Performance
(STANDARD 1: ADMINISTRATIVE AND MANAGEMENT RECORDS) and Audits: Financial
(STANDARD 2: BUDGET, FISCAL, AND PAYROLL RECORDS).) Should a dispute arise over an audit,
the records that were audited should be retained until that dispute is resolved.
The attorney representing the agency should inform records custodians when legal matters are
concluded and records will no longer be needed. Following the conclusion of any legal action,
the records may be destroyed if they have met the retention period in the schedule. Otherwise,
they should be kept for the remaining time period.
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TRANSITORY RECORDS
Transitory records are defined as “record[s] that [have] little or no documentary or evidential value and
that need not be set aside for future use.”3
According to North Carolina General Statutes § 121 and § 132, every document, paper, letter, map,
book, photograph, film, sound recording, magnetic or other tape, electronic data processing record,
artifact, or other documentary material, regardless of physical form or characteristics, made or received
in connection with the transaction of public business by any state, county, municipal agency, or other
political subdivision of government is considered a public record and may not be disposed of, erased, or
destroyed without specific approval from the Department of Natural and Cultural Resources.
The Department of Natural and Cultural Resources recognizes that some records may have little or no
long-term documentary or evidential value to the creating agency. These records are often called
“transitory records.” The following questions and answers discuss types of transitory records commonly
created in state government. They may be disposed of according to the guidance below. However, all
public employees should be familiar with the General Records Schedule: Local Government Agencies,
their office’s Program Records Retention and Disposition Schedule, and any other applicable guidelines
for their office. If any of these documents require a different retention period for these records, follow
the longer of the two retention periods. When in doubt about whether a record is transitory, or
whether it has special significance or importance, retain the record in question and seek guidance from
the analyst assigned to your agency.
Q. What do I do with routing slips, fax cover sheets, “while you were out” slips,
memory aids, etc.?
A. Routing slips and transmittal sheets adding no information to that contained in the transmitted
material have minimal value after the material has been successfully transmitted. These records
may be destroyed or otherwise disposed of after receipt of the material has been confirmed.
Similarly, “while you were out” slips, memory aids, and other records requesting follow-up
actions (including voicemails) have minimal value once the official action these records are
supporting has been completed and documented. Unless they are listed on the General
Records Schedule: Local Government Agencies or your office’s Program Records Retention
and Disposition Schedule, these records may be destroyed or otherwise disposed of once
the action has been resolved.
Q. What about research materials, drafts, and other working papers used to create
a final, official record?
A. Drafts and working papers are materials, including notes and calculations, gathered or created
to assist in the creation of another record. All drafts and working papers are public records
subject to all provisions of General Statute § 132, but many of them have minimal value after
the final version of the record has been approved, and may be destroyed after final approval, if
they are no longer necessary to support the analysis or conclusions of the official record. Drafts
and working documents which may be destroyed after final approval include:
• Drafts and working papers for internal and external policies
3 Society of American Archivists, Dictionary of Archives Terminology.
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• Drafts and working papers for internal administrative reports, such as daily and
monthly activity reports
• Drafts and working papers for internal, non-policy-level documents, such as informal
workflows and manuals; and
• Drafts and working papers for presentations, workshops, and other explanations of
agency policy that are already formally documented.
Q. What if I have forms designed and used solely to create, update, or modify
records in an electronic medium?
A. If these records are not required for audit or legal purposes, they may be destroyed in office
after completion of data entry and after all verification and quality control procedures.
However, if the forms contain any analog components that are necessary to validate the
information contained on them (e.g., a signature or notary’s seal), they should be retained
according to the disposition instructions for the records series encompassing the forms’
function.
See also the State Archives of North Carolina’s guidance on digital signatures found at:
https://archives.ncdcr.gov/government/digital-records/digital-records-policies-and-
guidelines#digital-signatures
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DESTRUCTION OF PUBLIC RECORDS
Q. When can I destroy records?
A. Each records series listed on this schedule has specific disposition instructions that indicate how
long the series must be kept in your office. In some cases, the disposition instructions are
“Retain in office permanently,” which means that those records must be kept in your offices
forever.
Q. How do I destroy records?
A. After your agency has approved this records retention and disposition schedule, records should
be destroyed in one of the following ways:
1) burned, unless prohibited by local ordinance;
2) shredded, or torn so as to destroy the record content of the documents or material
concerned;
3) placed in acid vats so as to reduce the paper to pulp and to terminate the existence of the
documents or materials concerned;
4) sold as waste paper, provided that the purchaser agrees in writing that the documents or
materials concerned will not be resold without pulverizing or shredding the documents so
that the information contained within cannot be practicably read or reconstructed.
The provision that electronic records are to be destroyed means that the data, metadata,
and physical media are to be overwritten, deleted, and unlinked so that the data and
metadata may not be practicably reconstructed.
The data, metadata, and physical media containing confidential records of any format are to
be destroyed in such a manner that the information cannot be read or reconstructed under
any means.
— N.C. Administrative Code, Title 7, Chapter 4, Subchapter M, Section .0510
Without your agency’s approval of this records schedule, no records may legally be destroyed.
Q. How can I destroy records if they are not listed on this schedule?
A. Contact a Records Management Analyst. An analyst will discuss the nature of the records with
you to determine if the records have historical value. If the records do have historical value, we
will discuss the possibility of transferring the records to the State Archives of North Carolina to
be preserved permanently.
If the records do not have historical value, we will ask you to complete a Request for Disposal of
Unscheduled Records (page A-20) if the records are no longer being created. If the records are
an active records series, an analyst will help you develop an amendment to this schedule so that
you can destroy the records appropriately from this point forward.
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Q. Am I required to tell anyone about the destructions?
A. We recommend that you report on your records retention activities to your governing board on an
annual basis. This report does not need to be detailed, but it is important that significant
destructions be entered into the minutes of the Board. See a sample destructions log that follows
(and is available online at the State Archives of North Carolina website,
https://archives.ncdcr.gov/government/rm-tools).
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archives.ncdcr.gov 4615 Mail Service Center, Raleigh NC 27699-4165 919-814-6900
Destructions Log
County/Municipality
Division Section Branch
Location(s) of Records
Records Series Required
Retention
Date
Range
Volume
(file drawers or MB)
Media (Paper, Electronic)
Date of
Destruction
Method of
Destruction
Authorization for
Destruction P E
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ELECTRONIC RECORDS:
E-MAIL, BORN-DIGITAL RECORDS, AND DIGITAL IMAGING
Q. When can I delete my e-mail?
A. E-mail is a public record as defined by N.C. Gen. Stat. § 121-5 and § 132. Electronic mail is as
much a record as any paper record and must be treated in the same manner. It is the content
of each message that is important. If a particular message would have been filed as a paper
memo, it should still be filed (either in your e-mail program or in your regular directory
structure), and it should be retained the same length of time as its paper counterparts. It is
inappropriate to destroy e-mail simply because storage limits have been reached. Some
examples of e-mail messages that are public records and therefore covered by this policy
include:
• Policies or directives;
• Final drafts of reports and recommendations;
• Correspondence and memoranda related to official business;
• Work schedules and assignments;
• Meeting agendas or minutes
• Any document or message that initiates, facilitates, authorizes, or completes a business
transaction; and
• Messages that create a precedent, such as issuing instructions and advice.
From the Department of Cultural Resources E-Mail Policy (Revised July 2009),
available at the State Archives of North Carolina website
Other publications (available online at the State Archives of North Carolina website) that will be
particularly helpful in managing your e-mail include tutorials on managing e-mail as a public
record and on using Microsoft Exchange.
Q. May I print my e-mail to file it?
A. We do not recommend printing e-mail for preservation purposes. Important metadata is lost
when e-mail is printed.
Q. I use my personal e-mail account for work. No one can see my personal e-mail,
right?
A. The best practice is to avoid using personal resources, including private e-mail accounts, for
public business. N.C. Gen. Stat. § 132-1 states that records “made or received pursuant to law
or ordinance in connection with the transaction of public business by any agency of North
Carolina government or its subdivisions” are public records (emphasis added). The fact that
public records reside in a personal e-mail account is irrelevant.
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Q. We have an imaging system. Are we required to keep the paper?
A. You may scan any record, but you will need to receive approval from the Government Records
Section in order to destroy paper originals that have been digitized. Your agency must develop
an electronic records policy and then submit a Request for Disposal of Original Records
Duplicated by Electronic Means. You can find these templates in the Digital Imaging section of
the State Archives of North Carolina website (https://archives.ncdcr.gov/government/digital-
records/digital-records-policies-and-guidelines#digital-imaging). Contact a Records
Management Analyst for further instructions on how to develop a compliant electronic records
policy.
Permanent records must have a security preservation copy as defined by State Archives of
North Carolina’s Human-Readable Preservation Duplicate Policy (N.C. Gen. Stat. § 132-8.2):
Preservation duplicates shall be durable, accurate, complete and clear, and such
duplicates made by a photographic, photo static, microfilm, micro card, miniature
photographic, or other process which accurately reproduces and forms a durable
medium for so reproducing the original shall have the same force and effect for all
purposes as the original record whether the original record is in existence or not. ...
Such preservation duplicates shall be preserved in the place and manner of
safekeeping prescribed by the Department of Natural and Cultural Resources.
The preservation duplicate of permanent records must be either on paper or microfilm.
Non-permanent records may be retained in any format. You will need to take precautions with
electronic records that you must keep more than about 5 years. Computer systems do not have
long life cycles. Each time you change computer systems, you must convert all records to the
new system so that you can assure their preservation and provide access.
Q. Computer storage is cheap. Can I just keep my computer records permanently?
A. The best practice is to destroy all records that have met their retention requirements, regardless
of format.
Q. What are the guidelines regarding the creation and handling of electronic public
records, including text messages and social media?
A. There are numerous documents available on the State Archives of North Carolina website
(https://archives.ncdcr.gov/government/digital-records/digital-records-policies-and-guidelines).
Topics covered include shared storage, cloud computing, e-discovery, trustworthy digital public
records, digital signatures, e-mail, social media, text messages, websites, digital imaging,
metadata, file formats, database indexing, and security backups.
Note that e-mail, text messages, and social media should be handled according to their content.
Therefore, this schedule does not include a records series that instructs you on how to handle
one of these born-digital records by format; instead of focusing on how the information is
disseminated, consider what content is contained in the e-mail, text message, or social media
post. For instance, an e-mail requesting leave that is sent to a supervisor should be kept for 3
years (see Leave Records, STANDARD 4: HUMAN RESOURCES RECORDS).
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GEOSPATIAL RECORDS
Q. Why should geographic information system (GIS) datasets be retained and
preserved?
A. Geospatial records are public records and need to be retained and preserved based on their
legal, fiscal, evidential and/or historical value according to an established retention schedule.
Local agencies involved in GIS operations should work with the State Archives of North Carolina
in order to appraise, inventory, and preserve their geospatial records according to established
best practices and standards to insure both their short- and long-term accessibility.
Due to the complexity and transitory nature of these records, geospatial records retention and
long-term preservation is a community-wide challenge. GIS files have become essential to the
function of many local agencies and will continue to frequently be utilized in agency decision-
making processes in the near and far future. Accessibility of GIS records over time has legal,
fiscal, practical, and historical implications. The availability of GIS records can help safeguard
the local government’s legal and fiscal accountability and aid agencies in conducting
retrospective and prospective studies. These studies are only possible when essential data from
the past are still available.
Q. What GIS datasets should be preserved by local governments?
A. The following types of geospatial records have been designated as having archival value:
• Parcel data
• Street centerline data
• Corporate limits data
• Extraterritorial jurisdiction data
• Zoning data, address points
• Orthophotography (imagery)
• Utilities
• Emergency/E-911 themes
For more information, see STANDARD 3: GEOGRAPHIC INFORMATION SYSTEM (GIS) RECORDS.
Q. How often should we capture the datasets retained for their legal, fiscal,
evidential or historical value?
A. Consult the retention schedule for frequency of capture. The frequency of capture is based on
the significance of the record as well as its alterability.
Q. What data formats, compression formats, and media should be used to preserve
the data?
A. Archiving practices should be consistent with North Carolina Geographic Information
Coordinating Council (GICC) approved standards and recommendations. (Examples: Content
Standards for Metadata; Data Sharing Recommendations). Consult the GICC website at
https://it.nc.gov/about/boards-commissions/gicc.
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Q. Who should be responsible for creation and long-term storage of
archived data?
A. The creating agency, NCOneMap, and the State Archives of North Carolina may all have
responsibility for archiving data. If you choose to upload your data to NCOneMap, consult with
your county’s GIS department to determine whether data will be uploaded by your agency or
by the whole county. If you choose not to upload your data to NCOneMap, your agency must
comply with standards (for metadata, file naming, data sharing, and long term preservation)
and procedures adopted by the North Carolina Geographic Information Coordinating Council.
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SECURITY PRESERVATION COPIES OF RECORDS
Q. What is the advantage to having security preservation copies of records stored
with the State Archives?
A. Having duplicate copies of essential records in a separate location mitigates the risk that you
may lose the only physical copy of a given record in a disaster or other records loss event.
Maintaining offsite duplicates of records, regardless of format, is a good practice to adopt.
The State Archives creates duplicate copies on microfilm because of the durability of the
medium. Silver negative microfilm does not decay for hundreds of years, ensuring that your
records maintain their integrity over time.
Q. What records will the State Archives back up for us?
A. The State Archives provides security imaging services for minutes of major decision-making
boards and commissions. We will also image records of adoptions for Social Services agencies as
well as maps and plats from Registers of Deeds offices. Once those records are imaged, they are
converted to security microfilm. We will store the silver negative (original) microfilm in our
security vault. Contact the Records Management Analyst in charge of imaging coordination for
the most current information.
Q. How do I start the process of backing up the above listed records?
A. We have three processes for creating backup film copies of these records. First, you can send
photocopies of your approved minutes to us in the mail. Simply include a copy of the
Certification of the Preparation of Records for Security Preservation Copy form (available
online at the State Archives of North Carolina website) with each shipment. For more detailed
instructions, contact a Records Management Analyst.
Secondly, you can bring us your original books. We will film them and return them to you. This
process is most useful when you have more minutes to film than you are willing to photocopy.
It is important to remember that a representative of your office or ours must transport the
original books in person so that the custody of the records is maintained. You should not mail or
ship your original minutes. Contact the Records Management Analyst in charge of imaging
coordination to schedule an appointment for your books to be imaged. We will make every
effort to expedite the filming so that your books will be returned to you as quickly as possible.
Finally, you can submit these records to the State Archives electronically. Please see our
procedures in “Transfer of Minutes in Digital Formats for Microfilming” or contact the Records
Management Analyst in charge of imaging coordination for more information.
Q. In the event of a records loss, how do I obtain copies of the security preservation
copies stored at the State Archives?
A. Contact the Records Management Analyst in charge of imaging coordination who will help you
purchase copies of the microfilm from our office. You can then send those reels to a vendor
who can either make new printed books or scan the film to create a digital copy.
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Q. Can I obtain digital copies of the security preservation records?
A. Yes, you can request digital copies of records when you submit them to the State Archives for
initial reproduction. Contact the Records Management Analyst in charge of imaging
coordination to initiate a request for digital duplicates.
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DISASTER ASSISTANCE
Q. What should I do in case of fire or flood?
A. Secure the area, and keep everyone out until fire or other safety professionals allow entry.
Then, call our Raleigh office at (919) 814-6903 for the Head of the Government Records Section
or (919) 814-6849 for the Head of the Collections Management Branch. If you’re in the western
part of the state, call our Asheville Office at (828) 250-3103. On nights and weekends, call your
local emergency management office.
DO NOT ATTEMPT TO MOVE OR CLEAN ANY RECORDS.
Damaged records are extremely fragile and require careful handling. Our staff are trained in
preliminary recovery techniques, documenting damage to your records, and authorizing
destruction of damaged records. Professional vendors can handle larger disasters.
Q. What help do you give in case of an emergency?
A. We will do everything we can to visit you at the earliest opportunity in order to provide hands-
on assistance. We can assist you in appraising the records that have been damaged so that
precious resources (and especially time) are not spent on records with lesser value. We can
provide lists of professional recovery vendors that you can contact to preserve your essential
and permanent records.
Q. What can I do to prepare for an emergency?
A. We provide training on disaster preparation that includes a discussion of the roles of proper
inventories, staff training, and advance contracts with recovery vendors. If you would like to
have this workshop presented, call a Records Management Analyst.
Q. What are essential records?
A. Essential records are records that are necessary for continuity of operations in the event of a
disaster. There are two common categories of records that are considered essential:
• Emergency operating records – including emergency plans and directives,
orders of succession, delegations of authority, staffing assignments,
selected program records needed to continue the most critical agency
operations, as well as related policy or procedural records.
• Legal and financial rights records – these protect the legal and financial
rights of the Government and of the individuals directly affected by its
activities. Examples include accounts receivable records, Social Security
records, payroll records, retirement records, and insurance records. These
records were formerly defined as “rights-and-interests” records.
Essential records should be stored in safe, secure locations as well as
duplicated and stored off-site, if possible.
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STAFF TRAINING
Q. What types of workshops or training do you offer?
A. We have a group of prepared workshops that we can offer at any time at various locations
throughout the state. Contact a Records Management Analyst if you are interested in having
one of the workshops presented to your agency. We will work with you directly to develop
training suited to your specific needs. Our basic workshops are:
• Managing public records in North Carolina
• Disaster preparedness and recovery
• Confidentiality
• Organizing paper and digital files
• Digital communications
Q. Will you design a workshop especially for our office?
A. Yes, we will. Let a Records Management Analyst know what type of training you need.
Q. Are workshops offered only in Raleigh?
A. No, we will come to your offices to present the workshops you need. We have no minimum
audience requirement. We will also do presentations for professional associations, regional
consortiums, and the public. To arrange a workshop, please call the State Records Center at
919-814-6900 or contact a Records Management Analyst
(https://archives.ncdcr.gov/government/local/analysts).
Q. Is there a fee for workshops?
A. Not at this time.
Q. Are the workshops available in an online format?
A. We can offer a virtual workshop for your agency upon request. For descriptions of available
webinars, see https://archives.ncdcr.gov/government/training/webinars. You can also find
several online tutorials available on the State Archives of North Carolina website
(https://archives.ncdcr.gov/government/training/online-tutorials-and-resources).
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archives.ncdcr.gov 4615 Mail Service Center, Raleigh NC 27699-4165 919-814-6900
GOVERNMENT RECORDS SECTION STATE RECORDS CENTER
Request for Change in Local Government Records Schedule
Use this form to request a change in the records retention and disposition schedule governing the records of your agency. Submit the signed original and keep a copy for your file. A proposed amendment will be prepared and submitted to the appropriate state and local officials for their approval and signature. Copies of the signed amendment will be sent to you for insertion in your copy of the schedule. AGENCY INFORMATION
Requestor name
Location and Agency [e.g., County/Municipality + Department of Social Services]
Phone and email
Mailing Address
CHANGE REQUESTED
Specify title and edition of records retention schedule being used: _______________________________
Add a new item Delete an existing item Standard Number Page Item Number Change a retention period Standard Number Page Item Number Title of Records Series in Schedule or Proposed Title: Inclusive Dates of Records: Proposed Retention Period: Description of Records: Justification for Change:
Requested by:
Signature Title Date
Approved by:
Signature Requestor’s Supervisor Date
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archives.ncdcr.gov 4615 Mail Service Center, Raleigh NC 27699-4165 919-814-6900
GOVERNMENT RECORDS SECTION STATE RECORDS CENTER
Request for Disposal of Unscheduled Records
AGENCY INFORMATION
Requestor name
Location and Agency [e.g., County/Municipality + Department of Social Services]
Phone and email
Mailing Address
In accordance with the provisions of N.C. Gen. Stat. § 121 and § 132, approval is requested for the destruction
of records listed below. These records have no further use or value for official administrative, fiscal, historical, or legal purposes.
RECORDS TITLE
AND DESCRIPTION INCLUSIVE DATES QUANTITY RELEVANT STATUTORY REGULATIONS
PROPOSEDRETENTION PERIOD
Requested by:
Signature Title Date
Approved by:
Signature Requestor’s Supervisor Date
Concurred by:
Signature Assistant Records Administrator State Archives of North Carolina Date
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archives.ncdcr.gov 4615 Mail Service Center, Raleigh NC 27699-4165 919-814-6900
GOVERNMENT RECORDS SECTION STATE RECORDS CENTER
Request for Disposal of Original Records Duplicated by Electronic Means
If you have questions, call (919) 814-6900 and ask for a Records Management Analyst. This form is used to request approval from the Department of Natural and Cultural Resources to dispose of non-permanent paper records that have been scanned, entered into databases, or otherwise duplicated through digital imaging or other conversion to a digital environment. This form does not apply to records that have been microfilmed or photocopied or to records with a permanent retention.
Agency Contact Name: Date (MM-DD-YYYY):
Phone (area code): Email:
County/Municipality: Office:
Mailing address:
Records Series Title A group of records as listed in records retention schedule
Description of Records Specific records as referred to in-office
Inclusive Dates (1987-1989; 2005-present)
Approx. Volume of Records (e.g. “1 file cabinet,” “5 boxes”)
Retention Period As listed in records retention schedule
Requested by:
Signature Title Date
Approved by:
Signature Requestor’s Supervisor Date
Concurred by:
Signature Assistant Records Administrator
State Archives of North Carolina
Date
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archives.ncdcr.gov 4615 Mail Service Center, Raleigh NC 27699-4165 919-814-6900
File Plan
County/Municipality
Division Section Branch
Records Series Records Creator
Records Owner (if record copy is transferred within the agency)
Media (Paper, Electronic, Scanned)
Required Retention Location(s) of Records
P E S
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A-23
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.
• 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
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2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
A-24
Local General Schedule Records Series Related Records Series Local Program Schedule
Accounts Receivable (cont.) Accounts Receivable – Client Services LME Schedule
LME-MCO Schedule
Administrative Directives, Regulations, and Rules State Board of Elections Numbered Memos County Board of Elections Schedule
Audits: Financial Clinical Record Audits Local Health Departments Schedule
Clinical Record Audits LME Schedule
Clinical Record Audits LME-MCO Schedule
Audits: Performance Pharmacy Audit Records Local Health Departments Schedule
Blueprints and Specifications Blueprints and Specifications
Project Records – Core
Local Government Agencies Program Schedule
Community Awards Student Awards and Honors Records Local Public School Unit Schedule
Conferences and Workshops Health Promotion Training Records Local Health Departments Schedule
Constituent Comments, Complaints, Petitions, and
Service Requests
Animal Complaint Records
Illegal Dumping File
Violations: Building and Housing
Violations: Solid Waste Management
Complaints (Law Enforcement)
Local Government Agencies Program Schedule
Complaints County Sheriff’s Office
Complaints: All Service Areas County Social Services Agencies Schedule
Animal Complaints Local Health Departments Schedule
Complaints File LME Schedule
Complaints File LME-MCO Schedule
Contracts, Leases, and Agreements School Health Provider Contracts Local Health Departments Schedule
Petroleum Leases Register Register of Deeds Schedule
Disaster and Emergency Management Plans Public Health Emergency Preparedness and
Response Records
Local Health Departments Schedule
Equipment and Vehicle Maintenance, Repair, and
Inspection Records
Equipment and Instrument Maintenance and
Repair File
Local Health Departments Schedule
Autopsy and Surgical Pathology: Instrument
Maintenance Records
Clinical Laboratory Records: Instrument
Maintenance Records
Cytology Records: Instrument Maintenance
Records File
Instrument Maintenance File
Public Hospitals Schedule
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A-25
Local General Schedule Records Series Related Records Series Local Program Schedule
Grants
Grants: Financial
CDBG Records
CDBG Outstanding Loan Balances CDBG Subject to Reversion of Assets Provisions or
Change of Use of Real Property
Continuum of Care Records
Emergency Solutions Grants Records
Home Investment Partnerships Program Records
Housing Assistance for Persons with Disabilities
Housing Opportunities for Persons with AIDS
Records
Local Government Agencies Program Schedule
Indices
Board of Adjustment Case Files and Indexes
Conditional Use Permit Records and Index
Rezoning Records and Indexes
Local Government Agencies Program Schedule
Master Client Identification File (Master Client
Index)
LME Schedule
LME-MCO Schedule
Master Patient Index Public Hospital Schedule
Armed Forces Discharges and Index
Chattel Mortgages and Index
Corporations (Incorporations) Records and Index
Deeds, Record of and Index
Deeds of Trust (Mortgages), Record of and Index
Highway Right-of-Way Maps and Index
Land Sold for Taxes and Index
Merchant Returns and Index
Mineral Rights Records and Index
Notaries Public Records and Index Official Record Book and Index
Partnerships and Assumed Names Records and
Index
Plats, Maps, and Index
Registration of Titles (Torrens Act) and Index
Surveys, Record of and Index
Timber Marks and Index
Vital Records: Births and Index
Vital Records: Deaths and Index
Vital Records: Delayed Births and Index
Register of Deeds Schedule
Inventories Drug Inventories Local Health Departments Schedule
202
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
A-26
Local General Schedule Records Series Related Records Series Local Program Schedule
Inventories (cont.) Drugs Inventories Public Hospitals Schedule
Maps: All Other Utilities: Maps (Utility Installations & Distributions) Local Government Agencies Program Schedule
Plats, Maps, and Index Register of Deeds Schedule
Maps (Utility Installations and Distributions) Water and Sewer Authorities and Sanitary Districts
Schedule
Policies and Procedures Clinical Policies and Procedures
Laboratory Procedures Manual
Behavioral Health Program Policy and Procedure
Records
Local Health Departments Schedule
Laboratory Procedures/Protocol File Public Hospitals Schedule
Poll List/Registration List/Roster/Authorization to
Vote (ATV)
Poll List/Registration List/Roster/Authorization to
Vote (ATV)
County Board of Elections Schedule
Projects Appraisal Project File
Project Records – Cancelled
Project Records – Core
Project Records – Engineering & Compliance
Local Government Agencies Program Schedule
State Board of Elections Correspondence and
Reports
County Board of Elections Schedule
Water and Wastewater System Project Records Waste and Sewer Authorities and Sanitary Districts
Schedule
Publicity Records Student Publicity Records Local Public School Unit Schedule
Rate and Fee Schedules Fee Schedules Local Health Departments Schedule
Fee Schedules LME Schedule
Fee Schedules LME-MCO Schedule
Recordings:
Customer Call Center Recordings
Audio-Visual Recordings
Traffic Video Recordings and Data
Law Enforcement Audio and Video Recordings
Communication Records
Electronic Recordings of Interrogations
Local Government Agencies Program Schedule
Audio and Video Recordings
Communication Records
Electronic Recordings of Interrogations (Juvenile
and Homicide)
County Sheriff’s Office
203
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
A-27
Local General Schedule Records Series Related Records Series Local Program Schedule
Reports and Studies
(continued on following page)
Land Development and Planning Studies and
Reports Ambulance Call Reports/Patient Care Reports
North Carolina Fire Incident Report
Pool Records
Environmental: Customer Usage Records
Environmental: Discharge Monitoring Reports
Environmental: Landfill Monitoring Reports
Environmental: Reports Submitted to U.S.
Environmental Protection Agency
Utilities: Daily Water and Wastewater Facility
Operators Logs Utilities: Service Interruption Records
Utilities: Wastewater Maintenance Operation
Reports
Water Quality: Pretreatment Program Records
Water Quality: Public Water Sanitary Survey
Records
Appraisal Reports
Traffic Analysis
Project Records – Core
Project Records – Engineering & Compliance
Alarm Call Reports
Arrest Reports
Chemical Analysis Records
Crime Analysis Records
Detention Facility Incident Reports
Detention Facility Physical Force Records
Incident Response Reports
Inmate Death Reports
Laboratory Case Records Multiple Firearms Sales Reports
Multiple Firearms Sales Reports Destruction
Records
Traffic Accident Reports
Local Government Agencies Program Schedule
204
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
A-28
Local General Schedule Records Series Related Records Series Local Program Schedule
Reports and Studies (cont.)
(continued on following page)
Daily Store Reports
Monthly Law Enforcement Activity Reports Monthly Operating Report to Board
Receiving Report
Sales Reports
Stock Difference Reports
Weekly Warehouse Reports
Alcoholic Beverage Control Boards Schedule
Campaign Contribution and Expenditure Reports
Ballot Reports
State Board of Elections Correspondence and
Reports
Voter Registration Lists and Reports
County Board of Elections Schedule
Alarm Call Reports
Arrest Reports
Detention Facility Incident Reports
DWI Reports
Incident Response Reports
Inmate Death Reports
Traffic Accident Reports
County Sheriff’s Office
Program Time and Activity Reports
Medicare Disbursement Reports
Communicable Disease Reports
Test Reports
Adverse Drug Reaction Reports
Intravenous Hood Performance Reports
Medication Storage Inspection Reports
Local Health Departments Schedule
Medicare Disbursement Reports LME Schedule
LME-MCO Schedule
Admission/Discharge/Transfer Reports
Communicable Disease Reports
Call-In Reports
Adverse Drug Reaction Reports
Intravenous Hood Performance Reports
Medication Storage Inspection Reports
Public Hospitals Schedule
205
2021 GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
A-29
Local General Schedule Records Series Related Records Series Local Program Schedule
Reports and Studies (cont.)
Certified Facility Operators Logs and Reports
Discharge Monitoring Reports Periodic Inspection Reports of Industrial Facilities
Wastewater Maintenance Operation Reports
Waste and Sewer Authorities and Sanitary Districts
Schedule
Strategic Plan Land Development and Planning Studies and
Reports
Parks Planning File
Comprehensive Plan and Amendments
Environmental: Comprehensive Solid Waste
Management Plan and Amendments
Planning File (Street Maintenance)
Local Government Agencies Program Schedule
206
A-30
INDEX
1
1099 FORMS. SEE TAX FORMS
A
ABOLISHED POSITIONS, 43
ABSTRACTS OF MUNICIPAL ELECTIONS, 1
ACCIDENT/INCIDENT REPORTS (CUSTOMER AND
EMPLOYEE), 80
ACCOUNTS PAYABLE, 23
ACCOUNTS RECEIVABLE, 23
ACCOUNTS UNCOLLECTABLE, 24
ACCREDITATION RECORDS, 1
ADDRESS POINTS, 38
ADMINISTRATION AND MANAGEMENT RECORDS, 1
ADMINISTRATIVE DIRECTIVES, REGULATIONS, AND
RULES, 1
ADMINISTRATIVE INVESTIGATIONS, 43
AFFIDAVITS OF PUBLICATION, 67
AGENCY PUBLICATIONS, 75
AMBULANCE SERVICE BILLS AND RECORDS FOR
EMERGENCY MEDICAL SERVICE. SEE ACCOUNTS
PAYABLE
ANNEXATION FILE, 67
ANNUAL BUDGET, 24
APPLICATIONS FOR EMPLOYMENT, 44
APPRENTICESHIP PROGRAM RECORDS, 44
APTITUDE AND SKILLS TESTING RECORDS, 45
ARBITRAGE RECORDS, 24
ASBESTOS MANAGEMENT PLAN. SEE HAZARDOUS
MATERIALS MANAGEMENT
ASBESTOS TRAINING, 45 AUDIO-VISUAL RECORDINGS, 75
AUDITS
FINANCIAL, 24
IT SYSTEMS, 61
PERFORMANCE, 2
AUTHENTICATIONS, 67
AUTHORIZATION FORMS, 24
B
BANK STATEMENTS, 25
BANK STATEMENTS AND RECONCILIATIONS, 25
BENEFITS RECORDS, 46
BENEFITS REIMBURSEMENT PLAN. SEE BENEFITS
RECORDS
BIDS FOR DISPOSAL OF PROPERTY, 25
BIDS FOR PURCHASE, 25
BIOGRAPHICAL DATA. SEE HISTORY RECORDS
BLOODBORNE PATHOGEN TRAINING, 46
BLUEPRINTS AND SPECIFICATIONS, 2
BOND CLOSING RECORDS, 25
BOND REGISTER, 26
BONDS, 3 BONDS, NOTES, AND COUPONS, 26
BUDGET ADMINISTRATION RECORDS, 26
BUDGET EXECUTION RECORDS, 26
BUDGET REPORTS, 26
BUDGET REQUESTS AND WORKING PAPERS, 26
BUDGET RESOLUTIONS AND ORDINANCES, 27
BUDGET, FISCAL, AND PAYROLL RECORDS, 23
BULLETINS, 3
BUSINESS CERTIFICATION RECORDS, 3
BUSINESS DEVELOPMENT SUBJECT FILE, 3
C
CALENDARS OF EVENTS AND APPOINTMENTS, 3
CALL CENTER RECORDINGS. SEE CUSTOMER CALL
CENTER RECORDINGS
CANCELED CHECKS. SEE BANK STATEMENTS AND
RECONCILIATIONS
CASH REPORTS. SEE ACCOUNTS RECEIVABLE
CENSUS PROJECT RECORDS, 3
CHARTER RECORDS, 4
CHECK REGISTERS. SEE BANK STATEMENTS AND
RECONCILIATIONS
CHECK STUBS. SEE BANK STATEMENTS AND
RECONCILIATIONS
CITIZEN COMPLAINTS. SEE CONSTITUENT
COMMENTS, COMPLAINTS, PETITIONS, AND
SERVICE REQUESTS
CIVIL RIGHTS CASE RECORDS, 68
CIVIL RIGHTS RECORDS, 69
COLLECTED DATA, 4
COMMUNITY AWARDS, 75
COMPLAINTS (CONSTITUENTS). SEE CONSTITUENT
COMMENTS, COMPLAINTS, PETITIONS, AND
SERVICE REQUESTS
COMPUTER AND NETWORK USAGE RECORDS, 61
CONDEMNATION RECORDS, 69
CONFERENCES AND WORKSHOPS, 76
CONFLICTS OF COMMITMENT, 70
CONFLICTS OF INTEREST, 70
CONSTITUENT COMMENTS, COMPLAINTS,
PETITIONS, AND SERVICE REQUESTS, 5
CONSTITUENT SURVEYS, 5
CONTRACT BUDGET REPORTS, 26
CONTRACT WORKER RECORDS, 57
CONTRACTS, LEASES, AND AGREEMENTS, 70
207
A-31
CORE DATA (GIS RECORDS). SEE GEOGRAPHIC
INFORMATION SYSTEM (GIS) CORE DATA
CORPORATE LIMITS, 38
CORRESPONDENCE (LEGAL), 72
CORRESPONDENCE AND MEMORANDA, 6
COST ALLOCATION PLANS, 27
CREDIT/DEBIT/PROCUREMENT CARD RECORDS, 27
CUSTOMER CALL CENTER RECORDINGS, 6
D
DAILY DETAIL REPORTS. SEE BUDGET REPORTS
DATA DOCUMENTATION (METADATA) (GIS
RECORDS). SEE GEOGRAPHIC INFORMATION
SYSTEM (GIS) DATA DOCUMENTATION
(METADATA)
DATA DOCUMENTATION RECORDS, 61
DATA MIGRATION RECORDS, 62
DATA WAREHOUSES, 62
DEBIT CARD PAYMENTS. SEE PAYMENT CARD DATA
DEBT FINANCING. SEE LOAN RECORDS
DECLARATORY RULINGS, 70
DELEGATION OF AUTHORITY RECORDS, 71
DEPOSITS. SEE ACCOUNTS RECEIVABLE
DESTRUCTIONS LOG, 10
DETAIL REPORT. SEE FINANCIAL REPORTS
DIGITIZATION AND SCANNING RECORDS, 62
DIRECT DEPOSIT FORMS. SEE ELECTRONIC FUNDS
TRANSFERS
DIRECTORIES, ROSTERS, OR INDICES, EMPLOYEE, 46 DISABILITY SALARY CONTINUATION CLAIMS, 47
DISASTER AND EMERGENCY MANAGEMENT PLANS,
81
DISASTER RECOVERY, 81
DISCIPLINARY ACTIONS, 47
DONATIONS AND SOLICITATIONS, 27
DRUG AND ALCOHOL PROGRAMS FILE. SEE
EMPLOYEE ASSISTANCE PROGRAMS
DUAL EMPLOYMENT, 48
E
EASEMENTS AND RIGHT-OF-WAY AGREEMENTS, 71
EDUCATIONAL ASSISTANCE, EMPLOYEE, 48
EDUCATIONAL LEAVE AND REIMBURSEMENT, 48
EDUCATIONAL MATERIALS, 76
EDUCATIONAL RECORDS, EMPLOYEE, 58
ELECTRONIC FUNDS TRANSFERS, 27
ELECTRONIC RECORDS POLICIES AND PROCEDURES,
62
EMERGENCY DRILLS AND EQUPIMENT RECORDS, 81
EMERGENCY NOTIFICATIONS, 81
EMPLOYEE ASSISTANCE PROGRAMS, 48
EMPLOYMENT ELIGIBILITY RECORDS, 49
EMPLOYMENT SELECTION RECORDS, 49
ENCROACHMENTS, 71
EQUIPMENT AND VEHICLE MAINTENANCE, REPAIR,
AND INSPECTION RECORDS, 6
EQUIPMENT INVENTORIES, 10
EQUIPMENT REFERENCE RECORDS, 7
EQUIPMENT USAGE RECORDS, 7
ESCHEATS AND UNCLAIMED PROPERTY, 28
EXIT INTERVIEW RECORDS, EMPLOYEE, 50
EXPENDITURE REPORTS. SEE BUDGET REPORTS
EXPUNCTIONS, 71
EXTRATERRITORIAL JURISDICTIONS, 39
F
FACILITY MAINTENANCE, REPAIR AND INSPECTION
RECORDS, 7
FACILITY SERVICE AND MAINTENANCE
AGREEMENTS. SEE CONTRACTS, LEASES, AND
AGREEMENTS
FACILITY USAGE RECORDS, 7
FAMILY MEDICAL LEAVE ACT (FMLA) RECORDS, 50
FEE SCHEDULES, 17
FILE PLAN, 22
FINANCIAL JOURNALS AND LEDGERS, 28
FINANCIAL REPORTS, 28
FIRE EXTINGUISHER RECORDS. SEE EMERGENCY
DRILLS AND EQUIPMENT RECORDS
FIRE, HEALTH, AND ENVIRONMENTAL SAFTEY RECORDS, 82
FIXED ASSETS. SEE INVENTORIES
FIXED NUCLEAR FACILITIES PLANS FILE, 82
FORMS AND TEMPLATES, 7
FUEL OIL STORAGE TANK RECORDS, 82
FUND DRIVE AND EVENT RECORDS, 76
G
GEOGRAPHIC INFORMATION SYSTEM (GIS) CORE
DATA, 36
GEOGRAPHIC INFORMATION SYSTEM (GIS) DATA
DOCUMENTATION (METADATA), 36
GEOGRAPHIC INFORMATION SYSTEM (GIS)
INTERNAL STANDARDS AND PROCEDURES, 37
GEOGRAPHIC INFORMATION SYSTEM (GIS)
MONITORING RECORDS, 37
GEOGRAPHIC INFORMATION SYSTEM (GIS)
OPERATIONAL RECORDS, 37
GEOGRAPHIC INFORMATION SYSTEM (GIS) PROJECT
RECORDS, 37
GEOGRAPHIC INFORMATION SYSTEM (GIS)
RECORDS, 36
208
A-32
GOVERNING AND ADVISORY BODY MEMBER FILES.
SEE PUBLIC BODIES: \MEMBER FILES
GOVERNMENT EMPLOYEES RETIREMENT SYSTEM
MONTHLY REPORTS, 28
GRANT PROPOSALS, 8
GRANTS, 8
FINANCIAL, 29
GRIEVANCES, 51
H
HAZARDOUS MATERIALS MANAGEMENT, 83
HAZARDOUS MATERIALS TRAINING RECORDS, 51
HEALTH CERTIFICATES, EMPLOYEE. SEE MEDICAL
RECORDS
HISTORICAL DESIGNATIONS RECORDS, 9
HISTORY RECORDS (AGENCY AND EMPLOYEES, 9
I
I-9 FORMS. SEE EMPLOYMENT ELIGIBILITY RECORDS
IMAGING RECORDS, 62
IMPROPER CONDUCT INVESTIGATIONS, 9
INDICES, 9
INFORMATION TECHNOLOGY (IT) RECORDS, 61
INFORMATION TECHNOLOGY ASSISTANCE RECORDS,
63
INSPECTION RECORDS. SEE EQUIPMENT AND
VEHICLE MAINTENANCE, REPAIR, AND
INSPECTION RECORDS
INSPECTION RECORDS, FACILITY, 7
INSURANCE POLICIES, 84
INTERAGENCY PROGRAMS, 9
INTERNAL STANDARDS AND PROCEDURES (GIS
RECORDS) \T, 37
INTERNSHIP PROGRAM, 51
INVENTORIES, 10
INVESTIGATION AND HEARING RECORDS, 72
INVESTMENTS, 29
INVITATIONS, 77
INVOICES. SEE ACCOUNTS PAYABLE
IT DISASTER PREPAREDNESS AND RECOVERY PLANS.
SEE DISASTER AND EMERGENCY MANAGEMENT
PLANS
L
LAND OWNERSHIP RECORDS, 72
LAW ENFORCEMENT TRAINING, 51
LEAVE RECORDS, 52
LEGAL OPINIONS, 72
LEGAL RECORDS, 67
LEGAL REVIEW RECORDS, 72
LEGISLATION AND REGULATORY RECORDS, 10
LGERS MONTHLY REPORTS. SEE GOVERNMENT
EMPLOYEES RETIREMENT SYSTEM MONTHLY
REPORTS
LITIGATION CASE RECORDS, 73
LOAN RECORDS, 30
LOCAL GOVERNMENT COMMISSION FINANCIAL
STATEMENTS, 30
LOGISTICS MATERIALS, 10
LONGEVITY PAY, 30
LOSS CONTROL INSPECTION REPORTS, 84
LOST, STOLEN, OR DAMAGED PROPERTY REPORTS,
84
M
MAIL, UNDELIVERABLE/RETURNED, 10
MAILING AND DISTRIBUTION RECORDS, 10
MAINTENANCE RECORDS. SEE EQUIPMENT AND
VEHICLE MAINTENANCE, REPAIR, AND
INSPECTION RECORDS
MAINTENANCE RECORDS, FACILITY, 7
MANAGEMENT STUDIES. SEE REPORTS AND STUDIES
MAPPING PROJECT RECORDS, 40
MAPS
\ALL OTHER, 42
\PARCEL, 41
\PARKS, 41
MAPS (PAPER). SEE MAPS: ALL OTHER
MEDIA FILE, 77 MEDICAL RECORDS, EMPLOYEE, 52
MEMBERSHIP RECORDS, 11
METADATA (GIS RECORDS). SEE GEOGRAPHIC
INFORMATION SYSTEM (GIS) DATA
DOCUMENTATION (METADATA)
MILITARY LEAVE, 53
MINUTES OF PUBLIC BODIES. SEE PUBLIC BODIES:
MINUTES
MISCELLANEOUS (NON-BUILDING) APPLICATIONS,
LICENSES, AND PERMITS, 11
MONITORING RECORDS (GIS RECORDS). SEE
GEOGRAPHIC INFORMATION SYSTEM (GIS)
MONITORING RECORDS
N
NATIONAL FLOOD INSURANCE PROGRAM RECORDS,
84
NETWORK AND SYSTEM SECURITY RECORDS, 63
NETWORK DIAGRAMS, 63
NEWSPAPER CLIPPINGS. SEE HISTORY RECORDS
NOTICES OF PUBLIC MEETINGS. SEE PUBLIC BODIES:
\MEETING NOTICES
209
A-33
O
OATHS OF OFFICE, 73
OCCUPATIONAL SAFETY AND HEALTH
ADMINISTRATION (OSHA), 85
OFFICE AND PROPERTY SECURITY RECORDS, 11
OPERATIONAL RECORDS (GIS RECORDS). SEE
GEOGRAPHIC INFORMATION SYSTEM (GIS)
OPERATIONAL RECORDS
ORDINANCE DEVELOPMENT RECORDS, 12
ORDINANCES, 12
ORTHOIMAGERY, 39
OSHA, 85
P
PARKING. SEE SECURITY RECORDS, EMPLOYEE
PAYMENT CARD DATA, 30
PAYROLL AND EARNINGS RECORDS, 31
PAYROLL DEDUCTION RECORDS, 32
PENSION PLAN ENROLLMENT FORMS, EMPLOYEE.
SEE RETIREMENT RECORDS
PERFORMANCE REVIEWS, EMPLOYEE, 53
PERMISSIONS, 73
PERSONNEL ACTION NOTICES, 53
PERSONNEL RECORDS, 43
PERSONNEL RECORDS (OFFICIAL COPY), 54
PERSONNEL RECORDS (SUPERVISOR COPY), 54
PEST CONTROL, 12
PETITIONS (CONSTITUENT). SEE CONSTITUENT
COMMENTS, COMPLAINTS, PETITIONS, AND
SERVICE REQUESTS
PETTY CASH. SEE ACCOUNTS RECEIVABLE
PHONE LOGS, 12
POLICIES AND PROCEDURES, 13
POLICIES AND PROCEDURES (PERSONNEL), 55
POLL LIST, 13
POLYGRAPH RECORDS, EMPLOYEE, 55
POPULAR ANNUAL FINANCE REPORT, 77
POSITION CLASSIFICATION, 56
POSITION CONTROL, 56
POSITION DESCRIPTIONS, 56
POSITION EVALUATIONS, 56
POSITION HISTORY, 56
POSITION REQUISITION AND ANALYSIS RECORDS.
SEE POSITION CLASIFICATION, CONTROL, AND
HISTORY
POWELL BILL RECORDS, 32
PRE-TRIAL RELEASE PROGRAM RECORDS, 74
PRICE QUOTATIONS, 13
PROCEDURES (GIS RECORDS). SEE GEOGRAPHIC
INFORMATION SYSTEM (GIS) INTERNAL
STANDARDS AND PROCEDURES
PROCLAMATIONS AND ORDERS, 14
PROJECT DOCUMENTATION (INFORMATION
TECHNOLOGY), 64
PROJECT RECORDS (GIS RECORDS). SEE GEOGRAPHIC
INFORMATION SYSTEM (GIS) PROJECT RECORDS
PROJECTS, 14
PROPERTY INVENTORIES, 10
PROPERTY MANAGEMENT RECORDS, 14
PUBLIC BODIES
\AGENDA AND MEETING PACKETS, 15
\APPLICATIONS FOR APPOINTMENT, 15
\APPOINTMENT REPORTS, 15
\AUDIO AND VIDEO RECORDINGS OF MEETINGS,
15
\CORRESPONDENCE, 16
\MEETING NOTICES, 16
\MEMBER FILES, 16
\MINUTES, 17
PUBLIC HEARINGS, 77
PUBLIC RECORDS REQUESTS, 78
PUBLIC RELATIONS RECORDS, 75
PUBLICATIONS RECEIVED. SEE REFERENCE (READING)
FILE
PUBLICITY RECORDS, 78
PURCHASE ORDERS, 32
Q
QUALIFIED PRODUCTS LISTS, 32
R
RATE SCHEDULES, 17
REBATE PROGRAM RECORDS, 18
RECONCILIATIONS (FINANCIAL), 25
RECORDS BACKUPS, SYSTEM MAINTENANCE
RECORDS, 65
RECORDS MANAGEMENT, 18
RECRUITMENT RECORDS, 56
REFERENCE (READING) FILE, 18
REFUND REPORTS. SEE FINANCIAL REPORTS
REGULATORY RECORDS (EXTERNAL). SEE
LEGISLATION AND REGULATORY RECORDS
RELEASE FORMS, 74
REPAIR RECORDS. SEE EQUIPMENT AND VEHICLE
MAINTENANCE, REPAIR, AND INSPECTION
RECORDS
REPAIR RECORDS, FACILITY, 7
REPORTS AND STUDIES, 19
REQUEST FOR CHANGE IN LOCAL GOVERNMENT
RECORDS SCHEDULE, 19
REQUEST FOR DISPOSAL OF ORIGINAL RECORDS
DUPLICATED BY ELECTRONIC MEANS, 21
210
A-34
REQUEST FOR DISPOSAL OF UNSCHEDULED
RECORDS, 20
REQUESTS FOR INFORMATION, 20
REQUESTS FOR PROPOSALS, 20
REQUISITIONS, 33
RESOLUTION DEVELOPMENT RECORDS, 20
RESOLUTIONS, 20
RESPIRATOR PROGRAM RECORDS. SEE EMERGENCY
DRILLS AND EQUIPMENT RECORDS
RETIREMENT RECORDS, EMPLOYEE, 57
RETURNED CHECKS. SEE ACCOUNTS UNCOLLECTABLE
RISK MANAGMENT RECORDS, 80
S
SAFETY DATA SHEETS, 85
SALES AND USE TAX REPORTS. SEE TAX RETURNS
SALES INFORMATION. SEE ACCOUNTS RECEIVABLE
SCANNING RECORDS. SEE DIGITIZATION AND
SCANNING RECORDS
SCHOLARSHIP RECORDS, 33
SEASONAL WORKER RECORDS, 57
SECONDARY EMPLOYMENT, 57
SECURITY RECORDS, EMPLOYEE, 82
SECURITY VIDEO RECORDINGS. SEE OFFICE AND
PROPERTY SECURITY RECORDS
SELF-INSURER CERTICATIONS. SEE INSURANCE
POLICIES
SERVICE AWARDS AND COMMENDATIONS, 58
SERVICE REQUESTS (CONSTITUENT). SEE CONSTITUENT COMMENTS, COMPLAINTS,
PETITIONS, AND SERVICE REQUESTS
SETTLEMENTS, 74
SHIFT PREMIUM PAY, 33
SOCIAL MEDIA, 78, 12
SOFTWARE LICENSE AND COPYRIGHT PROVISIONS
RECORDS, 64
SPACE NEED STUDIES. SEE REPORTS AND STUDIES
SPECIAL EVENT RECORDS. SEE FUND DRIVE AND
EVENT RECORDS
SPEECHES, 78
STAFF MEETINGS FILE, 21
STANDARDS (GIS RECORDS), 37
STATE AND OTHER COUNTY PROGRAMS. SEE
REFERENCE (READING) FILE
STATE OF EMERGENCY, 80
STATEMENTS OF BACK PAY, 33
STOLEN PROPERTY REPORTS, 84
STRATEGIC PLAN, 21 STREET CENTERLINE, 40
SUGGESTIONS, EMPLOYEE, 58
SURPLUS PROPERTY, 21
SURVEYS, EMPLOYEE, 58
SYSTEM ACCESS RECORDS (INFORMATION
TECHNOLOGY), 64
SYSTEM DOCUMENTATION RECORDS, 64
SYSTEM MAINTENANCE RECORDS
\HARDWARE REPAIR OR SERVICE, 65
\RECORDS BACKUPS, 65
T
TAX FORMS, 34
TAX RETURNS, 34
TECHNICAL PROGRAM DOCUMENTATION, 65
TEMPORARY EMPLOYEE RECORDS. SEE PERSONNEL
RECORDS (OFFICIAL COPY)
TEXT MESSAGES, 12
TIME SHEETS, CARDS, AND ATTENDANCE RECORDS,
34
TRACKING MATERIALS, 21
TRAINING RECORDS, EMPLOYEE, 58
TRAVEL REIMBURSEMENTS, 35
TRAVEL REQUESTS, 22
TSERS MONTHLY REPORTS. SEE GOVERNMENT
EMPLOYEES RETIREMENT SYSTEM MONTHLY
REPORTS
U
UNEMPLOYMENT COMPENSATION CLAIMS, 59
UNEMPLOYMENT COMPENSATION REPORTS, 59
UNEMPLOYMENT INSURANCE, 59
UTILITY USAGE LOG. SEE EQUIPMENT, FACILITY, AND
VEHICLE USAGE RECORDS
UTILITY USAGE LOGS. SEE PHONE LOGS
UTILITY USAGE LOGS AND BILLS. SEE ACCOUNTS
PAYABLE
V
VEHICLE MAINTENANCE, REPAIR, AND INSPECTION
RECORDS. SEE EQUIPMENT AND VEHICLE
MAINTENANCE, REPAIR, AND INSPECTION
RECORDS
VEHICLE MILEAGE LOG. SEE EQUIPMENT, FACILITY,
AND VEHICLE USAGE RECORDS
VEHICLE REFERENCE RECORDS, 7
VEHICLE REGISTRATION CARDS, 22
VEHICLE TITLES, 74
VEHICLE USAGE RECORDS, 7
VENDORS, 35
VERIFICATION OF EMPLOYMENT RECORDS, 59
VETERANS COMMISSION QUARTERLY REPORTS. SEE
REPORTS AND STUDIES
VOIP RECORDS, 66
211
A-35
VOLUNTEER RECORDS, 59
VOUCHERS. SEE ACCOUNTS RECEIVABLE
W
W-2 FORMS. SEE TAX FORMS
W-4 FORMS. SEE TAX FORMS
WARRANTIES. SEE EQUIPMENT AND VEHICLE
MAINTENANCE, REPAIR, AND INSPECTION
RECORDS
WEB MANAGEMENT AND OPERATIONS RECORDS
STRUCTURE, 66
WEBSITE (ELECTRONIC), 79
WORK ORDERS, 22
WORK SCHEDULES AND ASSIGNMENT RECORDS,
EMPLOYEE, 60
WORKERS' COMPENSATION PROGRAM
ADMINISTRATION, 60
WORKERS' COMPENSATON PROGRAM CLAIMS, 60
WORKFORCE DEVELOPMENT
\LOCAL AREA JOB TRAINING PLAN RECORDS, 86
WORKFORCE DEVELOPMENT
\AUDIT/AUDIT RESOLUTIONS, 86
WORKFORCE DEVELOPMENT
\PARTICIPANT RECORDS, 86
WORKFORCE DEVELOPMENT RECORDS, 86
WORKSHOPS, 76
212
Changes in 2021 General Records Schedule: Local Government Agencies
1
This change log notes all substantial changes from the 2019 to the 2021 version of the General Records Schedule: Local Government Agencies.
For simplicity, wordsmithing, typographical corrections, pointers to other records series, and modifications to citations have not been tracked.
Substantive changes are listed in the left-hand column. In the center column are the titles of new records series that have been added to the
schedule. In the right-hand column are records series that have been discontinued because the records are no longer created or received by
local government agencies (or in cases where these are listed in the same row as a series that was changed, these records have been combined
into that broader records series). The index to the schedule also includes pointers where one series was subsumed into another.
Please note that what had been the Personnel Records standard (Standard 6) has been retitled as the Human Resources standard;
alphabetization means this is now Standard 4 (and IT Records and Legal Records have been shifted to standards 5 and 6 respectively).
This updated schedule also includes in the appendix a section entitled “Related Records Series Found in Local Agency Program Schedules,” which
identifies records series within the Local General Schedule (indicated with @) that have similar records series on local program schedules.
Changes New Items Discontinued Items
Standard 1: Administration and Management Records
ACCREDITATION RECORDS
Added to description outside evaluations of
agency
ADMINISTRATIVE DIRECTIVES, REGULATIONS,
AND RULES
Added description and modified disposition
instructions
AUDITS: PERFORMANCE
Added disposition instructions for PCI
attestation reports
CONSTITUENT COMMENTS, COMPLAINTS,
PETITIONS, AND SERVICE REQUESTS
Changed title from Citizen to Constituent;
clarified that requests for reasonable
accommodation included in this series are
those from the general public; changed
retention for all complaints to 1 year
213
Changes in 2021 General Records Schedule: Local Government Agencies
2
Changes New Items Discontinued Items
CONSTITUENT SURVEYS
Changed title from Citizen to Constituent
FACILITY MAINTENANCE, REPAIR, AND
INSPECTION RECORDS
Clarified this series also includes records related
to agency-owned property as well as warranties
GRANTS
Added to description any required certifications
and disclosures; specified disposition for grants
funded by local appropriations
HISTORICAL DESIGNATIONS RECORDS
LOGISTICS MATERIALS
Added agency activities to the description and
modified disposition instructions
MISCELLANEOUS (NON-BUILDING)
APPLICATIONS, LICENSES, AND PERMITS
Added to description free government-issued
business permits
OFFICE AND PROPERTY SECURITY RECORDS
Changed title from Office Security Records;
added property to the description and added
disposition instructions for recordings that may
necessitate action by law enforcement
PHONE LOGS
214
Changes in 2021 General Records Schedule: Local Government Agencies
3
Changes New Items Discontinued Items
Inserted PUBLIC BODIES at beginning of series
titles to group together:
• Agenda and Meeting Packets (also
added exhibits to description)
• Applications for Appointment
• Appointment Reports
• Audio and Video Recordings of
Meetings
• Notices of Public Meetings (renamed
Meeting Notices)
• Governing and Advisory Body Member
File (renamed Member Files)
• Minutes of Public Bodies (renamed
Minutes)
PUBLIC BODIES: CORRESPONDENCE
REBATE PROGRAM RECORDS
Deleted Citizen from title
REPORTS AND STUDIES
Added a specific disposition for quarterly
reports
REQUESTS FOR PROPOSALS
Specified inclusion of elements created by the
agency (e.g., notices, evaluations)
STAFF MEETINGS FILE
Renamed from Minutes (Staff Meetings) and
added additional materials relevant to internal
meetings along with materials from external
that had been listed in Agenda and Meeting
Packets
STRATEGIC PLAN
Renamed from Comprehensive Plan, added
mission statements to the description, and
clarified disposition instructions
215
Changes in 2021 General Records Schedule: Local Government Agencies
4
Changes New Items Discontinued Items
Standard 2: Budget, Fiscal, and Payroll Records
ACCOUNTS PAYABLE
Modified disposition of reimbursements to
reflect DES requirements
ACCOUNTS RECEIVABLE
Modified description to add records for debt
setoff program
BOND CLOSING RECORDS
Increased retention requirement to mirror state
requirements
GRANTS: FINANCIAL
Specified disposition for grants funded by local
appropriations
LONGEVITY PAY
Increased retention to reflect DES requirements
PAYROLL AND EARNINGS RECORDS
Increased retention to reflect DES
requirements; added employer contributions to
description
PAYROLL DEDUCTION RECORDS
Added retirement deductions to description
SHIFT PREMIUM PAY
Increased retention to reflect DES requirements
TAX FORMS
Increased retention to reflect DES requirements
TIME SHEETS, CARDS, AND ATTENDANCE
RECORDS
Increased retention to reflect DES requirements
TRAVEL REIMBURSEMENTS
Increased retention to reflect DES requirements
Standard 3: Geographic Information System (GIS) Records
MAPS: ALL OTHER
Included paper maps in description
216
Changes in 2021 General Records Schedule: Local Government Agencies
5
Changes New Items Discontinued Items
Standard 4: Human Resources Records (previously Personnel Records)
APPLICATIONS FOR EMPLOYMENT
Added pointer in disposition to Seasonal and
Contract Workers
BENEFITS RECORDS
Specified disposition for correspondence with
providers
CERTIFICATION AND QUALIFICATION
RECORDS
Already covered by Training and Educational
Records; Conferences and Workshops
HAZARDOUS MATERIALS TRAINING RECORDS
Added to description documentation of loans of
radioactive materials for training purposes
MEDICAL RECORDS
Clarified description to include records of
employees, contractors, and volunteers;
expanded description of health and physical
examinations
PERSONNEL RECORDS (OFFICIAL COPY)
Clarified description to specify employees
eligible for benefits
POLICIES AND PROCEDURES (PERSONNEL)
Added description; deleted disposition for non-
internal records, which should be considered
part of the Reference (Reading) File, and added
disposition for HR administrative records (e.g.,
employee orientation materials)
217
Changes in 2021 General Records Schedule: Local Government Agencies
6
Changes New Items Discontinued Items
RETIREMENT RECORDS
Clarified description; removed separate
disposition for deferred compensation – those
that are from retirement plans are covered in
this item, and those that are for some sort of
bonus should be treated as Payroll and Earnings
Records
TRAINING AND EDUCATIONAL RECORDS
Added general training materials to description;
added disposition for expired employee
certifications/qualifications along with one for
general training materials
UNEMPLOYMENT COMPENSATION CLAIMS
Increased retention to reflect DES requirements
UNEMPLOYMENT COMPENSATION REPORTS
Increased retention to reflect DES requirements
Standard 5: IT Records
Clarified retention for fixity check
documentation
Standard 6: Legal Records
ANNEXATION RECORDS
Specified disposition for withdrawn petitions
CIVIL RIGHTS CASE RECORDS
Specified disposition for employee requests for
reasonable accommodations
ENCROACHMENTS
Changed description from citizens to residents
EXPUNCTIONS
INVESTIGATION AND HEARING RECORDS
REASONABLE ACCOMMODATIONS
Already covered by Constituent Comments,
Complaints, Petitions, and Service Requests
SETTLEMENTS
218
Changes in 2021 General Records Schedule: Local Government Agencies
7
Changes New Items Discontinued Items
Standard 8: Risk Management Records
DISASTER RECOVERY
Clarified description and specified disposition
for records evaluating the efficacy of recovery
efforts
EMERGENCY NOTIFICATIONS
Moved from the Emergency Services
standard of the old County Management
schedule
FIRE, HEALTH, AND ENVIRONMENTAL SAFETY
RECORDS
Added Environmental to the series title and
added specific dispositions for inspection
reports and safety audits
FIXED NUCLEAR FACILITIES PLANS FILE
Moved from the Emergency Services
standard of the old County Management
schedule
HAZARDOUS MATERIALS MANAGEMENT
Broadened description and added numerous
dispositions for particular types of hazardous
materials; now includes asbestos management
plans
ASBESTOS MANAGEMENT PLAN
LOST, STOLEN, OR DAMAGED PROPERTY
REPORTS
Deleted citizen from description
NATIONAL FLOOD INSURANCE PROGRAM
RECORDS
Moved from the Emergency Services
standard of the old County Management
schedule
219
RECORDS RETENTION AND DISPOSITION
SCHEDULE
PROGRAM RECORDS SCHEDULE:
LOCAL GOVERNMENT AGENCIES
Issued By:
North Carolina Department of Natural and Cultural Resources
Division of Archives and Records
Government Records Section
October 1, 2021
220
2021 Program Records Schedule: Local Government Agencies
CONTENTS
Approval ..........................................................................................................................................iv
Front Matter
Executive Summary .......................................................................................................................... v
Legend for Records Schedule .......................................................................................................... vi
Records Retention and Disposition Schedule
Standard 10: Airport Authority Records ......................................................................................... 1
Standard 11: Animal Services Records ........................................................................................... 3
Standard 12: Code Enforcement and Inspection Records .............................................................. 5
Standard 13: Emergency Medical Services and Fire Department Records .................................. 12
Standard 14: Parks and Recreation Records ................................................................................. 16
Standard 15: Planning and Regulation of Development Records ................................................ 19
Standard 16: Public Housing Authorities, Redevelopment Commissions, and Entitlement
Communities Records............................................................................................................... 25
Standard 17: Public Transportation Systems Records .................................................................. 31
Standard 18: Public Utilities and Environmental/Waste Management Records ......................... 34
Standard 19: Street Maintenance, Public Works, and Engineering Records ............................... 46
Standard 20: Law Enforcement Records (excluding Sheriff’s Office) .......................................... 53
Standard 21: Tax Records (for municipalities) ............................................................................. 73
Appendix
Managing Public Records in North Carolina ................................................................................ A-1
Audits, Litigation, and Other Official Actions .............................................................................. A-5
Transitory Records ....................................................................................................................... A-6
Destruction of Public Records ...................................................................................................... A-8
Sample Destructions Log ............................................................................................... A-10
Electronic Records: E-mail, Born Digital Records, and Digital Imaging ..................................... A-11
Geospatial Records ................................................................................................................... A-13
Security Preservation Record Copies ......................................................................................... A-15
Disaster Assistance .................................................................................................................... A-17
Staff Training .............................................................................................................................. A-18
Request Forms
Request for Change in Records Schedule ...................................................................... A-19
Request for Disposal of Unscheduled Records .............................................................. A-20
Request for Disposal of Original Records Duplicated by Electronic Means .................. A-21
File Plan ...................................................................................................................................... A-22
Index ........................................................................................................................................ A-23
221
2021 Program Records Schedule: Local Government Agencies i
Program Records Schedule:
Local Government Agencies
The records retention and disposition schedules and retention periods governing the records series listed herein are
hereby approved. This approval extends to and includes the following standards in the 2021 Program Records
Schedule: Local Government Agencies:
10. Airport Authority Records
11. Animal Services Records
12. Code Enforcement and Inspection Records
13. Emergency Medical Services and Fire Department Records
14. Parks and Recreation Records
15. Planning and Regulation of Development Records
16. Public Housing Authorities, Redevelopment Commissions, and Entitlement Communities Records 17. Public Transportation Systems Records
18. Public Utilities and Environmental/Waste Management Records
19. Street Maintenance, Public Works, and Engineering Records
20. Law Enforcement Records (excluding Sheriff’s Offices)
21. Tax Records (for municipalities)
In accordance with the provisions of Chapters 121 and 132 of the General Statutes of North Carolina, it is agreed
that the records do not and will not have further use or value for official business, research, or reference purposes
after the respective retention periods specified herein and are authorized to be destroyed or otherwise disposed of
by the agency or official having custody of them without further reference to or approval of either party to this
agreement.
Destructions
N.C. Gen. Stat. § 121-5 authorizes the Department of Natural and Cultural Resources to regulate the destruction of
public records. Furthermore, the local government agency agrees to comply with 07 NCAC 04M .0510 when deciding
on a method of destruction. The North Carolina Administrative Code states:
“(a) Paper records which have met their required retention requirements and are not subject to legal or other audit
holds should be destroyed in one of the following ways:
1. burned, unless prohibited by local ordinance;
2. shredded, or torn up so as to destroy the record content of the documents or
material concerned;
3. placed in acid vats so as to reduce the paper to pulp and to terminate the existence of the
documents or materials concerned; or
4. sold as waste paper, provided that the purchaser agrees in writing that the documents or materials
concerned will not be resold without pulverizing or shredding the documents so that the
information contained within cannot be practicably read or reconstructed.
(b) When used in an approved records retention and disposition schedule, the provision that electronic records are
to be destroyed means that the data and metadata are to be overwritten, deleted, and unlinked so the data and
metadata may not be practicably reconstructed.
(c) When used in an approved records retention and disposition schedule, the provision that confidential records of
any format are to be destroyed means the data, metadata, and physical media are to be destroyed in such a manner
that the information cannot be read or reconstructed under any means.”
All local government agencies should maintain logs of their destructions either in the minutes of their governing
board or in their Records Management file. Confidential records will be destroyed in such a manner that the records
cannot be practicably read or reconstructed.
222
2021 Program Records Schedule: Local Government Agencies ii
Public records, including electronic records, not listed in this schedule are not authorized to be destroyed.
Audits and Litigation Actions
Records subject to audit or those legally required for ongoing official proceedings must be retained until released
from such audits or official proceedings, notwithstanding the instructions of this schedule.
Electronic Records
All local government agencies and the Department of Natural and Cultural Resources concur that the long-term
and/or permanent preservation of electronic records requires additional commitment and active management by
the agency. Agencies agree to comply with all policies, standards, and best practices published by the Department
of Natural and Cultural Resources regarding the creation and management of electronic records.
Local government agencies should consider retention requirements and disposition authorities when designing and
implementing electronic records management systems. Any type of electronically-created or electronically-stored
information falls under the North Carolina General Assembly’s definition of public records cited above. For example,
e-mail, text messages, blog posts, voicemails, websites, word processing documents, spreadsheets, databases, and
PDFs all fall within this definition of public records. In addition, N.C. Gen. Stat. § 132-6.1(a) specifies:
“Databases purchased, leased, created, or otherwise acquired by every public agency containing public
records shall be designed and maintained in a manner that does not impair or impede the public agency's
ability to permit the public inspection and examination of public records and provides a means of obtaining
copies of such records. Nothing in this subsection shall be construed to require the retention by the public
agency of obsolete hardware or software.”
Local government agencies may scan any paper record and retain it electronically for ease of retrieval. If an agency
wishes to destroy the original paper records before their assigned retention periods have been met, the agency must
establish an electronic records policy, including putting into place procedures for quality assurance and
documentation of authorization for records destructions approved by the Government Records Section. This
electronic records policy and releases for destruction of records must be approved by the Government Records Section. Agencies should be aware that for the purpose of any audit, litigation, or public records request, they are
considered the records custodian obligated to produce requested records, even if said records are being maintained
electronically by an outside vendor. Therefore, contracts regarding electronically stored information should be
carefully negotiated to specify how records can be exported in case a vendor goes out of business or the agency
decides to award the contract to a different vendor.
Reference Copies
All local government agencies and the Department of Natural and Cultural Resources agree that certain records
series possess only brief administrative, fiscal, legal, research, and reference value. These records series have been
designated by retention periods that allow these records to be destroyed when “reference value ends.” All local
government agencies hereby agree that they will establish and enforce internal policies setting minimum retention
periods for the records that Natural and Cultural Resources has scheduled with the disposition instruction “destroy
when reference value ends.” If a local government agency does not establish internal policies and retention periods,
the local government agency is not complying with the provisions of this retention schedule and is not authorized
by the Department of Natural and Cultural Resources to destroy the records with the disposition instruction “destroy
when reference value ends.”
Record Copy
A record copy is defined as “The single copy of a document, often the original, that is designated as the official copy
for reference and preservation.”1 The record copy is the one whose retention and disposition is mandated by these
schedules; all additional copies are considered reference or access copies and can be destroyed when their
usefulness expires. In some cases, postings to social media may be unofficial copies of information that is captured
elsewhere as a record copy (e.g., a press release about an upcoming agency event that is copied to various social
1 Society of American Archivists, Dictionary of Archives Terminology.
223
2021 Program Records Schedule: Local Government Agencies iii
media platforms). Appropriately retaining record copies and disposing of reference copies requires agencies to
designate clearly what position or office is required to maintain an official record for the duration of its
designated retention period.
Transitory Records
Transitory records are defined as “record[s] that [have] little or no documentary or evidential value and that need
not be set aside for future use.”2
North Carolina has a broad definition of public records. However, the Department of Natural and Cultural Resources
recognizes that some records may have little or no long-term documentary or evidential value to the creating
agency. These records are often called transitory records. They may be disposed of according to the guidance
below. However, all public employees should be familiar with their appropriate retention schedule and any other
applicable guidelines for their office. If there is a required retention period for these records, that requirement must
be followed. When in doubt about whether a record is transitory or whether it has special significance or
importance, retain the record in question and seek guidance from a DNCR records analyst.
Routing slips and transmittal sheets adding no information to that contained in the transmitted material have
minimal value after the material has been successfully transmitted. These records may be destroyed or otherwise
disposed of after receipt of the material has been confirmed. Similarly, “while you were out” slips, memory aids,
and other records requesting follow-up actions (including voicemails and calendar invites) have minimal value once
the official action these records are supporting has been completed and documented. These records may be
destroyed or otherwise disposed of once the action has been resolved.
Drafts and working papers, including notes and calculations, are materials gathered or created to assist in the
creation of another record. All drafts and working papers are public records subject to all provisions of Chapter 132
of the General Statutes, but many of them have minimal value after the final version of the record has been
approved, and may be destroyed after final approval, if they are no longer necessary to support the analysis or conclusions of the official record. Drafts and working documents that may be destroyed after final approval include:
• Drafts and working papers for internal and external policies
• Drafts and working papers for internal administrative reports, such as daily and monthly activity reports;
• Drafts and working papers for internal, non-policy-level documents, such as informal workflows and
manuals; and
• Drafts and working papers for presentations, workshops, and other explanations of agency policy that is
already formally documented.
Forms used solely to create, update, or modify records in an electronic medium may be destroyed in office after
completion of data entry and after all verification and quality control procedures, so long as these records are not
required for audit or legal purposes. However, if the forms contain any analog components that are necessary to
validate the information contained on them (e.g., a signature or notary’s seal), they must be retained according to
the disposition instructions for the records series encompassing the forms’ function.
It is further agreed that these records may not be destroyed prior to the time periods stated; however, for sufficient
reason they may be retained for longer periods. These schedules supersede previous versions of these schedules
and any localized amendments; they are to remain in effect from the date of approval until they are reviewed and
updated.
2 Ibid.
224
225
2021 Program Records Schedule: Local Government Agencies v
EXECUTIVE SUMMARY
Some records are covered by the General Records Schedule: Local Government Agencies and,
therefore, are not listed separately here.
According to N.C. Gen. Stat. § 121-5(b) and N.C. Gen. Stat. § 132-3, you may destroy public records
only with the consent of the Department of Natural and Cultural Resources (DNCR). The State
Archives of North Carolina is the division of DNCR charged with administering a records
management program. This schedule is the primary way the State Archives of North Carolina gives
its consent. Without approving this schedule, your agency is obligated to obtain the State Archives
of North Carolina’s permission to destroy any record, no matter how insignificant.
Each records series listed on this schedule has specific disposition instructions that will indicate
how long the series must be kept in your office. In some cases, the disposition instructions are
simply “retain in office permanently,” which means that those records must be kept in your office
forever. In other cases, the retention period may be “destroy in office when reference value ends.”
An agency may have reference copies of materials, meaning “a copy of a record distributed to
make recipients aware of the content but not directing the recipient to take any action on the
matter” (from Society of American Archivists, Dictionary of Archives Terminology). Your agency
must establish and enforce internal policies by setting minimum retention periods for the records
that the State Archives of North Carolina has scheduled with the disposition instructions, “destroy
when reference value ends.”
E-mail is a record as defined by N.C. Gen. Stat. § 121-5 and N.C. Gen. Stat. § 132. It is the content
of the e-mail that is critical when determining the retention period of a particular e-mail, including
attachments, not the media in which the record was created. It is important for all agency
employees and officials to determine the appropriate records series for specific e-mails and retain
them according to the disposition instructions listed with the identified record series.
The State Archives of North Carolina recommends that all agency employees and officials view the
tutorials that are available online through the State Archives website in order to familiarize
themselves with records management principles and practices. The State Archives of North
Carolina’s online tutorials include topics such as records management and scanning guidelines.
The State Archives of North Carolina creates security preservation record copies for minutes and
selected other records of governing bodies and commissions, adoption records, and maps and
plats. Agencies can request copies of the digital images made during this process. Contact the
appropriate Records Management Analyst to begin this process.
If you have records that are not listed in this schedule, contact a Records Management Analyst. An
analyst will discuss the nature of the records with you to determine if the records have historical
value. If the records do not have historical value, we will ask you to complete a Request for
Disposal of Unscheduled Records (page A-19) for records that are no longer being created.
226
2021 Program Records Schedule: Local Government Agencies vi
LEGEND FOR RECORDS SCHEDULE
This records retention and disposition schedule applies to records in all media, unless otherwise
specified.
– symbol designating that one or more records in this series may be confidential or Includes
confidential information.
Item # – an identifying number assigned to each records series for ease of reference.
Series – “a group of similar records that are . . . related as the result of being created, received, or used
in the same activity.” (From Society of American Archivists, Dictionary of Archives Terminology).
Series in this schedule are based on common functions in government offices.
Records Series Title – a short identification of the records in a series, based on their common function. Series Description – a longer description of the records in a series, often including the types of records
that can frequently be found in that series. This information is included underneath the Records
Series Title.
Disposition Instructions – instructions dictating the length of time a series must be retained and how
the office should dispose of those records after that time.
Citation – a listing of references to statutes, laws, and codes related to the records series. Citations can
include:
• Authority: governing the creation of records
• Confidentiality: limiting access to public records
• Retention: setting a retention period
Throughout this schedule, items that cross-reference other items within this schedule are indicated with
a SEE ALSO reference. If you hover your cursor over one of these items, you will see the hand tool that
will enable you to click on the item to follow the link to that location.
No destruction of records may take place if litigation or audits are pending or reasonably anticipated.
See also AUDITS, LITIGATION, AND OTHER OFFICIAL ACTIONS, page A-5.
Sample records series title and description with cross-reference included
227
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 10: Airport Authority
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
1
ITEM # STANDARD 10: AIRPORT AUTHORITY RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
10.01 ACCESS CONTROL RECORDS
Records concerning employee or contractor access to
facilities or resources.
Destroy in office 1 year after expiration.
10.02 AIR SPACE CONSTRUCTION
Applications to construct structures which may obstruct
flight space. Includes correspondence and related
records.
Destroy in office after 5 years.
10.03 AIRFIELD INSPECTION
Records concerning airfield inspections on runway
conditions, fueling agents, fire and rescue facilities,
ground vehicle control and other airport condition
information.
Destroy in office after 1 year. Authority/Retention:
14 CFR 139.301
10.04 AIRPORT MASTER RECORD
Federal Aviation Administration (FAA) form 5010
documenting basic information concerning airports.
Destroy in office when superseded or obsolete.
STANDARD 10: PROGRAM OPERATIONAL RECORDS – AIRPORT AUTHORITY RECORDS
Official records and materials created and accumulated incidental to the operation of a county or municipal airport.
228
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 10: Airport Authority
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
2
ITEM # STANDARD 10: AIRPORT AUTHORITY RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
10.05 LAND DEVELOPMENT AND PLANNING STUDIES AND
REPORTS
Records documenting local government and airport
authority land use and development planning.
Retain in office permanently.
10.06 RADIO LOGS
Records of radio calls received and placed.
Destroy in office after 1 year.
229
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 11: Animal Services
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
3
ITEM # STANDARD 11: ANIMAL SERVICES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
11.01 ANIMAL ABUSE AND CRUELTY RECORDS
Includes complaints, citations and/or compliance orders,
and other related records.
Destroy in office after 5 years.* See G.S. 14-360 for
definition of animal
cruelty.
11.02 ANIMAL COMPLAINT RECORDS
Includes complaints of animal nuisances.
Destroy in office after 3 years.*
11.03 ANIMAL CONTROL RECORDS
Records of animal control calls. Includes information
regarding animal bites, animals received from residents,
strays caught, animals taken to shelter or returned to
owner, use of tranquilizer guns, and other related
records. Also includes citations and/or compliance orders
issued to animal owners for violations of government
ordinances.
a) Destroy in office records concerning dangerous
animals when known dead or after 10 years.
b) Destroy in office animal control citations and
compliance orders after 3 years.*
c) Destroy in office remaining records after 1 year.
STANDARD 11: PROGRAM OPERATIONAL RECORDS – ANIMAL SERVICES RECORDS
Records created and received during the conduct of animal services programs.
NOTE: Some records are covered by General Records Schedule: Local Government Agencies and, therefore, are not listed separately here. See Reference
(Reading) File and Reports and Studies (Administration and Management Records).
230
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 11: Animal Services
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
4
ITEM # STANDARD 11: ANIMAL SERVICES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
11.04
ANIMAL LICENSING RECORDS
Records concerning the licensing of dogs, cats, and other
animals. Includes owner and animal information and
record of fees paid.
Destroy in office after 3 years.* Confidentiality:
G.S. 132-1.2 (2)
11.05
ANIMAL SHELTER RECORDS
Records of animals impounded at the shelter, including
date of impoundment, length of impoundment,
disposition of animal, and any other information required by rules adopted by the State Board of Agriculture. Also
includes certificates of animal release (e.g., adoption,
reclaim, transfer, return to field) and owner contact
records.
Destroy in office 3 years after date of impoundment. Authority/Retention:
G.S. 19A-32.1(j)
Confidentiality (for specific counties):
G.S. 132-1.15
11.06 CONTROLLED SUBSTANCE EUTHANASIA LOG
Includes amount of controlled substances used.
Destroy in office after 2 years. Retention:
21 CFR 1304.04
11.07 HISTORIES OF PET OWNERS
Records concerning information for each animal owner
who violates government ordinances. Includes complaint
forms and other related records.
Destroy in office after 3 years.*
11.08 RABIES VACCINATION RECORDS
Includes rabies vaccination certificates submitted to
agency by area veterinarians.
Destroy in office after 3 years. Authority:
G.S. 130A-189
231
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 12: Codes & Inspections
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
5
ITEM # STANDARD 12: CODE ENFORCEMENT AND INSPECTION RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
12.01 AIR POLLUTION SOURCE INFORMATION Includes records for facilities which are no longer operational.
Destroy in office after 2 years.*
12.02 BLUEPRINTS AND SPECIFICATIONS
Records concerning blueprints and specifications of local
government owned buildings and facilities, or drawings
submitted when applying for a building permit for new
construction. Includes as-built plans and related records
concerning approved changes or used in determining code
compliance and enforcement of building code.
SEE ALSO: GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES, Blueprints and Specifications
(STANDARD 1: ADMINISTRATION AND MANAGEMENT
RECORDS).
a) Retain agency blueprints and specifications for life of
structure.
b) Destroy in office commercial blueprints and
specifications 1 year after completion of project.
c) Destroy in office residential blueprints and
specifications when reference value ends.±
Agency Policy: Destroy in office after ___________
Confidentiality:
G.S. 132-1.7
STANDARD 12: PROGRAM OPERATIONAL RECORDS – CODE ENFORCEMENT AND INSPECTION RECORDS
Official records and materials created and accumulated during the conduct of local government code enforcement and inspection programs.
NOTE: Some records are covered by the General Records Schedule: Local Government Agencies and, therefore, are not listed separately here.
232
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 12: Codes & Inspections
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
6
ITEM # STANDARD 12: CODE ENFORCEMENT AND INSPECTION RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
12.03 BUILDING AND ROAD PERMITTING AND INSPECTION RECORDS
Records documenting applications for permits from
property owners to erect new structures or manufactured
homes, or to make structural modifications, demolition,
fire permits, or the installation of plumbing, electrical, or mechanical systems. Includes permits, inspection reports,
inspector’s worksheets, inspection requests, denial
reports, sketches, correspondence (including e-mail), and
contractor change forms.
a) Destroy in office permits, applications, and inspection
reports (or worksheets) 6 years after Certificate of
Occupancy is issued or project is complete (inactive).
b) Destroy in office Certificate of Occupancy 6 years after
permit is expired.
c) Destroy in office remaining records, including
applications for which a permit was never issued,
when reference value ends.±
Agency Policy: Destroy in office after _____________
12.04 CONTROLLED SUBSTANCE LABS DECONTAMINATION
RECORDS
Records concerning decontamination compliance.
Destroy in office 3 years after documented
decontamination is complete.
12.05 DROUGHT CONTINGENCY PLANS Includes water conservation plans in the event of a
drought.
Destroy in office when superseded or obsolete.
12.06 EROSION AND SEDIMENT CONTROL ENFORCEMENT
CASES
Includes settled legal matters and penalties.
SEE ALSO: Violations: Building and Housing, below.
Destroy in office 6 years after settlement.*
233
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 12: Codes & Inspections
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
7
ITEM # STANDARD 12: CODE ENFORCEMENT AND INSPECTION RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
12.07 EROSION AND SEDIMENT CONTROL PLANS Includes approved and disapproved plans as well as
revisions and addenda.
a) Destroy in office approved plans 6 years after approval
or last revision and/or addendum.
b) Destroy in office non-approved plans after 3 years.
12.08 EXEMPTION (VARIANCE) RECORDS Records concerning exemptions and variances concerned with the installation of water, sewer, gas, or electric lines.
a) Destroy in office 5 years after expiration.*
b) Destroy in office records for which an exemption or
variance was not issued after 3 years.
Retention:
40 CFR 141.33
15A NCAC 18C .1526
12.09 GOING-OUT-OF-BUSINESS LICENSES
Records concerning licenses granted to business to hold
going out of business, water and smoke damage, and distress sales.
Destroy in office 1 year expiration.
12.10 GROUNDWATER MONITORING RECORDS
Includes all groundwater monitoring wells and associated
groundwater surface elevations.
Destroy in office after 5 years.* Authority:
15 NCAC 2C .0100
12.11 ILLEGAL DUMPING FILE
Records concerning illegal dumping complaints received. SEE ALSO: Violations: Solid Waste Management, below.
Destroy in office after 5 years.*
12.12 INSPECTIONS
Inspections conducted by local government agencies
concerning enforcement of state and local laws, codes,
and ordinances.
Destroy in office after 6 years.*
234
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 12: Codes & Inspections
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
8
ITEM # STANDARD 12: CODE ENFORCEMENT AND INSPECTION RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
12.13 LEAD AND COPPER COMPLIANCE RECORDS
Includes all monitoring records required by federal, state,
and local regulations.
Destroy in office after 12 years.* Retention:
40 CFR 141.91
12.14 LANDFILL TONNAGE AND COST FILE
Destroy in office after the 5 year reporting period is
complete.
12.15 PERMITS: CONSTRUCTION
Records documenting applications and permits
regarding sign installation, fencing, swimming pools,
driveways, or similar activity required by local
ordinance.
SEE ALSO: GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES, Miscellaneous (Non-Building) Applications, Licenses, and Permits (STANDARD 1:
ADMINISTRATION AND MANAGEMENT RECORDS).
a) Destroy in office 3 years after completion of project.
b) Destroy in office applications for which a permit was
never issued when reference value ends.±
Agency Policy: Destroy in office after _____________
12.16
PERMITS: PUBLIC UTILITIES PROJECTS
Records documenting permits, approval letters, and other related documentation required by local, state, or federal ordinance, regulation, or statute. Includes records
regarding National Pollutant Discharge Elimination System (NPDES) permits.
a) Retain in office approval letters and supporting
documentation permanently.
b) Destroy in office permits 6 years after expiration,
cancellation, revocation, or denial.*
Authority:
40 CFR 122.28
15A NCAC 18C .0300
Confidentiality:
15A NCAC 02H .0115
235
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 12: Codes & Inspections
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
9
ITEM # STANDARD 12: CODE ENFORCEMENT AND INSPECTION RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
12.17 RECREATIONAL VEHICLE REGISTRATION RECORDS
Records concerning issuance of registrations/decals for
recreational vehicles. Includes, but is not limited to, golf
carts, canoes, and mopeds as well as proof of insurance
and renewals.
Destroy in office 1 year after expiration.*
12.18 UNSAFE BUILDINGS FILE
Records documenting inspections and notifications to
owners of unsafe conditions relative to a particular
structure.
SEE ALSO: Violations: Building and Housing, below.
Destroy in office after 6 years provided all issues have been resolved.*
12.19 VALVE OPERATION FILE
Destroy in office when reference value ends. ±
Agency Policy: Destroy in office after__________________
12.20 VIOLATIONS: BUILDING AND HOUSING
Records documenting violations of building and fire code,
minimum housing, and erosion and sediment control.
Includes complaints, summons, notices, appeals, and other information created or compiled during the course of investigation and resolution of each alleged violation.
SEE ALSO: Water Analysis, below.
a) Destroy building code violations in office 6 years after
verification of correction.
b) Destroy remaining records in office 3 years after verification of correction.*
236
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 12: Codes & Inspections
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
10
ITEM # STANDARD 12: CODE ENFORCEMENT AND INSPECTION RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
12.21 VIOLATIONS: SOLID WASTE MANAGEMENT
Includes complaints, notices of violations, citations,
investigation records, court documents, and other related
records issued by solid waste environmental enforcement programs.
Destroy in office 7 years after resolution of case.*
12.22 VIOLATIONS: WATER CONSERVATION
Records concerning notices of water conservation
violations.
Destroy in office when reference value ends. ±
Agency Policy: Destroy in office after__________________
12.23 WASTEWATER POLLUTION CONTROL AND
ABATEMENT RECORDS
Destroy in office after 5 years.* Authority: 15A NCAC 2B .0505
12.24 WASTEWATER QUALITY ANALYSIS RECORDS
a) Destroy in office analysis reports after 3 years.*
b) Destroy in office monitoring and calculation sheets
after 1 year.*
Authority:
15A NCAC 2B .0505
237
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 12: Codes & Inspections
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
11
ITEM # STANDARD 12: CODE ENFORCEMENT AND INSPECTION RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
12.25 WATER ANALYSIS
Records concerning bacteriological, chemical, radiological,
and physical analyses and climatological observations as
well as records of actions taken to correct violations.
SEE ALSO: Violations: Building and Housing and Violations:
Water Conservations, above.
a) Destroy in office records of chemical and
radiological analysis after 10 years.
b) Destroy in office records of bacteriological and
turbidity analysis after 5 years.
c) Destroy in office records of actions taken to
correct violations 3 years after last corrective
action taken.
d) Destroy in office remaining records after 5 years.
Retention:
40 CFR 141.33
15A NCAC 18C .1526
12.26 WATER SYSTEM OPERATIONS RECORDS Records concerning the operations of water supply,
treatment, distribution, and collection. Includes
backflow prevention reports, flow reports, capacity
studies, pump station reports, and similar records that
summarize
Destroy in office after 10 years. Retention:
40 CFR 141.33
15A NCAC 18C .1526
12.27 WATER TANKS, SPECIFICATIONS, AND BOOSTER STATIONS FILE
Destroy in office after 5 years.*
238
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 13: EMS & Fire Department
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
12
ITEM # STANDARD 13: EMERGENCY MEDICAL SERVICES AND FIRE DEPARTMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
13.01 911 COMMUNICATION RECORDS AND RECORDINGS
Records documenting any communications made by the
public with 911. Includes transcripts and recordings of
911 calls received, transcripts of text messages received
by 911, and computer-aided dispatch (CAD) reports.
SEE ALSO: Dispatch Records and Recordings, below AND
PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT
AGENCIES, Communication Records (STANDARD 20: LAW
ENFORCEMENT RECORDS)
Destroy in office after 30 days, if not made part of a case
file.*
Confidentiality:
G.S. 132-1.5
G.S. 132-1.4(c)(4)
Retention:
G.S. 132-1.4(i)
13.02 AMBULANCE CALL REPORTS (ACR)/PATIENT CARE
REPORTS (PCR)
Records concerning equipment used, patient location,
nature of call, vital signs and other physical signs, care
rendered, medicine ordered, etc.
a) Transfer copy of report to the admitting hospital for
inclusion into patient's medical record.
b) Destroy original in office after 3 years.*
Confidentiality:
G.S. 130A-12
STANDARD 13: PROGRAM OPERATIONAL RECORDS – EMERGENCY MEDICAL SERVICES AND FIRE DEPARTMENT RECORDS
Official records documenting the primary functions of emergency services programs and fire departments.
Footage from body-worn cameras is scheduled by the content captured or the purpose of the footage rather than by its format. Recordings may fit under
FIRE INVESTIGATION CASE FILES, DISPATCH RECORDS AND RECORDINGS, PUBLICITY RECORDS (General Schedule), TRAINING AND EDUCATIONAL RECORDS
(General Schedule), and other items as appropriate. Footage is only confidential if it fits within an item where confidentiality is conferred by state or
federal statute.
239
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 13: EMS & Fire Department
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
13
ITEM # STANDARD 13: EMERGENCY MEDICAL SERVICES AND FIRE DEPARTMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
13.03 BUILDING AND FIRE SAFETY SYSTEM PLANS
Records concerning plans and fire safety systems of
commercial, industrial, and government-owned
properties.
Destroy in office when superseded or obsolete.
13.04 DISPATCH RECORDS AND RECORDINGS
Records and recordings concerning activities during an
emergency services dispatch. Includes company run
reports and fire journals as well as ambulance dispatch
and service run records. Also includes footage from body-
worn cameras of EMS and Fire Department personnel when responding to an emergency if not otherwise
included in a separate item.
SEE ALSO: 911 Communication Records and Recordings,
above AND PROGRAM RECORDS SCHEDULE: LOCAL
GOVERNMENT AGENCIES, Communication Records
(STANDARD 20: LAW ENFORCEMENT RECORDS).
Destroy in office after 30 days, if not made part of a case
file.*
Confidentiality:
G.S. 132-1.4
G.S. 143-518
45 CFR 164.501
42 U.S.C. 1395x
13.05 FIRE ALARM AND AUTOMATIC EXTINGUISHER FILE
Records documenting licenses and insurance certificates
of companies that perform installations of fire alarm and
automatic extinguishing systems.
Destroy in office when superseded or obsolete.
13.06 FIRE DISPATCH FILE
Records concerning fire dispatch zones. Includes maps of
fire dispatch zones, census tract information, annexation
research, street closings, and other related material.
Destroy in office when superseded or obsolete.
240
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 13: EMS & Fire Department
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
14
ITEM # STANDARD 13: EMERGENCY MEDICAL SERVICES AND FIRE DEPARTMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
13.07 FIRE INVESTIGATION CASE FILES
Records concerning investigations of fire. Includes
reports, photographs, evidence, and other related
records.
SEE ALSO: PROGRAM RECORDS SCHEDULE: LOCAL
GOVERNMENT AGENCIES, Case File: Felonies AND Case
File: Misdemeanors (STANDARD 20: LAW ENFORCEMENT RECORDS).
a) Retain in office permanently when loss of life occurs or
if a publicly-owned building is involved.*
b) Destroy in office after 10 years when arson is
involved.*
c) Destroy in office after 5 years when cause of fire is
determined to be accidental and no loss of life
occurs.*
Confidentiality:
G.S. 132-1.4
13.08 FIRE SAFETY INSPECTIONS AND PERMITS Records documenting inspections of and permits issued
for fire protection measures and procedures for systems
and buildings.
a) Destroy in office inspections with no defects after 3 years.
b) Destroy in office inspections with noted defects 3
years after defects are corrected.*
c) Destroy in office permits 3 years after expiration.
13.09 NORTH CAROLINA FIRE INCIDENT REPORT
Includes report required by state statute to document
certain fire incidents.
For retention of copies of fire incident reports filed with other agencies, see: GENERAL RECORDS SCHEDULE:
LOCAL GOVERNMENT AGENCIES, Reports (STANDARD 1:
ADMINISTRATION AND MANAGEMENT RECORDS).
Retain original report permanently. Authority/Retention:
G.S. 58-79-45
241
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 13: EMS & Fire Department
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
15
ITEM # STANDARD 13: EMERGENCY MEDICAL SERVICES AND FIRE DEPARTMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
13.10 PHARMACEUTICAL AND NARCOTICS RECORDS
Records documenting the administration of
pharmaceuticals and narcotics to patients as required by
the Drug Enforcement Agency.
Destroy in office after 3 years.* Authority:
21 CFR 1310.03
Confidentiality:
G.S. 130A-12
Retention:
21 CFR 1310.04
242
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 14: Parks and Recreation
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
16
ITEM # STANDARD 14: PARKS AND RECREATION RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
14.01 ADMISSION RECORDS
Records of admissions to parks or recreation facilities.
Destroy in office after 3 years.*
14.02 CITATIONS RECORDS
Citations issued by park personnel to persons who violate
park rules and regulations.
Destroy in office after 2 years.
14.03 OFFICIALS FILE
Records concerning individuals who officiate games.
Includes schedule and correspondence (including e-mail).
SEE ALSO: GENERAL RECORDS SCHEDULE: LOCAL
GOVERNMENT AGENCIES, Payroll and Earnings Records
(STANDARD 2: BUDGET, FISCAL, AND PAYROLL
RECORDS) or Seasonal and Contract Worker Records (STANDARD 4: HUMAN RESOURCES RECORDS) for
disposition of payment records.
Destroy in office after 3 years.
STANDARD 14: PROGRAM OPERATIONAL RECORDS – PARKS AND RECREATION RECORDS
Records created and received by Parks and Recreation departments.
243
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 14: Parks and Recreation
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
17
ITEM # STANDARD 14: PARKS AND RECREATION RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
14.04 PARKS PLANNING FILE
Records concerning master plans and working plans for
each park property and recreational facility which show
layout, topography, and proposed developments and
improvements. Includes drainage and resource maps,
aerial maps, site analysis drawings, construction plans,
and as-built drawings.
SEE ALSO: GENERAL RECORDS SCHEDULE: LOCAL
GOVERNMENT AGENCIES, Strategic Plan (STANDARD 1:
ADMINISTRATION AND MANAGEMENT RECORDS) AND
GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT
AGENCIES, Maps: Parks (STANDARD 3: GEOGRAPHIC
INFORMATION SYSTEMS (GIS) RECORDS).
a) If an element of the Strategic Plan, destroy in office
when reference value ends.±
Agency Policy: Destroy in office after ____________
b) If not an element of the Strategic Plan, destroy in
office when superseded or obsolete.
14.05 POOL RECORDS
Records concerning monthly reports indicating
operational data, chemicals used, chlorination levels and
other information relating to pool construction,
maintenance, and health and safety.
Destroy in office after 1 year.
14.06 RECREATION PROGRAMS
Records concerning athletic and recreation programs. Includes staff notes, lesson plans, course descriptions,
instruction manuals, schedules, team rosters, reservation
records, copies of receipts for fees paid, age verification
records, and concession operators list.
a) Destroy in office program records after 3 years.
b) Destroy age verification records when reference
value ends.±
Agency Policy: Destroy in office after_____________
Confidentiality:
G.S. 132-1.12
244
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 14: Parks and Recreation
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
18
ITEM # STANDARD 14: PARKS AND RECREATION RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
14.07 TICKET STUBS Destroy in office when reference value ends. ±
Agency Policy: Destroy in office after__________________
245
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 15: Planning and Regulation of Development
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
19
ITEM # STANDARD 15: PLANNING AND REGULATION OF DEVELOPMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
15.01 BOARD OF ADJUSTMENT CASE FILES AND INDEXES Cases submitted to the board requesting variances from current zoning ordinances. Includes indexes to cases
reviewed by the board.
a) Retain indices in office permanently. b) Destroy in office case files after 6 years.*
Retention:
G.S. 1-50(5)
STANDARD 15: PROGRAM OPERATIONAL RECORDS – PLANNING AND REGULATION OF DEVELOPMENT RECORDS
Official records and materials created and accumulated during the conduct of local government planning, regulation of development, and zoning
programs.
Community Development Block Grants (CDBG) records are found in Standard 16: Public Housing Authorities, Redevelopment Commissions, and
Entitlement Communities Records.
NOTE: Some records are covered by the Local Government Agencies General Records Retention and Disposition Schedule and, therefore, are not listed
separately here.
246
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 15: Planning and Regulation of Development
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
20
ITEM # STANDARD 15: PLANNING AND REGULATION OF DEVELOPMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
15.02 CERTIFICATES OF APPROPRIATENESS
Certificates submitted by the Historic Preservation
Commission allowing alterations to exterior portions of
building and structures on or within historic landmarks
and districts. Includes applications and other related
records.
a) Retain in office certificates for life of structure and then destroy.
b) Destroy in office denied applications when reference
value ends. ±
Agency Policy: Destroy in office after ____________ c) Destroy in office remaining records when reference
value ends. ±
Agency Policy: Destroy in office after ____________
Authority:
G.S. 160A-400.9
15.03 COMPREHENSIVE PLAN AND AMENDMENTS
Official copies of comprehensive plan and all background
surveys, studies, reports, draft versions of plans, and
supporting documentation.
SEE ALSO: GENERAL RECORDS SCHEDULE: LOCAL
GOVERNMENT AGENCIES, Strategic Plan (STANDARD 1:
ADMINISTRATION AND MANAGEMENT RECORDS).
a) Retain in office permanently adopted plan and
amendments.
b) Destroy in office remaining records 3 years after adoption of plan.
247
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 15: Planning and Regulation of Development
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
21
ITEM # STANDARD 15: PLANNING AND REGULATION OF DEVELOPMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
15.04 CONDITIONAL USE PERMIT RECORDS AND INDEX
Records concerning applications for conditional use permits. Permits allow for the construction of buildings, on the condition that impacts on neighborhoods are
mitigated. Includes original application, blueprint
drawings, investigative reports, planning commission recommendations, cash receipts, and related
correspondence (including e-mail). Also includes
reference copies of variances or exceptions from zoning regulations granted by the Board of Adjustment.
a) Destroy in office 3 years after discontinuance of use.
b) Destroy in office applications for which a permit
was never issued when reference value ends. ±
Agency Policy: Destroy in office after _________
15.05 DECLARATIONS AND BY-LAWS FROM TOWNHOUSES,
CONDOMINIUMS, PLANNED RESIDENTIAL
DEVELOPMENTS, COMMON AREAS, ETC.
a) If not filed in Register of Deeds or similar agency,
retain in office permanently.
b) If filed in Register of Deeds or similar agency,
destroy in office when reference value ends. ±
Agency Policy: Destroy in office after ____________
Authority: G.S. 47C-2-103
15.06 ENVIRONMENTAL IMPACT STUDIES
Records and reports concerning the environmental
impact of major projects proposed by localities and
reviewed by local officials.
Retain in office permanently.
15.07 OPEN SPACE CLASSIFICATION CASE FILE
Retain in office permanently.
248
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 15: Planning and Regulation of Development
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
22
ITEM # STANDARD 15: PLANNING AND REGULATION OF DEVELOPMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
15.08 PERMITS: TEMPORARY MANUFACTURED HOME
Records created to temporarily authorize the location of a manufactured home on the same lot as a single family residence.
Destroy in office 6 years after permit expires. Retention: G.S. 1-50(5)
15.09 PERMITS: ZONING COMPLIANCE
For residential uses, non-residential uses, and accessory
structures.
a) Retain in office permits concerning subdivision,
historical structure, major commercial or industrial
development, or capital construction, where county
or municipality is lead agency, permanently.
b) Destroy in office permits concerning subdivision,
historic structures, major commercial or industrial
development, or capital construction, where county
or municipality is not lead agency, 6 years after last
entry.
c) Destroy in office any other permits and related
records 6 years after last entry.
Retention:
G.S. 1-50(5)
15.10 PETITION & REGULATION RECORDS Destroy in office after 5 years.*
249
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 15: Planning and Regulation of Development
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
23
ITEM # STANDARD 15: PLANNING AND REGULATION OF DEVELOPMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
15.11 PLANNING REVIEW CASE FILE For required review of site plan, zoning variance, special permit, change of zoning, subdivision creation or
enlargement, municipal or county planning action, or
other required review; including, but not limited to, maps,
plans, sketches, photographs, engineering reports, environmental impact statement and studies, copies of zoning records, project narrative, correspondence
(including e-mail), and record of final determination.
a) Retain plan reviews and related records containing
subdivision, historical structure, major commercial or
industrial development, or capital construction,
where county or municipality is lead agency,
permanently.
b) Destroy in office plan reviews and related records
containing subdivision, historic structures, major
commercial or industrial development, or capital
construction, where county or municipality is not lead
agency, 6 years after last entry.
c) Destroy in office any other mandatory reviews and
related records 6 years after last entry.
Retention: G.S. 1-50(c)
15.12 REZONING RECORDS AND INDEXES
Records concerning applications to rezone property
within the county or municipality. Includes original
applications, review forms, maps of areas involved, copies of investigative reports, copies of relevant planning board minutes, notices of hearings, and development
agreements.
Retain in office permanently.
250
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 15: Planning and Regulation of Development
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
24
ITEM # STANDARD 15: PLANNING AND REGULATION OF DEVELOPMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
15.13 SUBDIVISION RECORDS
Includes maps, plats, topographical data, names of
streets, records of public utilities, action by council,
etc. Also includes preliminary subdivision and group
development site plans.
SEE ALSO: GENERAL RECORDS SCHEDULE: LOCAL
GOVERNMENT AGENCIES, Maps: Plats (STANDARD 3:
GEOGRAPHIC INFORMATION SYSTEMS RECORDS).
a) If not filed in Register of Deeds or similar agency,
retain in office permanently.
b) If filed in Register of Deeds or similar agency,
destroy in office when reference value ends. ±
Agency Policy: Destroy in office after ___________
15.14 VARIANCES
Includes zoning variances, watershed variances, and
subdivision variances.
Retain official copies permanently in the minutes of the
Board of Adjustment or other governing body.
15.15 VIOLATIONS: ZONING
Records concerning notices of zoning violations.
Destroy in office after 6 years.* Retention:
G.S. 1-50(5)
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16: Public Housing 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
25
ITEM # STANDARD 16: PUBLIC HOUSING AUTHORITIES, REDEVELOPMENT COMMISSIONS, AND ENTITLEMENT COMMUNITIES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
16.01 APPRAISAL PROJECT FILE
Evaluations of properties and structures within proposed
projects. File includes financial assessments of the worth
of real estate and building within proposed project areas.
File may also include assessments of architectural and
historical significance and condition of the involved
structures and real estate.
a) Retain records with historical value permanently.
b) Destroy in office remaining records 5 years after
completion of abandonment of project.*
STANDARD 16: PROGRAM OPERATIONAL RECORDS – PUBLIC HOUSING AUTHORITIES, REDEVELOPMENT COMMISSIONS, AND ENTITLEMENT
COMMUNITIES RECORDS
Official records and materials created and received by public housing authorities, redevelopment commissions, and entitlement communities operated by
local government agencies. Where there is a local funding match required to qualify for grant programs, all records should be retained according to the
grant requirements listed below.
NOTES: Some records, such as those for Section 8 assistance, are covered by the Local Government Agencies General Records Retention and Disposition
Schedule and, therefore, are not listed separately here. See Bond Closing Records (Budget, Fiscal, and Payroll Records), Grants (Administration and
Management Records), and Grants: Financial (Budget, Fiscal, and Payroll Records). 24 CFR Parts 50-58 lay out the environmental review responsibilities of
entities but do not establish specific retention requirements, so these records should be handled in accordance with the requirements of the funding
source.
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* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
26
ITEM # STANDARD 16: PUBLIC HOUSING AUTHORITIES, REDEVELOPMENT COMMISSIONS, AND ENTITLEMENT COMMUNITIES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
16.02 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
RECORDS
Records concerning the administration of projects funded
under the Community Development Block Grant (CDBG)
program, including both direct grants and regrants.
Includes applications, reports, audits, certificates, maps,
and other related records.
a) Retain records with historical value permanently.
b) Destroy in office rejected applications after 1 year.
c) Destroy in office remaining records 4 years after
execution of the closeout agreement for the grant.
Retention:
24 CFR 570
16.03 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
RECORDS: OUTSTANDING LOAN BALANCES
Records concerning individual activities under the Community Development Block Grant (CDBG) program
for which there are outstanding loan balances, other
receivables, or continent liabilities. Includes reports,
audits, and other related records.
a) For recipients, destroy in office 3 years after the
receivables or liabilities have been satisfied.
b) For subrecipients, destroy in office after such
receivables or liabilities have been satisfied.
Retention:
24 CFR
570.502(a)(7)(i)(B)
16.04 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
RECORDS: SUBJECT TO REVERSION OF ASSETS
PROVISIONS OR CHANGE OF USE OF REAL PROPERTY
Records concerning real property which was acquired or
improved in whole or in part using Community
Development Block Grant (CDBG) funds. Includes reports,
audits, and other related records.
a) For recipients, destroy in office 3 years after these
provisions no longer apply to the activity.
b) For subrecipients, destroy in office when these
provisions no longer apply to the activity.
Authority:
24 CFR 570.503(b)(7)
24 CFR 570.505
Retention:
24 CFR
570.502(a)(7)(i)(B)
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16: Public Housing 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
27
ITEM # STANDARD 16: PUBLIC HOUSING AUTHORITIES, REDEVELOPMENT COMMISSIONS, AND ENTITLEMENT COMMUNITIES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
16.05 CONTINUUM OF CARE RECORDS
Records documenting the participation of the agency in
funding by the Department of Housing and Urban
Development. Includes required Federal compliance
records, program records, financial records, and other
related records.
a) Destroy in office records documenting the acquisition,
new construction, or rehabilitation of a project site 15
years after the date site is first occupied/used.
b) Destroy in office program participant records 5 years
after the expenditure of all funds from the grant under
which the program participant was served.
c) Destroy in office all remaining records after 5 years.
Retention:
24 CFR 578.103(c)
16.06 CRIMINAL RECORDS CHECKS Records received by the local agency to screen applicants
for admission to covered housing programs and for lease
enforcement or eviction.
Destroy in office once the purpose for which the record was requested has been accomplished, including
expiration of the period for filing a challenge to the PHA
action without institution of a challenge or final disposition
of any such litigation.
Confidentiality/ Retention:
24 CFR 5.903(g)
24 CFR 5.905(c)
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16: Public Housing 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
28
ITEM # STANDARD 16: PUBLIC HOUSING AUTHORITIES, REDEVELOPMENT COMMISSIONS, AND ENTITLEMENT COMMUNITIES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
16.07 EMERGENCY SOLUTIONS GRANTS (ESG) RECORDS
Records documenting the participation of the agency in
funding by the Department of Housing and Urban
Development. Includes case management records for
program participants, required federal compliance
records, program records, financial records, and other
related records.
a) Destroy records supporting the expenditure of
federal funds passed through NC Department of
Health and Human Services (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.
b) Destroy in office records documenting renovation of
an emergency shelter 10 years after the date that
ESG funds are first obligated for the renovation.
c) Destroy in office participant records 5 years after the
expenditure of all funds from the grant under which
the program participant was served.
d) Destroy in office all remaining records after 5 years.
Confidentiality:
24 CFR 576.500(x)
Retention:
24 CFR 576.500(y)
16.08 FAÇADE PROJECT FILES
Records documenting the re-granting of funds received by
the agency to restore exteriors of architecturally
important structures in project areas. Includes contracts,
photographs, and correspondence.
Retain in office permanently.
255
16: Public Housing 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
29
ITEM # STANDARD 16: PUBLIC HOUSING AUTHORITIES, REDEVELOPMENT COMMISSIONS, AND ENTITLEMENT COMMUNITIES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
16.09 HOME INVESTMENT PARTNERSHIPS PROGRAM
RECORDS
Records documenting the participation of the agency in
funding by the Department of Housing and Urban
Development. Includes records concerning designation as
a participating jurisdiction, program records, project
records, Community Housing Development Organizations
records, financial records, program administration
records, records concerning other federal requirements,
and other related records.
a) Destroy in office rental assistance records 5 years after
termination of assistance.*
b) Destroy in office written agreements 5 years after
termination.*
c) Destroy in office 5 years after the affordability period
terminates records of individual tenant income
verifications, projects rents and inspections, and
documents imposing recapture/resale restrictions.
d) Destroy in office records covering displacements and
acquisition 5 years after final payment.*
e) Destroy in office remaining records after 5 years.*
Authority/Retention:
24 CFR 92.508
16.10 HOUSING ASSISTANCE FOR PERSONS WITH DISABILITIES
Records documenting the participation of the agency in
funding by the Department of Housing and Urban
Development. Includes verifications of disability, grant
agreements, performance reports, and other related
records.
Destroy in office 5 years after the end of the grant term. Retention:
24 CFR 582.301(c)
24 CFR 583.305(c)
256
16: Public Housing 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
30
ITEM # STANDARD 16: PUBLIC HOUSING AUTHORITIES, REDEVELOPMENT COMMISSIONS, AND ENTITLEMENT COMMUNITIES RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
16.11 HOUSING OPPORTUNITIES FOR PERSONS WITH AIDS
(HOPWA) RECORDS
Records documenting the participation of the agency in
funding by the Department of Housing and Urban
Development. Includes grant agreements, performance
reports, and other related records.
Destroy in office after 5 years. Authority/Retention:
24 CFR 574
24 CFR 5.106(d)
16.12 LANDLORD MONITORING RECORDS
Records documenting monitoring of landlords of
properties used in affordable or subsidized housing
programs. Includes certifications and forms and other compliance-related records.
Destroy in office after 5 years.
16.13 REDEVELOPMENT PLANS
Records concerning redevelopment projects. Includes
documentation of the review and certification process.
a) Retain in office permanently records concerning
approved redevelopment projects.
b) Destroy in office remaining records 2 years after
rejection.
257
17: Public Transportation 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
31
ITEM # STANDARD 17: PUBLIC TRANSPORTATION SYSTEMS RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
17.01 AMERICANS WITH DISABILITIES ACT (ADA) PARATRANSIT RECORDS
Includes driver’s daily assignments, dispatch records, logs
of passenger pick-ups and drop-offs, manifests, trip
requests, and appeal forms.
Destroy in office after 5 years.* Authority:
2 CFR 200.333
17.02 AMERICANS WITH DISABILITIES ACT (ADA)
PARATRANSIT VOUCHERS
Vouchers submitted by private transportation companies
for reimbursement for alternative transportation of public
transit clients.
Destroy in office after 5 years.* Authority:
2 CFR 200.333
17.03 AMERICANS WITH DISABILITIES ACT (ADA) PRE-TRIP INSPECTION FORMS
Destroy in office after 1 year. Authority:
2 CFR 200.333
STANDARD 17: PROGRAM OPERATIONAL RECORDS – PUBLIC TRANSPORTATION SYSTEMS RECORDS
Records received and created by area transit systems and authorities necessary to meet all statutory requirements.
NOTE: Some records are covered by the Local Government Agencies General Records Retention and Disposition Schedule and, therefore, are not listed
separately here.
Comply with requirements of the Federal Transit Administration’s Best Practice Procurement Manual, Master Agreement MA(11) Section 8 manual.
258
17: Public Transportation 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
32
ITEM # STANDARD 17: PUBLIC TRANSPORTATION SYSTEMS RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
17.04 APPLICATIONS FOR ART-IN-TRANSIT Applications and supporting documentation submitted by
regional and national artists for exhibit on agency
property.
Destroy in office when reference value ends.±
Agency Policy: Destroy in office after ________ ____
17.05 APPLICATIONS FOR DISCOUNT PASSES
Applications, certificates of disability, and supporting
documentation used to apply for discount passes.
Destroy in office 3 years after service is terminated or
denied.
17.06 APPLICATIONS FOR TRANSIT SERVICE
Includes customer applications, eligibility assessment
records, correspondence (including e-mail), health
information, riders’ guides, and related records.
Destroy in office 3 years after service is terminated or
denied.
17.07 CUSTOMER (RIDER) IDENTIFICATION RECORDS
Records concerning customer identification, approvals,
denials, and related information.
Destroy in office when reference value ends.±
Agency Policy: Destroy in office after ________ ____
17.08 DISADVANTAGED BUSINESS ENTERPRISE (DBE) RECORDS
Includes company’s articles of incorporation, financial
statements, signed affidavits, letters of reference,
declarations, Federal Schedule A or B, and related
correspondence (including e-mail).
a) Destroy in office company-specific records 5 years
after company is removed from certified list.
b) Destroy in office related DBE program records,
including Federal Transit Administration reports, 5
years from date record was created.
Authority:
2 CFR 200.333
17.09 OPERATOR SHIFT INSPECTION RECORDS
Reports and similar records of operator’s inspections of
vehicle at the beginning and end of shift.
Destroy in office after 5 years. Authority:
2 CFR 200.333
259
17: Public Transportation 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
33
ITEM # STANDARD 17: PUBLIC TRANSPORTATION SYSTEMS RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
17.10 ROUTE HISTORY RECORDS Includes descriptions of routes, bus stops, passenger lists, and other related records.
Destroy in office when reference value ends.±
Agency Policy: Destroy in office after ________ ____
17.11 SEAT BELT AND RESTRAINT SYSTEM RECORDS Records concerning the use and installation of seat belts and other restraint systems in vehicles.
Destroy in office when reference value ends.±
Agency Policy: Destroy in office after ________ ____
17.12 TRANSIT SCHEDULES Printed route schedules and related information used to
generate schedules.
Destroy in office when reference value ends.±
Agency Policy: Destroy in office after ________ ____
17.13 VANPOOL DRIVER APPLICATIONS
Applications and supporting records submitted by
persons operating vanpool vehicles.
a) Destroy in office accepted applications 3 years after
person leaves program.
b) Destroy in office applications for persons not
accepted for program after 1 year.
260
18: Public Utilities and Environmental/Waste 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
34
ITEM # STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
18.01 ENVIRONMENTAL: COMPREHENSIVE SOLID WASTE
MANAGEMENT PLAN AND AMENDMENTS
SEE ALSO: GENERAL RECORDS SCHEDULE: LOCAL
GOVERNMENT AGENCIES, Strategic Plan (STANDARD 1:
ADMINISTRATION AND MANAGEMENT RECORDS).
a) If an element of the Strategic Plan, destroy in office
when reference value ends. ±
Agency Policy: Destroy in office after ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟
b) If not an element of the Strategic Plan, destroy in
office when superseded or obsolete.
Authority:
G.S. 130A-309.09A
18.02 ENVIRONMENTAL: CUSTOMER USAGE RECORDS
Includes reports, plans or similar records submitted by
industrial users or publicly-owned treatment works
concerning intended or actual use of the wastewater
treatment system.
Destroy in office after 3 years.* Retention:
40 CFR 403.12(o)(3)
18.03 ENVIRONMENTAL: DAILY DISPOSAL TICKETS
Record and/or receipts concerning the disposal of
materials at the landfill.
Destroy in office after 3 years.*
STANDARD 18: PROGRAM OPERATIONAL RECORDS – PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
Official records and materials created and accumulated for use by municipal and county sanitation, water, sewage, electrical, and gas operations. Also
contains environmental management records accumulated for use by erosion and sediment control, flood control, and monitoring of pollution. Comply
with applicable provisions of G.S. §132-1.7 regarding confidentiality of public infrastructure detailed plans and drawings.
261
18: Public Utilities and Environmental/Waste 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
35
ITEM # STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
18.04 ENVIRONMENTAL: DISCHARGE MONITORING REPORTS
Includes discharge and non-discharge monitoring reports
submitted to state and/or federal regulatory agencies.
Also includes copies of monthly reports required by
National Pollution Discharge Elimination System (NPDES)
permits.
a) Destroy in office NPDES reports 5 years from date of
submission.*
b) Destroy in office annual reports 5 years from date of
submission.*
c) Destroy in office daily reports after 3 years.
Retention:
40 CFR 122.41(3)(j)(2)
15A NCAC 2B .0506
18.05 ENVIRONMENTAL: LANDFILL MONITORING REPORTS
Gas and groundwater monitoring records and reports.
SEE ALSO: GENERAL RECORDS SCHEDULE: LOCAL
GOVERNMENT AGENCIES, Audits: Performance
(STANDARD 1: ADMINISTRATION AND MANAGEMENT
RECORDS).
a) Retain official reports permanently.
b) Destroy in office remaining records after 3 years.
Retention:
15A NCAC 13B
.1626(10)
18.06 ENVIRONMENTAL: LANDFILL OPERATIONAL PLAN
Describes the intended schedule of construction,
description of on-site waste handling procedures during
active life of the facility, contingency plans, description of
maintenance of installed equipment, and any other
information pertaining to the operation, maintenance,
monitoring, or inspections as may be required by federal and state law.
Destroy when superseded or obsolete.* Authority:
G.S. 130A-309.09D
262
18: Public Utilities and Environmental/Waste 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
36
ITEM # STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
18.07 ENVIRONMENTAL: LANDFILL PERMITS
Permits and related records of landfills owned or
operated by agency. Includes amendments and hazardous
waste management permits.
a) Retain construction and operation permit for life of
system and then destroy.
b) Destroy in office all other permits and related records
after the 5-year reporting period is complete.
Retention:
G.S. 130A-294 (b1) (4)
18.08 ENVIRONMENTAL: NOTICE OF VIOLATIONS FOR
IMPROPER DISCHARGE OR DISPOSAL FILE
Notices issued by agency concerning improper non-
stormwater discharge or disposal. Includes improper
disposal of waste or products, chlorinated pool discharge, vehicle maintenance facility runoff, food service waste,
and other unregulated commercial and industrial
discharges.
Destroy in office one year after resolution.
18.09 ENVIRONMENTAL: OUTSIDE WASTE CLEARANCE
RECORDS
Records allowing parties outside the operator’s
jurisdiction to dispose of waste at landfill.
Destroy in office 3 years after expiration of agreement.
18.10 ENVIRONMENTAL: REPORTS SUBMITTED TO
U.S. ENVIRONMENTAL PROTECTION AGENCY
(EPA)
Destroy in office after 2 years.*
18.11 EROSION CONTROL: EROSION AND SEDIMENT
AFFIDAVITS
Forestry and agricultural affidavits clarifying land use
exempt from land-disturbing activity standards.
Destroy in office after 6 years.
263
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* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
37
ITEM # STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
18.12 EROSION CONTROL: EROSION AND SEDIMENT CONTROL
EXHIBIT RECORDS
Destroy in office when reference value ends. ±
Agency Policy: Destroy in office after ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟
18.13 EROSION CONTROL: EROSION AND SEDIMENT CONTROL
INSPECTIONS
Inspections conducted by agency. Includes inspection
requests, notices of violations, denial reports, sketches,
plans, correspondence (including e-mail), and similar
records concerning the construction, modification or
demolition of existing and new roads and construction sites.
Destroy in office 6 years after final site inspection.*
18.14 EROSION CONTROL: EROSION AND SEDIMENT CONTROL
PERMITS
Records concerning permits, including permit logs, issued
for site construction.
a) Destroy in office records concerning approved permits
3 years after expiration of permit.
b) Destroy in office non-approved permits after 3 years.
18.15 EROSION CONTROL: EROSION AND SEDIMENT CONTROL
PLANS
Includes approved and disapproved plans submitted to
agency. Includes revisions, addendums, and records
delineating who is financially responsible for the project.
a) Destroy approved plans in office 3 years after
expiration.
b) Destroy non-approved plans after 3 years.
Authority:
15A NCAC 04B .0118
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18: Public Utilities and Environmental/Waste 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
38
ITEM # STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
18.16 EROSION CONTROL: TROUT BUFFER VARIANCES
Includes denials and waivers.
SEE ALSO: PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES, Variances (STANDARD 15: PLANNING AND REGULATION OF DEVELOPMENT
RECORDS).
a) Destroy in office 6 years after approval of permit.
b) Destroy in office after 3 years plans for which a permit
was not issued.
Authority:
15A NCAC 04B .0125
18.17 FLOOD CONTROL: FLOOD CERTIFICATIONS
Records concerning lot reviews for construction projects
submitted to agency.
SEE ALSO: PROGRAM RECORDS SCHEDULE: LOCAL
GOVERNMENT AGENCIES, Permits: Zoning Compliance (STANDARD 15: PLANNING AND REGULATION OF DEVELOPMENT RECORDS).
Destroy in office when superseded or obsolete.
18.18 FLOOD CONTROL: FLOOD STUDIES
Reviews of stream crossings for construction projects
submitted to agency.
Retain in office for life of structure and then destroy.*
18.19 UTILITIES: DAILY WATER AND WASTEWATER FACILITY
OPERATORS LOGS
Records concerning water distribution and treatment.
a) Destroy in office records concerning the operation of
wastewater treatment facilities after 5 years.*
b) Destroy in office records concerning the
operation of water treatment facilities after 3
years.*
Authority:
15A NCAC 18C .1301
265
18: Public Utilities and Environmental/Waste 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
39
ITEM # STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
18.20 UTILITIES: ELECTRIC POWER AND NATURAL GAS FACILITY
ENGINEERING AND SYSTEM PLANS
Includes authorizations to construct, building plans, and
specifications of privately owned utilities.
SEE ALSO: GENERAL RECORDS SCHEDULE: LOCAL
GOVERNMENT AGENCIES, Strategic Plan (STANDARD 1:
ADMINISTRATION AND MANAGEMENT RECORDS).
a) If an element of the Strategic Plan, destroy in office
when reference value ends. ±
Agency Policy: Destroy in office after ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟
b) If not an element of the Strategic Plan, destroy in
office when superseded or obsolete.
Confidentiality:
G.S. 132-1.7
18.21 UTILITIES: ELECTRIC POWER AND NATURAL GAS
PERMITS AND APPROVAL RECORDS Permits, approval letters, and other related
documentation required by local, state, or federal
ordinance, regulation, or statute and issued by agency.
a) Destroy in office permits 5 years after expiration,
cancellation, revocation or denial.*
b) Retain approval letters and supporting documentation
permanently.
18.22 UTILITIES: ELECTRIC POWER AND NATURAL GAS SYSTEM
MAINTENANCE AND REPAIR RECORDS
Records documenting installation, location, specifications,
and maintenance history of meters, lines, pipes, pumps,
and similar system equipment.
Destroy in office 3 years after equipment is no longer
owned and/or operational.
18.23 UTILITIES: ELECTRIC POWER AND NATURAL GAS SYSTEM
MANAGEMENT PLANS
SEE ALSO: GENERAL RECORDS SCHEDULE: LOCAL
GOVERNMENT AGENCIES, Strategic Plan (STANDARD 1:
ADMINISTRATION AND MANAGEMENT RECORDS).
Retain in office for life of system and then destroy. Confidentiality:
G.S. 132-1.7
266
18: Public Utilities and Environmental/Waste 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
40
ITEM # STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
18.24 UTILITIES: ELECTRIC POWER AND NATURAL GAS SYSTEM
PROJECT RECORDS
a) Retain project pre-approval and final approval letters
for life of system and then destroy.
b) Destroy in office remaining records 5 years after
project is completed.
18.25 UTILITIES: LANDLORD AGREEMENTS
Agreements to automatically transfer utility accounts to
landlords when their tenant vacates a property.
Destroy in office 3 years after expiration of agreement.
18.26 UTILITIES: MAPS (UTILITY INSTALLATIONS &
DISTRIBUTIONS)
Includes maps, plats, charts, and similar records showing
the location of water mains, valves, hydrants, meters,
etc., throughout the system.
SEE ALSO: GENERAL RECORDS SCHEDULE: LOCAL
GOVERNMENT AGENCIES, Maps, All Other (STANDARD 3:
GEOGRAPHIC INFORMATION SYSTEM (GIS) RECORDS).
Retain for life of system and then destroy.
Authority:
15A NCAC 18C .0300
Confidentiality:
G.S. 132-1.7
267
18: Public Utilities and Environmental/Waste 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
41
ITEM # STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
18.27 UTILITIES: METER INSTALLATION, TESTING AND
CALIBRATION RECORDS (ELECTRIC, WATER, GAS)
Includes records concerning the installation or planned
installation of meters and connecting any facility to utility
system owned or operated by the agency.
a) Destroy in office records verifying installation of meter
3 years after equipment is no longer owned and/or
operational.
b) Destroy in office notice to property owners of
approval of utility installation after 2 years.
c) Destroy in office remaining records after reference
value ends.±
Agency Policy: Destroy in office after _____________
18.28 UTILITIES: PUBLIC UTILITIES INSPECTION FORMS
Records relating to the inspection of sanitation, electric,
water, gas and sewer utilities submitted to or conducted
by agency.
Destroy in office when superseded or obsolete.
268
18: Public Utilities and Environmental/Waste 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
42
ITEM # STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
18.29 UTILITIES: PUBLIC UTILITIES SYSTEM ENGINEERING,
MAINTENANCE, AND REPAIR RECORDS
Includes records documenting installation, authorizations
to construct, building plans, location, specifications, and
maintenance history, for hydrants, pipes, pumps, valves,
and similar system equipment. Includes drainage system
maintenance and repair records.
a) Retain in office as built plans and specifications for life
of system and then destroy.
b) Destroy in office 5 years after equipment is no longer
owned and/or operational if unlike replacement
occurred.
c) Destroy in office 3 years after equipment is no longer
owned and/or operational if like replacement
occurred.
d) Destroy in office background surveys, studies, reports,
drafts, and other records when superseded or
obsolete.
Authority:
15A NCAC 18C .0300
15A NCAC 2H .0115
Confidentiality:
G.S. 132-1.7
18.30 UTILITIES: RECYCLING WATER RECORDS
Backwash recycling groundwater records.
Destroy in office when superseded or obsolete.
Authority:
40 CFR 141.76(d)
18.31 UTILITIES: SERVICE INTERRUPTION RECORDS
Includes reports, logs, or similar records documenting
service interruptions.
Destroy in office after 3 years.*
269
18: Public Utilities and Environmental/Waste 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
43
ITEM # STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
18.32 UTILITIES: TAP AND HOOK UP RECORDS
Applications, permits, contracts, logs, or similar records
documenting location and installation of water and
wastewater hookup and taps.
a) Destroy in office permits and contracts 3 years after
termination or cancellation.*
b) Destroy in office denied applications and remaining
records when reference value ends. ±
Agency Policy: Destroy in office after ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟
Confidentiality:
G.S. 132-1.1(c)
18.33 UTILITIES: WATER AND WASTEWATER PERMITS AND
APPROVAL RECORDS
Permits, approval letters, and other related
documentation required by local, state, or federal
ordinance, regulation, or statute for systems owned or
operated by agency. Includes records regarding National
Pollutant Discharge Elimination System (NPDES) permits.
a) Retain approval letters and supporting documentation
permanently.
b) Destroy in office permits and other records 5 years
after expiration, cancellation, revocation or denial.*
Retention:
15A NCAC 18C .0300
15A NCAC 2H .0115
40 CFR 122.28
18.34 UTILITIES: WASTEWATER MAINTENANCE
OPERATION REPORTS
Destroy in office after 3 years.
270
18: Public Utilities and Environmental/Waste 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
44
ITEM # STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
18.35 WATER QUALITY: LABORATORY OPERATIONS RECORDS
Includes documentation of all analytical quality control
practices, reporting units, forms, test methods, and
related procedures pertaining to certification obtained by
agency.
SEE ALSO: GENERAL RECORDS SCHEDULE: LOCAL
GOVERNMENT AGENCIES, Audits: Performance
(STANDARD 1: ADMINISTRATION AND MANAGEMENT
RECORDS).
a) Destroy in office samples, raw data, analysis reports
and related documentation after 5 years.*
b) Destroy in office records concerning certification 2
years after expiration, cancellation, revocation, or
denial.*
Authority:
15A NCAC 02H
.0805(7)(G)
15A NCAC 02H .1100
18.36 WATER QUALITY: PRETREATMENT PROGRAM RECORDS
Includes annual pretreatment reports, records of
monitoring activities and results, water quality records
and other related documentation.
a) Destroy in office permits and supporting
documentation 5 years after expiration, cancellation,
revocation, or denial.*
b) Destroy in office remaining records after 3 years.*
Retention:
15A NCAC 02H
.0908(f)(1)
40 CFR 503.17
18.37 WATER QUALITY: PUBLIC WATER SANITARY SURVEY
RECORDS
Includes reports, summaries, studies, correspondence
(including e-mail), and other related records documenting
the sanitary condition of system.
SEE ALSO: GENERAL RECORDS SCHEDULE: LOCAL
GOVERNMENT AGENCIES, Audits: Performance
(STANDARD 1: ADMINISTRATION AND MANAGEMENT
RECORDS).
a) Destroy in office 10 years after completion of survey.*
b) Destroy in office documentation of corrective
measures 2 years after their implementation.
Retention:
40 CFR 141.33
15A NCAC 18C .1526
271
18: Public Utilities and Environmental/Waste 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
45
ITEM # STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
18.38 WATER QUALITY: SEWER JETTING AND VECTORING
RECORDS
Records documenting the routine cleaning of wastewater
lines.
Destroy in office after 3 years.
18.39 WATER QUALITY: SLUDGE TREATMENT RECORDS
Includes analyses, certification statements, site
restrictions, monitoring records, vector attraction
reduction requirements, trip tickets, residual records,
control plans and other related documentation conducted
by or for agency.
Destroy in office after 5 years.* Retention:
40 CFR 503.17
18.40 WATER QUALITY: STORMWATER DEVIATION PERMITS
Permits issued to single lots. Includes applications,
certifications of installations, and related records.
a) Destroy in office permits and contracts 3 years after
termination or cancellation.*
b) Destroy in office inspections submitted by owner
when superseded or obsolete.
18.41 WATER QUALITY: VIOLATION RECORDS
Includes all documentation of actions taken to correct
federal, state or local violations of water and wastewater
management standards by agency.
Destroy in office after 5 years.* Retention:
40 CFR 141.33
15A NCAC 18C .1526
18.42 WATER QUALITY: WATER AND WASTEWATER SYSTEM INSPECTIONS AND TESTS
Includes non-compliance inspections and test records
conducted by a facility.
Destroy in office after 5 years.
272
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 19: Streets, Public Works, and Engineering
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
46
ITEM # STANDARD 19: STREET MAINTENANCE, PUBLIC WORKS, AND ENGINEERING RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
19.01 APPRAISAL REPORTS
Records appraising privately owned land for
compensation in eminent domain projects.
SEE ALSO: GENERAL RECORDS SCHEDULE: LOCAL
GOVERNMENT AGENCIES, Easements and Right-of-Way
Agreements (STANDARD 6: LEGAL RECORDS).
Destroy in office after 10 years.
19.02 CEMETERY DEEDS
Copies of deeds for the purchase of agency-owned
cemetery plots. Includes applications or deed slips.
a) Retain 1 copy of deed in office permanently.
b) Destroy in office remaining records when reference
value ends.±
Agency Policy: Destroy in office after ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟
19.03 CEMETERY INTERMENT RECORDS
Includes name of deceased, date of interment, and
location of plot.
Retain in office permanently.
Retention Note: If these records are maintained as an
electronic database, a copy should be maintained on paper or microfilm and updated regularly.
STANDARD 19: PROGRAM OPERATIONAL RECORDS – STREET MAINTENANCE, PUBLIC WORKS, AND ENGINEERING RECORDS
Official records and materials created and accumulated for constructing and maintaining municipal and county-maintained streets and other public works
projects, and engineering records.
273
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 19: Streets, Public Works, and Engineering
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
47
ITEM # STANDARD 19: STREET MAINTENANCE, PUBLIC WORKS, AND ENGINEERING RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
19.04 EXCAVATION PERMITS
Applications, permits, and billing information for
individuals and contractors requesting to work in the
county or municipal right-of-way for demolitions or
excavations.
a) Destroy in office billing records after 3 years.*
b) Destroy in office applications and permits 1 year after
expiration.
c) Destroy in office applications for which a permit was
never issued when reference value ends.±
Agency Policy: Destroy in office after ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟
19.05 GRAVE OPENING ORDERS Authorizations to dig graves in agency-owned cemeteries.
Destroy in office after 1 year.
19.06 INFRASTRUCTURE MAINTENANCE RECORDS
Records documenting the general maintenance and
upkeep of infrastructure, including roads, traffic lights,
and other public works.
Destroy in office after 3 years.
19.07 PLANNING FILE
Includes long-range and immediate plans for paving
streets and other projects.
Destroy in office 5 years after superseded or obsolete.
19.08 PROJECT RECORDS - CANCELLED
Background information for public works and engineering
projects explored but not undertaken. Records are used
as a reference file and include maps, project information,
and the reason that the project failed.
a) Retain records with historical value permanently.
b) Destroy in office remaining records when reference
value ends.±
Agency Policy: Destroy in office after ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟ ͟͟͟
Confidentiality:
G.S. 132-1.7
274
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 19: Streets, Public Works, and Engineering
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
48
ITEM # STANDARD 19: STREET MAINTENANCE, PUBLIC WORKS, AND ENGINEERING RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
19.09 PROJECT RECORDS – CORE
Records used to document the design and construction of
public works and engineering projects. Includes final as-
built plans and specifications; certificate of
completion/closure; policy correspondence (including e-
mail), covenants; final estimates and budgetary
summaries; geo-technical reports; environmental
mitigation agreements; permits for right-of-way use,
photographs documenting key aspects of construction as-
built; final specifications; and as-built structural
calculations.
Destroy originals after life of structure ends. Confidentiality:
G.S. 132-1.7
275
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 19: Streets, Public Works, and Engineering
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
49
ITEM # STANDARD 19: STREET MAINTENANCE, PUBLIC WORKS, AND ENGINEERING RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
19.10 PROJECT RECORDS – ENGINEERING & COMPLIANCE
Records used to document the engineering and technical
areas of a public works and engineering project, as well as
compliance with regulatory requirements. Includes
superseded plans and specifications, agreements for
construction and finance, billing information, change
orders, force orders, work orders, construction claims,
contract documentation, contracts, reports, diaries and
narratives, EEO information, material certifications,
material testing reports, notice to proceed, permit of
entry, postings, pre-construction conference records, final
progress payments, punch lists, regulations, shop
drawings, and subcontractor information. File also
includes environmental review records and proof of
compliance with any mitigation measures required as a
condition of project authorization.
SEE ALSO: GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES, Grants (STANDARD 1:
ADMINISTRATION AND MANAGEMENT RECORDS);
GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT
AGENCIES, Grants: Financial (STANDARD 2: BUDGET,
FISCAL, AND PAYROLL RECORDS); GENERAL RECORDS
SCHEDULE: LOCAL GOVERNMENT AGENCIES, Payroll and
Earnings Records (STANDARD 2: BUDGET, FISCAL, AND
PAYROLL RECORDS.)
Destroy in office 6 years after completion or termination of
project.*
Confidentiality:
G.S. 132-1.7
276
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 19: Streets, Public Works, and Engineering
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
50
ITEM # STANDARD 19: STREET MAINTENANCE, PUBLIC WORKS, AND ENGINEERING RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
19.11 PROJECT SHEETS FILE
Local forms listing property owners, lot or tract size, right-
of-way data, tax value, and compensation.
Destroy in office after 5 years.
19.12 RIGHT-OF-WAY ACQUISITION WORKING RECORDS
Includes records of negotiations on acquisition of rights-
of-way related to public works and engineering projects,
such as 10-day letter of notification, notification of intent
to acquire, notice of condemnation action, and other
correspondence (including e-mail) relating to right-of-way
acquisitions.
SEE ALSO: GENERAL RECORDS SCHEDULE: LOCAL
GOVERNMENT AGENCIES, Easements and Right-of-Way
Agreements (STANDARD 6: LEGAL RECORDS).
Destroy in office after 3 years.*
19.13 STREET NAME AND HOUSE NUMBER FILES
Records relating to the assignment of street names and
house numbers. May also include records documenting
street name changes, and non-temporary street openings
and closings.
Retain in office permanently.
277
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 19: Streets, Public Works, and Engineering
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
51
ITEM # STANDARD 19: STREET MAINTENANCE, PUBLIC WORKS, AND ENGINEERING RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
19.14 STRUCTURAL MAINTENANCE AND ANALYSIS RECORDS
Records used for maintenance, review, and analysis of
permanent and temporary structures owned by third
parties that extend, cross or abut the public right-of-way.
SEE ALSO: GENERAL RECORDS SCHEDULE: LOCAL
GOVERNMENT AGENCIES, Blueprints and Specifications
(STANDARD 1: ADMINISTRATION AND MANAGEMENT
RECORDS).
Destroy records pertaining to structure 3 years after the
end of life of the structure.
Confidentiality:
G.S. 132-1.7
19.15 SURVEY FIELD RECORDS Records used to document and establish easements and
rights-of-way, and to locate reference points used during
street and utility projects. Records include traverse
information, tie sheets, sketches, field notes, plats,
interpretation of field notes, alignments, profiles of
projects, plans, grade sheets, estimates, databank ties,
and other miscellaneous documents used to establish
grades, rights-of-way and easements.
SEE ALSO: GENERAL RECORDS SCHEDULE: LOCAL
GOVERNMENT AGENCIES, Easements and Right-of-Way
Agreements (STANDARD 6: LEGAL RECORDS).
a) Retain records with historical value permanently.
b) Destroy in office remaining records when superseded
or obsolete.
19.16 TRAFFIC ANALYSIS
Analysis of vehicle traffic within agency jurisdiction.
Destroy in office after 5 years.
278
2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES 19: Streets, Public Works, and Engineering
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
52
ITEM # STANDARD 19: STREET MAINTENANCE, PUBLIC WORKS, AND ENGINEERING RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
19.17 TRAFFIC VIDEO RECORDINGS AND DATA
Recordings and other data used to monitor traffic levels.
Destroy in office after 30 days.*
279
20. Law Enforcement Records 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
53
ITEM #
STANDARD 20: LAW ENFORCEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
20.01 ALARM CALL REPORTS
Reports completed by officers responding to alarm
calls. Includes listings of alarm type, time received,
time arrived, reason for activation, and other related
information. Includes forms completed by businesses and residences naming emergency contacts, location
of safe, or other related information.
a) If records are made part of a case file, follow
disposition instructions for:
Case File: Felonies Case File: Misdemeanors b) Destroy in office after 30 days if not made part of a
case file.
20.02 ALTERNATIVE SENTENCING PROGRAMS Records documenting alternative sentencing programs. Includes work release and weekender service.
Destroy in office 3 years after individual leaves program.
20.03
ARREST PROCESSING RECORDS
Records used to track a defendant’s time and activities
while in arrest processing. Includes time of arrival and
time to and from each workstation.
Destroy in office 1 year after date of arrest.* Confidentiality:
G.S. 132-1.4
STANDARD 20: PROGRAM OPERATIONAL RECORDS - LAW ENFORCEMENT RECORDS (EXCLUDING SHERIFF’S OFFICES)
Records received and created by any local government law enforcement agency (excluding sheriff’s offices) necessary to meet all statutory requirements.
Comply with applicable provisions of G.S. §132-1.4 regarding confidentiality of law enforcement records and G.S. §153A-98 and G.S. §160A-168 regarding
confidentiality of personal information of law enforcement officers.
Please note: Records created by county sheriff’s offices fall under the purview of the Records Retention Schedule of County Sheriff’s Offices.
280
20. Law Enforcement Records 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
54
ITEM # STANDARD 20: LAW ENFORCEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
20.04 ARREST REPORTS Reports concerning arrests made by officers.
a) If records are made part of a case file, follow
disposition instructions for:
Case File: Felonies
Case File: Misdemeanors
b) Destroy in office 5 years from date of arrest if report
is not made part of a case file.
Confidentiality:
G.S. 132-1.4
20.05 AUCTION RECORDS
Records concerning abandoned and unclaimed articles
or found property in possession of law enforcement
sold at public auction. May include auction receipts of
monies received for items sold.
Destroy in office after 3 years.*
20.06 CASE FILE: FELONIES
Includes investigative reports, complaint reports,
fingerprint cards, original arrest reports, copies of
warrants, special expenditure report, statements of
seized and returned property, interview sheets; case
status reports, photographs, court orders,
correspondence; officer’s notes, court dispositions,
audio or video recordings, and other related
records.
SEE ALSO: Electronic Recordings of Interrogations, below.
a) Destroy in office records concerning solved cases
20 years after disposition of case and exhaustion of
any appeals.*
b) Retain in office records concerning unsolved cases
until solved, and then follow disposition
instructions in part (a).
Confidentiality: G.S. 132-1.4
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20. Law Enforcement Records 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
55
ITEM # STANDARD 20: LAW ENFORCEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
20.07 CASE FILE: MISDEMEANORS
Includes investigative reports, complaint reports,
fingerprint cards, original arrest reports, copies of
warrants, special expenditure reports, statements of
seized and returned property, interview sheets, case
status reports, photographs, court orders,
correspondence, officer’s notes, court dispositions,
audio or video recordings, and other related records.
a) Destroy in office records concerning solved malicious
misdemeanor cases 3 years after disposition of case and exhaustion of any appeals.* b) Retain in office records concerning unsolved malicious misdemeanor cases until solved, and then follow disposition instructions in part (a). c) Destroy in office records concerning all misdemeanor cases not covered in (a) or (b) after 3 years.*
Confidentiality:
G.S. 132-1.4
20.08 COMMUNICATION RECORDS Recordings, printouts, and logs of telephone, radio, dispatch, 911 emergency calls or texts, and computer aided dispatch (CAD) systems incoming and/or
outgoing communications. Includes time and date of call, contents of call, location of call, name of unit sent to scene, and other related information.
SEE ALSO: PROGRAM RECORDS SCHEDULE: LOCAL
GOVERNMENT AGENCIES, 911 Communication
Records and Recordings AND Dispatch Records and
Recordings.
a) If records are made part of a case file, follow
disposition instructions for:
Case File: Felonies
Case File: Misdemeanors
b) Destroy in office after 30 days if not made part of a
case file.
Confidentiality:
G.S. 132-1.4
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20. Law Enforcement Records 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
56
ITEM # STANDARD 20: LAW ENFORCEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
20.09 COMPLAINTS
Records concerning complaints to which a unit
responded. Includes logs listing name and address of
victim, time, date, nature of complaint, responding
officer’s name, action taken, and other related
information.
a) If records are made part of a case file, follow
disposition instructions for:
Case File: Felonies
Case File: Misdemeanors
b) Destroy in office 3 years after resolution if not made part of a case file.
Confidentiality:
G.S. 132-1.1(a)
20.10 COMPOSITE INTERVIEWS
Summaries of interviews used to determine the
physical description of suspects.
a) If records are made part of a case file, follow
disposition instructions for:
Case File: Felonies Case File: Misdemeanors
b) Destroy in office when reference value ends if not
made part of case file.± Agency Policy: Destroy in office after ___ __
20.11 CRIME ANALYSIS RECORDS Records used to anticipate, prevent, or monitor possible criminal activity. Includes crime reports, photographs, complaints, copies of citations, criminal profile information, and interoffice memoranda generated or accumulated in connection with investigations or directed patrols.
a) If records are made part of a case file, follow
disposition instructions for: Case File: Felonies Case File: Misdemeanors
b) Destroy in office when reference value ends if not
made part of case file.±
Agency Policy: Destroy in office after ___ __
Confidentiality: G.S. 132-1.4 G.S. 132-1.7(a2) Authority/
Confidentiality/ Retention 28 CFR 23.20
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20. Law Enforcement Records 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
57
ITEM # STANDARD 20: LAW ENFORCEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
20.12 DETENTION FACILITY INCIDENT REPORTS Detention facility incident reports. Include narratives of incidents, lists of those involved, statements and interview reports, inmates’ refusal of medical
treatment, inmates’ refusal to press charges, and other related records. SEE ALSO: GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES, Litigation Case Records
(STANDARD 6: LEGAL RECORDS).
c) If records are made part of a case file, follow
disposition instructions for:
Case File: Felonies
Case File: Misdemeanors
d) Destroy in office after 3 years if not made part of a
case file.*
Confidentiality:
G.S. 132-1.1(a)
20.13 DETENTION FACILITY OPERATIONAL RECORDS
Records concerning all activities occurring during shifts
at detention facilities. Includes end of duty (shift
change reports, key and radio control lists, equipment
and inmate/non-inmate housing check lists, cell
inspection reports, laundry exchange and controlled
property lists, tour reports, etc.) and inmate
accountability (rosters, commitment and release
reports, cell locations, etc.) records.
a) If records are made part of a case file, follow
disposition instructions for:
Case File: Felonies Case File: Misdemeanors b) Destroy in office when reference value ends if not
made part of case file.± Agency Policy: Destroy in office after ___ __
20.14 DETENTION FACILITY PHYSICAL FORCE RECORDS Reports made by any officer or employee of a detention facility who applies physical force to an inmate or arrestee.
Destroy in office after 3 years.*
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20. Law Enforcement Records 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
58
ITEM # STANDARD 20: LAW ENFORCEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
20.15 DIVISION OF CRIMINAL INFORMATION AND
NATIONAL CRIME INFORMATION CENTER (DCI-
NCIC) ENTRIES
Records and logs listing entries and inquiries made
against DCI-NCIC networks and concerning missing
persons, wanted persons, stolen vehicles or other
property, and other related topics.
Destroy in office 1 year after period covered by audit.* Authority:
28 USC 534
20.16 DIVISION OF CRIMINAL INFORMATION AND
NATIONAL CRIME INFORMATION CENTER (DCI-
NCIC) VALIDATION RECORDS
Requests and proofs of verification for DCI-NCIC or
other law enforcement information networks.
Destroy in office after 1 year.* Authority: 28 USC 534
20.17 DNA SAMPLING RECORDS
Records documenting the collection of DNA samples
from persons for qualifying offenses. Includes copies
of judgments. Original samples are forwarded to the
State Crime Lab.
a) If records are made part of a case file, follow
disposition instructions for:
Case File: Felonies Case File: Misdemeanors b) Destroy in office 1 year from date sample was obtained if not made part of a case file.
Authority: G.S. 15A-266.8
285
20. Law Enforcement Records 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
59
ITEM # STANDARD 20: LAW ENFORCEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
20.18 DOMESTIC VIOLENCE RECORDS Restraining orders and related records.
a) If records are made part of a case file, follow
disposition instructions for:
Case File: Felonies
Case File: Misdemeanors
b) Destroy in office after expiration of restraining order
if not made part of a case file.
Confidentiality:
G.S. 132-1.4
20.19 DRUG AND ALCOHOL TESTING RECORDS Records and reports generated when individuals
suspected of being under the influence of or impaired
by illegal drugs or alcohol are chemically tested.
Includes reports used for persons arrested for driving
while impaired by alcohol and/or drugs and
breathalyzer analysis reports.
SEE ALSO: Laboratory Case Records, below.
a) Transfer original Driving While Impaired (DWI) reports
to county Clerk of Superior Court’s office.
b) If records are made part of a case file, follow
disposition instructions for:
Case File: Felonies
Case File: Misdemeanors
c) Destroy in office when reference value ends if not
made part of case file.±
Agency Policy: Destroy in office after _ ______
286
20. Law Enforcement Records 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
60
ITEM # STANDARD 20: LAW ENFORCEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
20.20 ELECTRONIC RECORDINGS OF INTERROGATIONS
Electronic recordings generated by audio and/or video
recording devices of custodial interrogations in an
investigation of a juvenile or any person in a criminal
investigation.
a) If records are made part of a case file, follow
disposition instructions for:
Case File: Felonies
Case File: Misdemeanors b) Destroy in office when reference value ends if
not made part of case file.±
Agency Policy: Destroy in office after _ ______
Authority:
G.S. 15A-211 Confidentiality: G.S. 7B-3001(b)
G.S. 132-1.4A
20.21 FIELD OBSERVATIONS Records concerning field observations of suspicious persons or vehicles. Includes subject’s name, address, and physical description; date, time, and location of occurrence; reason for stop; name of officer conducting interview; and other related information.
a) If records are made part of a case file, follow
disposition instructions for:
Case File: Felonies
Case File: Misdemeanors
b) Destroy in office when reference value ends if not made part of case file.±
Agency Policy: Destroy in office after _ ______
Confidentiality:
G.S. 132-1.4
287
20. Law Enforcement Records 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
61
ITEM # STANDARD 20: LAW ENFORCEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
20.22 FINGERPRINT CARDS
Records used to verify a subject’s identity. Includes
fingerprints and all necessary information required to
identify an individual. Also includes records of latent finger and palm prints that were found at the scene
of a crime without identification of suspects
Original fingerprint records are forwarded to the
State Bureau of Investigation. SEE ALSO: Juvenile Case History Identification Records,
below.
a) If records are made part of a case file, follow
disposition instructions for:
Case File: Felonies
Case File: Misdemeanors
b) Destroy in office after 3 years if not made part of case
file.
Confidentiality:
G.S. 132-1.4
Authority:
G.S. 15A-502
20.23 FORCIBLE ENTRY RECORDS
Records concerning forcible entries made by law
enforcement personnel.
Destroy in office after 1 year.
20.24 FUGITIVE WARRANTS CASE RECORDS
Records concerning fugitive warrants sent to a
department from another jurisdiction requesting
assistance in finding an individual. Includes fugitive profile and warrant.
Destroy in office when reference value ends.±
Agency Policy: Destroy in office after _ ______
288
20. Law Enforcement Records 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
62
ITEM # STANDARD 20: LAW ENFORCEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
20.25 IDENTIFICATION PHOTOGRAPHS
Photographs (mugshots) of persons arrested in
association with formal investigations. Also includes
driver’s license photos or negatives. SEE ALSO: Juvenile Case History Identification Records,
below.
a) If records are made part of a case file, follow
disposition instructions for:
Case File: Felonies
Case File: Misdemeanors
b) Destroy in office after 3 years if not made part of
a case file.
Confidentiality:
G.S. 132-1.4
20.26 INCIDENT RESPONSE REPORTS
Reports completed by officers responding to
incidents. Includes victim, suspect, and witness information; damaged and stolen property reports;
statement sheets; Miranda waiver forms; and other
related records.
a) If records are made part of a case file, follow
disposition instructions for:
Case File: Felonies Case File: Misdemeanors
b) Destroy in office when reference value ends if not
made part of case file.±
Agency Policy: Destroy in office after _ __
Confidentiality:
G.S. 132-1.4
20.27 INMATE CLASSIFICATION RECORDS
Records concerning classification information
gathered by the detention facility while inmates are
incarcerated. Also includes incident reports,
behavioral or disciplinary reports, interviews,
classification level assigned, requested housing
moves, and other related records.
Destroy in office 3 years after inmate is released or
transferred from the facility.*
289
20. Law Enforcement Records 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
63
ITEM # STANDARD 20: LAW ENFORCEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
20.28 INMATE COMMITMENT RECORDS
Copies of judgment and commitment papers received
from the Clerk of Superior Court’s office used to
validate time spent incarcerated.
Destroy in office when reference value ends.±
Agency Policy: Destroy in office after _ ______
20.29 INMATE DEATH REPORTS Reports filed by office upon the death of an inmate. A
report must be sent to the county health director and
N.C. Department of Health and Human Services, within
five days of the death.
Destroy in office after 3 years.* Authority: G.S. 153A-224(b)
20.30 INMATE FINANCIAL RECORDS
Records concerning individual inmate funds maintained by a detention facility for use by the inmate while incarcerated. Includes balance sheets listing inmate’s name and number, amount of funds, dates of deposits and withdrawals, and other related
information.
Destroy in office 3 years after inmate is released or
transferred from the facility.*
290
20. Law Enforcement Records 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
64
ITEM # STANDARD 20: LAW ENFORCEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
20.31 INMATE GRIEVANCE RECORDS
Records concerning grievances filed by inmates and
actions taken.
a) If legal action is taken and case adjudicated, destroy in
office 5 years after final disposition.
b) If legal action is taken and case non-adjudicated (out-
of-court claims), destroy in office 5 years after final
disposition or expiration of relevant statute of
limitations.
c) Destroy remaining records in office 3 years after
inmate is released or transferred from the facility.*
Confidentiality:
G.S. 132-1.1(a)
20.32 INMATE MAIL, TELEPHONE, OR VISITOR RECORDS
Records concerning telephone calls and mail sent and
received by inmates and individuals visiting inmates confined in county or municipal detention facilities.
Includes logs listing inmate’s name, date and time of
call or mail, visitor’s signature and address, and other
related information.
Destroy in office after 1 year.*
20.33 INMATE MEAL RECORDS
Records concerning the planning and scheduling of
inmate meals. Includes food service daily shift reports, daily meal sheets, food order forms, kitchen checklists,
lists of inmates receiving meals and other related
records. File also includes records concerning requests
for special diets made by inmates.
Destroy in office after 3 years.* Retention:
10A NCAC 14J .1723
291
20. Law Enforcement Records 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
65
ITEM # STANDARD 20: LAW ENFORCEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
20.34 INMATE MEDICAL RECORDS
Records concerning medical examinations, diagnoses,
and treatments of inmates. Includes medical
information sheets and screening forms, medical
histories as provided by inmate, receipt and/or release
forms for medications and medical articles, laboratory
and x-ray reports, blood pressure records, sick bay
transfer forms, special diet authorizations,
psychological evaluation forms, suicide watch sheets,
progress notes, health assessment forms, dental
forms, doctors’ orders, transportation records to
outside clinics or hospitals, and other related records.
May also include authorization records for release of
medical information to detention facility staff,
informed consent forms, refusal of treatment forms, and release of financial responsibility forms.
SEE ALSO: Juvenile Detention Records, below.
Destroy in office 10 years after inmate’s release or parole. Confidentiality:
G.S. 8-53
45 CFR 164.502
20.35 INMATE PERSONAL IDENTIFICATION RECORDS
Records concerning changes to be made to an inmate’s
incarceration file. Includes personal identification
changes, superior court calendar, long form dismissals
and other related records.
Destroy in office 30 days after receipt.*
292
20. Law Enforcement Records 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
66
ITEM # STANDARD 20: LAW ENFORCEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
20.36 INMATE RESEARCH REQUESTS
Requests filed by inmates seeking use of a facility’s law
library or similar collection containing research
materials.
Destroy in office 1 year from date of request.
20.37 JUVENILE CASE FILES
Includes incident and arrest reports, detention orders,
disposition instructions, name and address of person
having legal and/or physical custody of child,
correspondence with county, municipal, or state
juvenile services, and other related records.
a) Destroy in office records when juvenile reaches 21
years of age if adjudicated for an offense that would
have been a Class A, B1, B2, C, D, or E felony if
committed by an adult.
b) Destroy in office records related to all other cases
when juvenile reaches 18 years of age.
Confidentiality:
G.S. 7B-3001(b)
Retention:
20.38 JUVENILE CASE HISTORY IDENTIFICATION RECORDS
Includes fingerprints and photographs.
a) Transfer to the State Bureau of Investigation and Federal Bureau of Investigation. b) Destroy in office agency copies when reference
value ends.*± Agency Policy: Destroy in office after _ ____
Confidentiality/ Retention: G.S. 7B-2102
20.39 JUVENILE DETENTION RECORDS Records concerning medical and non-medical information gathered on juvenile inmates held in county or municipal detention facilities.
a) Destroy in office medical records when juvenile
reaches 30 years of age. b) Destroy in office non-medical records when juvenile
reaches 18 years of age.
Confidentiality: G.S. 7B-3001(b)
293
20. Law Enforcement Records 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
67
ITEM # STANDARD 20: LAW ENFORCEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
20.40 LABORATORY CASE RECORDS
Records concerning cases examined in a crime
laboratory; includes reports, notes, charts, and other
related records
Retain in office permanently. Confidentiality:
G.S. 132-1.4
20.41 LAW ENFORCEMENT AUDIO AND VIDEO RECORDINGS Tapes and digital recordings generated by mobile
and fixed audio and video recording devices. Does not include Electronic Recordings of Interrogations, above.
a) If records are made part of a case file, follow
disposition instructions for: Case File: Felonies Case File: Misdemeanors b) Destroy in office after 30 days if not made part of a case file.
Confidentiality:
G.S. 132-1.4A G.S. 153A-98
20.42 MULTIPLE FIREARMS SALES REPORTS
Reports received from dealers reporting the sale of
multiple firearms.
Destroy in office when reference value ends, but within 20
days after receipt.±
Agency Policy: Destroy in office after _ ____
Retention:
18 USC 923(g)(3)(b)
20.43 MULTIPLE FIREARMS SALES REPORTS
DESTRUCTION RECORDS
Records submitted after 6 months to the U.S. Attorney
General’s Office certifying that all multiple firearm
sales reports received from dealers have been
destroyed.
Destroy in office after 1 year. Authority:
18 USC 923(g)(3)(b)
294
20. Law Enforcement Records 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
68
ITEM # STANDARD 20: LAW ENFORCEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
20.44 ORDINANCE VIOLATIONS CITATIONS
Citations issued for violations of municipal and
county ordinances.
Destroy in office after 3 years.*
20.45 PAWNSHOP RECORDS
Pawnshop cards and property records submitted to municipal and county law enforcement offices.
a) If records are made part of a case file, follow
disposition instructions for:
Case File: Felonies Case File: Misdemeanors
b) Destroy in office after 1 year if not made part of a case file.
Authority: G.S. 66-391
20.46 PERMISSION TO SEARCH RECORDS
Authorizations for officers to search property, and if
necessary, confiscate property deemed pertinent to an
investigation.
a) If records are made part of a case file, follow
disposition instructions for:
Case File: Felonies Case File: Misdemeanors
b) Destroy in office when reference value ends if not
made part of a case file.±
Agency Policy: Destroy in office after _ _____
295
20. Law Enforcement Records 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
69
ITEM # STANDARD 20: LAW ENFORCEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
20.47 PERMITS: CONCEALED WEAPONS AND HANDGUNS
Applications and supporting documentation filed to
carry concealed weapons or purchase handguns.
Includes background checks and other related records.
a) Destroy in office all approved applications after 5
years.
b) Destroy in office denied applications and related
records 5 years from date of denial or resolution of
petition filed with district court, whichever is longer.
c) Destroy in office background checks and related
records concerning approved applications when
permit is issued.
Authority/
Confidentiality:
G.S. 14-415.17
G.S. 132-1.4 G.S. 132-1.7
20.48 PRISON RAPE ELIMINATION ACT (PREA) FILE
Allegation, investigation, and incident review records
documenting investigations into allegations of sexual
abuse or sexual harassment.
Destroy in office 6 years after inmate's release.*
Retention Note: If a minor is involved in the incident,
records should be retained until the minor reaches age 30.
Authority:
28 CFR Part 115
20.49 PRISON RAPE ELIMINATION ACT (PREA) DATA FILE
Aggregated data for every allegation of sexual abuse at
county or municipal lockups.
Destroy in office after 10 years. Authority/Retention:
28 CFR Part 115.187
28 CFR 115.189(d)
20.50 PRISONER TRANSPORT RECORD
Verification forms completed by receiving party of
prisoner patient.
Destroy in office after 1 year.
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20. Law Enforcement Records 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
70
ITEM # STANDARD 20: LAW ENFORCEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
20.51 PROPERTY RECORDS
Records concerning confiscated property, evidence,
stolen or recovered property, and unclaimed property.
Includes descriptions of property and its value, serial
numbers, and other related records. Records may also
be filed with original incident report.
Destroy in office 3 years after final disposition of property.
20.52 PURSUIT LOGS
Logs concerning pursuits by law enforcement
personnel.
a) If records are made part of a case file, follow
disposition instructions for:
Case File: Felonies Case File: Misdemeanors
b) Destroy in office after 3 years if not made part of a case file.
20.53 RIDE-ALONG PROGRAM RECORDS Records concerning a law enforcement ride-along program.
Destroy in office after 3 years.*
20.54 SEXUAL OFFENDER RECORDS
Records concerning sexual offenders living within
jurisdiction.
a) Destroy in office records of persons registered in the “Sexually Violent Predator Program” when individual is known dead or after 90 years.
b) Destroy in office records of persons registered in
the “Sex Offender and Public Protection Program”
after court petition and review by the state; or after
30 years or length of court order, whichever is
greater; or when individual is known dead.
Authority:
G.S. 14-208
Retention:
G.S. 14-208.6A
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20. Law Enforcement Records 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
71
ITEM # STANDARD 20: LAW ENFORCEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
20.55 TRAFFIC ACCIDENT REPORTS Records concerning traffic accidents. Includes general correspondence, property receipts, collision reports, waivers signed by involved parties agreeing to settle
damages among themselves, and other related records.
a) Transfer original collision report to the N.C.
Division of Motor Vehicles within 10 days of
accident.
b) Destroy in office after 3 years records concerning
accidents not meeting N.C. Division of Motor Vehicles
reporting requirements, but for which a report was
made.
c) Destroy in office duplicate reports when reference
value ends.±
Agency Policy: Destroy in office after ______
Confidentiality:
18 USC 2721
20.56 TRAFFIC CITATIONS AND WARNINGS
Citations issued to drivers violating motor vehicle and
traffic laws. Includes voided citations and warnings
that do not require a fine or court appearance.
a) Transfer original citations to county Clerk of Superior Court’s office.
b) If records are made part of a case file, follow disposition instructions for:
Case FIle: Felonies Case File: Misdemeanors
c) Destroy remaining records in office after 1 year.
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20. Law Enforcement Records 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
72
ITEM # STANDARD 20: LAW ENFORCEMENT RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
20.57 TRESPASS RECORDS
Authorizations by property owners, lessees, or managers for law enforcement officers to take action deemed appropriate to remove unauthorized persons and issue trespass warnings.
a) If records are made part of a case file, follow
disposition instructions for:
Case File: Felonies
Case File: Misdemeanors
b) Destroy in office 1 year after expiration if not made
part of a case file.
Authority:
G.S. 14-159.12-13
20.58 VEHICLE TOWING RECORDS
Includes recovery authorizations and consent forms
completed by owners to have vehicle towed, removed, stored, or left at the scene.
a) If records are made part of a case file, follow
disposition instructions for:
Case File: Felonies
Case File: Misdemeanors
b) Destroy in office after 1 year if not made part of a case
file.
299
21. Tax Records (Municipal) 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
73
ITEM # STANDARD 21: TAX RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
21.01 ANIMAL LICENSING RECORDS
Records concerning the licensing of dogs, cats, and other
animals by the municipality. Includes owner and animal
information and record of fees paid.
Destroy in office after 3 years.* Authority:
G.S. 160A-212
Confidentiality:
G.S. 105-259
G.S. 132-1.1(b)
G.S. 132-1.2
G.S. 160A-208.1
21.02 BEER AND WINE TAXES AND RECORDS
Records concerning the levy of privilege taxes on beer
and wine.
Destroy in office after 3 years.* Authority:
G.S. 105-133.77-79
21.03 BICYCLE LICENSE PLATE RECORDS
Records concerning issuance of license plates for bicycles.
Destroy in office after 1 year.* Confidentiality:
G.S. 105-259
G.S. 132-1.1(b)
G.S. 132-1.2
G.S. 160A-208.1
STANDARD 21: PROGRAM OPERATIONAL RECORDS - TAX RECORDS (FOR MUNICIPALITIES)
Records received and created by a municipality for the purposes of collecting taxes. For County Tax Administration records, please refer to the separate
County Tax Administration Program Schedule.
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21. Tax Records (Municipal) 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
74
ITEM # STANDARD 21: TAX RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
21.04 DELINQUENT TAXPAYER RECORDS
Records concerning taxpayers who have not paid real and
personal property taxes due, including unpaid notices.
SEE ALSO: Delinquent Taxpayer Records: Advertisement
of Tax Liens Against Real Property, below.
Destroy in office after 10 years or 3 years after final
settlement or 1 year after released by governing board,
whichever comes first.*
21.05 DELINQUENT TAXPAYER RECORDS: ADVERTISEMENT OF
TAX LIENS AGAINST REAL PROPERTY
Records concerning the municipal taxation officer’s
publication in the newspaper of delinquent taxpayer and
tax sales notices.
SEE ALSO: Delinquent Taxpayer Records, above.
Destroy in office after 10 years.* Authority:
G.S. 105-369
21.06 MOTOR VEHICLE RENTAL TAX RECORDS
Records concerning motor vehicle rental tax assessments.
Destroy in office after 3 years.*
21.07 MUNICIPAL VEHICLE TAX RECORDS
Records concerning municipal vehicle taxes levied
annually.
Destroy in office after 3 years.* Authority:
G.S. 20-97(b)
21.08 PREPARED FOOD AND BEVERAGE TAX RECORDS
Records concerning prepared food and beverage tax
assessments.
Destroy in office after 3 years.*
301
21. Tax Records (Municipal) 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
75
ITEM # STANDARD 21: TAX RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
21.09 PRIVILEGE LICENSES, TAXES, AND FEE RECORDS
Records concerning the licensing of occupations,
businesses, trades, professions, and forms of amusement
or entertainment and associated fees and taxes.
SEE ALSO: Animal Licensing Records (above), Beer and
Wine Taxes and Records (above), Municipal Vehicle Tax
Records (above), Taxicab and Limousine Tax Records
(below).
Destroy in office after 3 years.*
Authority:
G.S. 160A-194
21.10 ROOM OCCUPANCY TAX RECORDS Records concerning the administration of room
occupancy tax records for those municipalities who have
adopted room occupancy taxes.
Destroy in office after 3 years.* Authority: G.S. 160A-215
Confidentiality:
G.S. 105-259
G.S. 132-1.1(b)
G.S. 132-1.2
G.S. 160A-208.1
302
21. Tax Records (Municipal) 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
76
ITEM # STANDARD 21: TAX RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
21.11 SCHEDULE “B” LICENSES
Receipts of licenses issued by municipality in accordance
with Article 2, Schedule B of the Revenue Laws of North
Carolina. Applies to privilege licenses issued to attorneys-
at-law and other professionals, installment paper dealers,
and pawnbrokers.
a) Destroy in office 3 years after close of license tax year
stubs or detailed settlement records.
b) Destroy in office stubs 1 years after audit if
settlement records are kept.
Authority:
G.S. 105-41
G.S. 105-83
G.S. 105-88
G.S. 153A-152
G.S. 160A-211
Confidentiality:
G.S. 105-259
G.S. 132-1.1(b)
G.S. 132-1.2
G.S. 160A-208.1
21.12 TAX ABSTRACTS AND LISTS
Records concerning real and personal property in the
municipality, based on assessment lists. Includes name
and address of taxpayer along with descriptions of
property owned and estimated value.
Destroy in office after 10 years or two revaluation cycles. Authority:
G.S. 105-309
G.S. 105-296
21.13 TAX EXEMPT PROPERTY FILE
Records concerning property that is exempt from
taxation.
Destroy in office 5 years after property exemption has
expired or at end of life of structure, whichever comes
first.
21.14 TAX LEDGER CARDS OR SHEETS Destroy in office 5 years after superseded or obsolete.
303
21. Tax Records (Municipal) 2021 PROGRAM RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES
* No destruction of records may take place if audits or litigation are pending or reasonably anticipated. See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION,
page A-5.
± The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that Natural and Cultural
Resources has scheduled with the disposition instruction “destroy when reference value ends.” Please use the space provided.
77
ITEM # STANDARD 21: TAX RECORDS
RECORDS SERIES TITLE DISPOSITION INSTRUCTIONS CITATION
21.15 TAX LEVY/SEIZURE RECORDS
Inventory of property taken from property owner by the
municipal tax collector to pay back taxes.
a) Destroy in office after 3 years execution forms if levy
and sale of personal property is made. If levy and sale
are conducted by municipal law enforcement agency,
execution forms are to be retained by that agency.
b) If levy, seizure, and sale are not made, destroy in
office forms when reference value ends.±
Agency Policy: Destroy in office after ______________
Authority:
G.S. 105-366
G.S. 105-367
21.16 TAX LIEN SALES
Records concerning sales held to satisfy tax liens.
Destroy in office 10 years after sale.
21.17 TAX REBATES
Records concerning tax rebates given or received.
Destroy in office after 10 years.
21.18 TAX SCROLLS
Records indicating property (real estate and personal)
valuation and taxes due.
Destroy in office after 10 years.
21.19 TAXICAB AND LIMOUSINE TAX RECORDS
Records concerning the levy of privilege taxes on taxicabs
and limousines.
Destroy in office after 3 years.* Authority:
G.S. 20-97(d)
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A-1
MANAGING PUBLIC RECORDS IN NORTH CAROLINA
Q. What is this “records retention and disposition schedule”?
A. This document is a tool for the employees of local government agencies across North Carolina to
use when managing the records in their offices. It lists records commonly found in agency
offices and gives an assessment of their value by indicating how long those records should be
retained. This schedule is also an agreement between your agency and the State Archives of
North Carolina.
This schedule serves as the inventory and schedule that the State Archives of North Carolina is
directed by N.C. Gen. Stat. § 121-5(c) and N.C. Gen. Stat. § 132-8 to provide. It supersedes all
previous editions, including all amendments.
Q. How do I get this schedule approved?
A. This schedule must be approved by your governing body for use in your agency. That approval
should be made in a regular meeting and recorded as an action in the minutes. It may be done
as part of the consent agenda, by resolution, or other action.
Q. Am I required to have all the records listed on this schedule?
A. No, this is not a list of records you must have in your office.
Q. What is “reference value”?
A. Items containing “reference value” in the disposition instructions are generally records that hold
limited value, which is typically restricted to those documenting routine operations within the
office. A minimum retention period should be established by the office for any items containing
the phrase “destroy in office when reference value ends” in the disposition instructions.
Q. Do the standards correspond to the organizational structure of my agency?
A. Records series are grouped into standards to make it easier for users to locate records and their
disposition instructions. You may find that the groupings reflect the organizational structure of
your agency, or you may find that records are located in various standards depending on the
content of the record. The intent of the schedule’s organization is to provide an easy reference
guide for the records created in your agency.
Q. What if I cannot find some of my records on this schedule?
A. Sometimes the records are listed in a different standard than how you organize them in your
office. Be sure to check the Index and utilize the search function on the PDF version of the
schedule to facilitate the location of records series. If you still cannot locate your records on the
schedule, contact a Records Management Analyst. We will work with you to amend this records
schedule so that you may destroy records appropriately. The Request for Change in Records
Schedule form (see page A-17) can be used for such requests.
Q. What are public records?
A. The General Statutes of North Carolina, Chapter 132, provides this definition of public records:
“Public record” or “public records” shall mean all documents, papers, letters, maps, books,
photographs, films, sound recordings, magnetic or other tapes, electronic data-processing
records, artifacts, or other documentary material, regardless of physical form or
305
A-2
characteristics, made or received pursuant to law or ordinance in connection with the
transaction of public business by any agency of North Carolina government or its
subdivisions. Agency of North Carolina government or its subdivisions shall mean and
include every public office, public officer or official (state or local, elected or appointed),
institution, board, commission, bureau, council, department, authority or other unit of
government of the state or of any county, unit, special district or other political subdivision
of government.
Q. Is any person allowed to see my records?
A. Yes, except as restricted by specific provisions in state or federal law. N.C. Gen. Stat. § 132-6
instructs:
“Every custodian of public records shall permit any record in the custodian’s custody to be
inspected and examined at reasonable times and under reasonable supervision by any
person, and shall, as promptly as possible, furnish copies thereof upon payment of any fees
as may be prescribed by law. … No person requesting to inspect and examine public records,
or to obtain copies thereof, shall be required to disclose the purpose or motive for the
request.”
Q. What about my confidential records?
A. Not all government records are open to public inspection. Exceptions to the access
requirements in N.C. Gen. Stat. § 132-6 and the definition of public records in N.C. Gen. Stat. §
132-1 are found throughout the General Statutes. You must be able to cite a specific provision
in the General Statutes or federal law when you restrict or deny access to a particular record.
Q. Am I required to make available to the public copies of drafts that have not
been approved?
A. Yes, even if a report, permit, or other record has not been finalized, it is still a public record
subject to request. Any record that is not confidential by law must be provided when a request
is received, whether it is “finished” or not.
Q. What do I do with permanent records?
A. Permanent records should be maintained in the office that created the records, forever.
The Department of Natural and Cultural Resources (DNCR) is charged by the General Assembly
with the administration of a records management program (N.C. Gen. Stat. § 121-4 (2) and §
132-8.1) and the maintenance of “a program for the selection and preservation of public records
considered essential to the operation of government and to the protection of the rights and
interests of persons” (§ 132-8.2). Permanent records with these characteristics require
preservation duplicates that are human-readable (paper or microfilm). Some examples of these
characteristics include:
Affect multiple people, without regard to relation
Have significance over a long span of time
Document governance
Document citizenship
Examples of records with these characteristics:
Minutes of governing bodies at the state and local levels are the basic evidence of our system
of governance, and are routinely provided for the public to read.
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A-3
Records, such as deeds and tax scrolls, about land document changes in ownership and
condition. Counties maintain offices expressly for the purpose of making those records
available to the public. Other records in local and state governments document potential
public health hazards, such as hazardous materials spills.
Adoptions, marriages, and divorces document changes in familial relationships and document
citizenship. Though adoptions are confidential (not available for public inspection), they
document citizenship and changes in inheritance and familial succession.
Court records, such as wills, estates, and capital cases, affect people within and across family
groups, are made available for public inspection, and often involve transactions related to
the examples above.
See the Human-Readable Preservation Duplicates policy issued by the North Carolina
Department of Natural and Cultural Resources (https://archives.ncdcr.gov/government/digital-
records/digital-records-policies-and-guidelines/human-readable-preservation) and check with a
records analyst to determine whether your permanent records require a preservation duplicate.
Q. What is historical value?
A. Historical records document significant events, actions, decisions, conditions, relationships, and
similar developments. These records have administrative, legal, fiscal, or evidential importance
for the government or its citizens. Two criteria for determining historical value are inherent
interest and extraordinary documentation:
• Inherent interest is created by non-routine events, by the involvement of famous parties, and
by compelling contexts. For instance, foreclosure proceedings from the 1930s have high
historical value because they date from the era of the Great Depression.
• Extraordinary documentation is found in records that shed light on political, public, or social
history. For instance, the records from the replevin case that returned the Bill of Rights to
North Carolina hold more historical value than most property case files because of the political
history intertwined with this case.
SANC has further elaborated selection criteria that help distinguish records with historical value:
• Do they protect the rights and property of citizens?
• Do they have a long-term impact on citizens?
• Do they document the core functions of an agency?
• Do they document high-level decision-making that shapes an agency’s policies or initiatives?
• Do they summarize an agency’s activities?
Call a Records Management Analyst for further assistance in assessing historical value.
Q. What if I do not have any records?
A. Nearly every position in government generates, receives, or uses records. Computer files of any
kind, including drafts and e-mail, are public records. Even if your records are not the official or
final version, your records are public records. Not all records have high historical, legal, or fiscal
value, but they all must be destroyed in accordance with the provisions of the appropriate
records schedule.
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A-4
Q. I have a lot of unsorted records. What’s a good first step for getting a
handle on these records?
A. We encourage you to create a file plan of what records you have. When you create this plan,
you can match each record to its placement on this schedule or on the appropriate retention
schedule. A sample file plan is available on Page A-21. Having a file plan can help you strategize
how to best organize your physical or digital records. A file plan is also useful in disaster
planning and scheduling destructions.
Q. May I store our unused records in the basement, attic, shed, etc.?
A. Public records are public property. Though we encourage agencies to find places to store
records that do not take up too much valuable office space, the selected space should be dry,
secure, and free from pests and mold. Your office must ensure that records stored away from
your main office area are well protected from natural and man-made problems while remaining
readily available to your staff and the public.
Q. Our old records are stored in the attic, basement, or off-site building, etc.
Are we required to provide public access to these records?
A. Yes, as long as the records are not confidential by law. You should also be aware that
confidentiality can expire.
Q. Aren’t all our old records at the State Archives of North Carolina?
A. Probably not. The State Archives of North Carolina collects only very specific types of records
from local government offices. Contact a Records Management Analyst for more information
about which records are held or can be transferred to the State Archives of North Carolina for
permanent preservation.
Q. I found some really old records. What should I do with them?
A. Call a Records Management Analyst. We will help you examine the records and assess their
historical value.
Q. Can I give my old records to the historical society or public library?
A. Before you offer any record to a historical society, public library, or any other entity, you must
contact a Records Management Analyst. Permanent records must be kept either in your offices
or at the State Archives of North Carolina.
Q. Whom can I call with questions?
A. If you are located west of Statesville, call our Western Office in Asheville at (828) 250-3103. If
you are east of Statesville, all the way to the coast, call our Raleigh office at (919) 814-6900.
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AUDITS, LITIGATION, AND OTHER OFFICIAL ACTION
Q. Why is there an asterisk in the disposition instructions of so many items on
this schedule?
A. No record involved in a pending or ongoing audit, legal, or other official action may be
destroyed before that audit or action is resolved.
A legal hold or litigation hold means that records that are the subject of the legal hold or
litigation hold must be preserved and thus must not be destroyed until officially released from
the hold. A legal hold or litigation hold is placed when either an official discovery order is served
on the agency requesting the production of the records in question (for a litigation, regulatory
investigation, audit, open records request, etc.) or litigation is pending and the agency is thus on
notice to preserve all potentially relevant records. You must also ensure that for a claim or
litigation that appears to be reasonably foreseeable or anticipated but not yet initiated, any
records (in paper or electronic formats) relevant to such a claim or litigation are preserved and
not destroyed until released by your General Counsel. The records in question must not be
destroyed until the completion of the action and the resolution of all issues that arise from it
regardless of the retention period set forth in this schedule.
We have used an asterisk (*) in the disposition instructions to mark records series that are
commonly audited, litigated, or may be subject to other official actions. However, any record
has this potential. Records custodians are responsible for being aware of potential actions, and
for preventing the destruction of any record that is, or may be reasonably expected to become,
involved in an audit, legal, or other official action.
Records used during routine audits may be destroyed when the governing body accepts the
audit, if the records have completed the retention period listed in this schedule. If time remains
in the retention period, the records must be maintained for the remainder of the period. The
auditor’s working papers must be kept according to the schedule. (See also GENERAL RECORDS
SCHEDULE: LOCAL GOVERNMENT AGENCIES, Audits: Performance, STANDARD 1:
ADMINISTRATION AND MANAGEMENT RECORDS, Audits: Financial, STANDARD 2: BUDGET,
FISCAL, AND PAYROLL RECORDS.) Should a dispute arise over an audit, the records that were
audited should be retained until that dispute is resolved.
The attorney representing the agency should inform records custodians when legal matters are
concluded and records will no longer be needed. Following the conclusion of any legal action,
the records may be destroyed if they have met the retention period in the schedule. Otherwise,
they should be kept for the remaining time period.
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TRANSITORY RECORDS
Transitory records are defined as “record[s] that [have] little or no documentary or evidential value and
that need not be set aside for future use.”3
According to North Carolina General Statutes § 121 and § 132, every document, paper, letter, map,
book, photograph, film, sound recording, magnetic or other tape, electronic data processing record,
artifact, or other documentary material, regardless of physical form or characteristics, made or received
in connection with the transaction of public business by any state, county, municipal agency, or other
political subdivision of government is considered a public record and may not be disposed of, erased, or
destroyed without specific approval from the Department of Natural and Cultural Resources.
The Department of Natural and Cultural Resources recognizes that some records may have little or no
long-term documentary or evidential value to the creating agency. These records are often called
“transitory records.” The following questions and answers discuss types of transitory records commonly
created in state government. They may be disposed of according to the guidance below. However, all
public employees should be familiar with the General Records Schedule for Local Government Agencies,
their office’s Program Records Retention and Disposition Schedule, and any other applicable guidelines
for their office. If any of these documents require a different retention period for these records, follow
the longer of the two retention periods. When in doubt about whether a record is transitory, or
whether it has special significance or importance, retain the record in question and seek guidance from
the analyst assigned to your agency.
Q. What do I do with routing slips, fax cover sheets, “while you were out”
slips, memory aids, etc.?
A. Routing slips and transmittal sheets adding no information to that contained in the transmitted
material have minimal value after the material has been successfully transmitted. These records
may be destroyed or otherwise disposed of after receipt of the material has been confirmed.
Similarly, “while you were out” slips, memory aids, and other records requesting follow-up
actions (including voicemails) have minimal value once the official action these records are
supporting has been completed and documented. Unless they are listed on the General
Records Schedule for Local Government Agencies or your office’s Program Records
Retention and Disposition Schedule, these records may be destroyed or otherwise disposed
of once the action has been resolved.
Q. What about research materials, drafts, and other working papers used to
create a final, official record?
A. Drafts and working papers are materials, including notes and calculations, gathered or created
to assist in the creation of another record. All drafts and working papers are public records
subject to all provisions of General Statute § 132, but many of them have minimal value after
the final version of the record has been approved, and may be destroyed after final approval, if
they are no longer necessary to support the analysis or conclusions of the official record. Drafts
and working documents which may be destroyed after final approval include:
• Drafts and working papers for internal and external policies
3 Society of American Archivists, Dictionary of Archives Terminology.
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• Drafts and working papers for internal administrative reports, such as daily and
monthly activity reports
• Drafts and working papers for internal, non-policy-level documents, such as informal
workflows and manuals; and
• Drafts and working papers for presentations, workshops, and other explanations of
agency policy that are already formally documented.
Q. What if I have forms designed and used solely to create, update, or modify
records in an electronic medium?
A. If these records are not required for audit or legal purposes, they may be destroyed in office
after completion of data entry and after all verification and quality control
procedures. However, if the forms contain any analog components that are necessary to
validate the information contained on them (e.g. a signature or notary’s seal), they should be
retained according to the disposition instructions for the records series encompassing the forms’
function.
See also the State Archives of North Carolina’s guidance on digital signatures found at:
https://archives.ncdcr.gov/government/digital-records/digital-records-policies-and-
guidelines/digital-signature-policy
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DESTRUCTION OF PUBLIC RECORDS
Q. When can I destroy records?
A. Each records series listed on this schedule has specific disposition instructions that indicate how
long the series must be kept in your office. In some cases, the disposition instructions are
“Retain in office permanently,” which means that those records must be kept in your offices
forever.
Q. How do I destroy records?
A. After your agency has approved this records retention and disposition schedule, records should
be destroyed in one of the following ways:
1) burned, unless prohibited by local ordinance;
2) shredded, or torn so as to destroy the record content of the documents or material
concerned;
3) placed in acid vats so as to reduce the paper to pulp and to terminate the existence of the
documents or materials concerned;
4) sold as waste paper, provided that the purchaser agrees in writing that the documents or
materials concerned will not be resold without pulverizing or shredding the documents so
that the information contained within cannot be practicably read or reconstructed.
The provision that electronic records are to be destroyed means that the data, metadata,
and physical media are to be overwritten, deleted, and unlinked so that the data and
metadata may not be practicably reconstructed.
The data, metadata, and physical media containing confidential records of any format are to
be destroyed in such a manner that the information cannot be read or reconstructed under
any means.
— N.C. Administrative Code, Title 7, Chapter 4, Subchapter M, Section .0510
Without your agency’s approval of this records schedule, no records may legally be destroyed.
Q. How can I destroy records if they are not listed on this schedule?
A. Contact a Records Management Analyst. An analyst will discuss the nature of the records with
you to determine if the records have historical value. If the records do have historical value, we
will discuss the possibility of transferring the records to the State Archives of North Carolina to
be preserved permanently.
If the records do not have historical value, we will ask you to complete a Request for Disposal
for Unscheduled Records form if the records are no longer being created. If the records are an
active records series, an analyst will help you develop an amendment to this schedule so that
you can destroy the records appropriately from this point forward.
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Q. Am I required to tell anyone about the destructions?
A. We recommend that you report on your records retention activities to your governing board on
an annual basis. This report does not need to be detailed, but it is important that significant
destructions be entered into the minutes of the Board. See a sample destructions log that
follows (and is available online at the State Archives of North Carolina website,
https://archives.ncdcr.gov/government/rm-tools).
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Destructions Log
County/Municipality Division Section Branch Location(s) of Records
Records Series Required Retention Date Range
Volume
(file drawers or MB)
Media (Paper, Electronic) Date of Destruction Method of Destruction Authorization for Destruction P E
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ELECTRONIC RECORDS:
E-MAIL, BORN-DIGITAL RECORDS, AND DIGITAL IMAGING
Q. When can I delete my e-mail?
A. E-mail is a public record as defined by N.C. Gen. Stat. § 121-5 and N.C. Gen. Stat. § 132.
Electronic mail is as much a record as any paper record and must be treated in the same
manner. It is the content of each message that is important. If a particular message would
have been filed as a paper memo, it should still be filed (either in your e-mail program or in your
regular directory structure), and it should be retained the same length of time as its paper
counterparts. It is inappropriate to destroy e-mail simply because storage limits have been
reached. Some examples of e-mail messages that are public records and therefore covered by
this policy include:
• Policies or directives;
• Final drafts of reports and recommendations;
• Correspondence and memoranda related to official business;
• Work schedules and assignments;
• Meeting agendas or minutes
• Any document or message that initiates, facilitates, authorizes, or completes a business
transaction; and
• Messages that create a precedent, such as issuing instructions and advice.
From the Department of Cultural Resources E-Mail Policy (Revised July 2009),
available at the State Archives of North Carolina website
Other publications (available online at the State Archives of North Carolina website) that will be
particularly helpful in managing your e-mail include tutorials on managing e-mail as a public
record and on using Microsoft Exchange.
Q. May I print my e-mail to file it?
A. We do not recommend printing e-mail for preservation purposes. Important metadata are lost
when e-mail is printed.
Q. I use my personal e-mail account for work. No one can see my personal e-
mail, right?
A. The best practice is to avoid using personal resources, including private e-mail accounts, for
public business. N.C. Gen. Stat. § 132-1 states that records “made or received pursuant to law
or ordinance in connection with the transaction of public business by any agency of North
Carolina government or its subdivisions” are public records (emphasis added). The fact that
public records reside in a personal e-mail account is irrelevant.
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Q. We have an imaging system. Are we required to keep the paper?
A. You may scan any record, but you will need to receive approval from the Government Records
Section in order to destroy paper originals that have been digitized. Your agency must develop
an electronic records policy and then submit a Request for Disposal of Original Records
Duplicated by Electronic Means. You can find these templates in the Digital Imaging section of
the State Archives of North Carolina website (https://archives.ncdcr.gov/government/digital-
records/digital-records-policies-and-guidelines#digital-imaging). Contact a Records
Management Analyst for further instructions on how to develop a compliant electronic records
policy.
Permanent records must have a security preservation copy as defined by State Archives of
North Carolina’s Human-Readable Preservation Duplicate Policy (N.C. Gen. Stat. § 132-8.2):
Preservation duplicates shall be durable, accurate, complete and clear, and such
duplicates made by a photographic, photo static, microfilm, micro card, miniature
photographic, or other process which accurately reproduces and forms a durable
medium for so reproducing the original shall have the same force and effect for all
purposes as the original record whether the original record is in existence or not. ...
Such preservation duplicates shall be preserved in the place and manner of
safekeeping prescribed by the Department of Natural and Cultural Resources.
The preservation duplicate of permanent records must be either on paper or microfilm.
Non-permanent records may be retained in any format. You will need to take precautions with
electronic records that you must keep more than about 5 years. Computer systems do not have
long life cycles. Each time you change computer systems, you must convert all records to the
new system so that you can assure their preservation and provide access.
Q. Computer storage is cheap. Can I just keep my computer records
permanently?
A. The best practice is to destroy all records that have met their retention requirements, regardless
of format.
Q. What are the guidelines regarding the creation and handling of electronic
public records, including text messages and social media?
A. There are numerous documents available on the State Archives of North Carolina website
(https://archives.ncdcr.gov/government/digital-records/digital-records-policies-and-guidelines).
Topics covered include shared storage, cloud computing, e-discovery, trustworthy digital public
records, digital signatures, e-mail, social media, text messages, websites, digital imaging,
metadata, file formats, database indexing, and security backups.
Note that e-mail, text messages, and social media should be handled according to their content.
Therefore, this schedule does not include a records series that instructs you on how to handle
one of these born-digital records by format; instead of focusing on how the information is
disseminated, consider what content is contained in the e-mail, text message, or social media
post. For instance, an e-mail requesting leave that is sent to a supervisor should be kept for 3
years. On the General Records Schedule: Local Government Agencies, see Leave Records
(Standard 4: HUMAN RESOURCES RECORDS).
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GEOSPATIAL RECORDS
Q. Why should geographic information system (GIS) datasets be retained and
preserved?
A. Geospatial records are public records and need to be retained and preserved based on their
legal, fiscal, evidential and/or historical value according to an established retention schedule.
Local agencies involved in GIS operations should work with the State Archives of North Carolina
in order to appraise, inventory, and preserve their geospatial records according to established
best practices and standards to insure both their short- and long-term accessibility.
Due to the complexity and transitory nature of these records, geospatial records retention and
long-term preservation is a community-wide challenge. GIS files have become essential to the
function of many local agencies and will continue to frequently be utilized in agency decision-
making processes in the near and far future. Accessibility of GIS records over time has legal,
fiscal, practical, and historical implications. The availability of GIS records can help safeguard
the local government’s legal and fiscal accountability and aid agencies in conducting
retrospective and prospective studies. These studies are only possible when essential data from
the past are still available.
Q. What GIS datasets should be preserved by local governments?
A. The following types of geospatial records have been designated as having archival value:
• Parcel data
• Street centerline data
• Corporate limits data
• Extraterritorial jurisdiction data
• Zoning data, address points
• Orthophotography (imagery)
• Utilities
• Emergency/E-911 themes
For more information, see GENERAL RECORDS SCHEDULE: LOCAL GOVERNMENT AGENCIES,
STANDARD 3: GEOGRAPHIC INFORMATION SYSTEM (GIS) RECORDS.
Q. How often should we capture the datasets retained for their legal, fiscal,
evidential or historical value?
A. Consult the retention schedule for frequency of capture. The frequency of capture is based on
the significance of the record as well as its alterability.
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Q. What data formats, compression formats, and media should be used to
preserve the data?
A. Archiving practices should be consistent with North Carolina Geographic Information
Coordinating Council (GICC) approved standards and recommendations. (Examples: Content
Standards for Metadata; Data Sharing Recommendations). Consult the GICC website at
https://it.nc.gov/about/boards-commissions/gicc.
You should also comply with guidelines and standards issued by the State Archives of North
Carolina, which are available on its website.
Q. Who should be responsible for creation and long-term storage of
archived data?
A. The creating agency, NCOneMap, and the State Archives of North Carolina may all have
responsibility for archiving data. If you choose to upload your data to NCOneMap, consult with
your county’s GIS department to determine whether data will be uploaded by your agency or
by the whole county. If you choose not to upload your data to NCOneMap, your agency must
comply with standards (for metadata, file naming, data sharing, and long term preservation)
and procedures adopted by the North Carolina Geographic Information Coordinating Council.
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SECURITY PRESERVATION COPIES OF RECORDS
Q. What is the advantage to having security preservation copies of records
stored with the State Archives?
A. Having duplicate copies of essential records in a separate location mitigates the risk that you
may lose the only physical copy of a given record in a disaster or other records loss event.
Maintaining offsite duplicates of records, regardless of format, is a good practice to adopt.
The State Archives creates duplicate copies on microfilm because of the durability of the
medium. Silver negative microfilm does not decay for hundreds of years, ensuring that your
records maintain their integrity over time.
Q. What records will the State Archives back up for us?
A. The State Archives provides security imaging services for minutes of major decision-making
boards and commissions. We will also image records of adoptions for Social Services agencies as
well as maps and plats from Registers of Deeds offices. Once those records are imaged, they are
converted to security microfilm. We will store the silver negative (original) microfilm in our
security vault. Contact the Records Management Analyst in charge of imaging coordination for
the most current information.
Q. How do I start the process of backing up the above listed records?
A. We have three processes for creating backup film copies of these records. First, you can send
photocopies of your approved minutes to us in the mail. Simply include a copy of the
Certification of the Preparation of Records for Security Preservation Copy form (available
online at the State Archives of North Carolina website) with each shipment. For more detailed
instructions, contact a Records Management Analyst.
Secondly, you can bring us your original books. We will film them and return them to you. This
process is most useful when you have more minutes to film than you are willing to photocopy.
It is important to remember that a representative of your office or ours must transport the
original books in person so that the custody of the records is maintained. You should not mail or
ship your original minutes. Contact the Records Management Analyst in charge of imaging
coordination to schedule an appointment for your books to be imaged. We will make every
effort to expedite the filming so that your books will be returned to you as quickly as possible.
Finally, you can submit these records to the State Archives electronically. Please see our
procedures in “Transfer of Minutes in Digital Formats for Microfilming” or contact the Records
Management Analyst in charge of imaging coordination for more information.
Q. In the event of a records loss, how do I obtain copies of the security
preservation copies stored at the State Archives?
A. Contact the Records Management Analyst in charge of imaging coordination who will help you
purchase copies of the microfilm from our office. You can then send those reels to a vendor
who can either make new printed books or scan the film to create a digital copy.
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__________________________________________________________________________________________
Q. Can I obtain digital copies of the security preservation records?
A. Yes, you can request digital copies of records when you submit them to the State Archives for
initial reproduction. Contact the Records Management Analyst in charge of imaging
coordination to initiate a request for digital duplicates.
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DISASTER ASSISTANCE
Q. What should I do in case of fire or flood?
A. Secure the area, and keep everyone out until fire or other safety professionals allow entry.
Then, call our Raleigh office at (919) 814-6903 for the Head of the Government Records Section
or (919) 814-6849 for the Head of the Collections Management Branch. If you’re in the western
part of the state, call our Asheville Office at (828) 250-3103. On nights and weekends, call your
local emergency management office.
DO NOT ATTEMPT TO MOVE OR CLEAN ANY RECORDS.
Damaged records are extremely fragile and require careful handling. Our staff are trained in
preliminary recovery techniques, documenting damage to your records, and authorizing
destruction of damaged records. Professional vendors can handle larger disasters.
Q. What help do you give in case of an emergency?
A. We will do everything we can to visit you at the earliest opportunity in order to provide hands-
on assistance. We can assist you in appraising the records that have been damaged so that
precious resources (and especially time) are not spent on records with lesser value. We can
provide lists of professional recovery vendors that you can contact to preserve your essential
and permanent records.
Q. What can I do to prepare for an emergency?
A. We provide training on disaster preparation that includes a discussion of the roles of proper
inventories, staff training, and advance contracts with recovery vendors. If you would like to
have this workshop presented, call a Records Management Analyst.
Q. What are essential records?
A. Essential records are records that are necessary for continuity of operations in the event of a
disaster. There are two common categories of records that are considered essential:
• Emergency operating records – including emergency plans and directives,
orders of succession, delegations of authority, staffing assignments,
selected program records needed to continue the most critical agency
operations, as well as related policy or procedural records.
• Legal and financial rights records – these protect the legal and financial
rights of the Government and of the individuals directly affected by its
activities. Examples include accounts receivable records, Social Security
records, payroll records, retirement records, and insurance records. These
records were formerly defined as “rights-and-interests” records.
Essential records should be stored in safe, secure locations as well as
duplicated and stored off-site, if possible.
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STAFF TRAINING
Q. What types of workshops or training do you offer?
A. We have a group of prepared workshops that we can offer at any time at various locations
throughout the state. Contact a Records Management Analyst if you are interested in having
one of the workshops presented to your agency. We will work with you directly to develop
training suited to your specific needs. Our basic workshops are:
• Managing public records in North Carolina
• Disaster preparedness and recovery
• Digital communications
Q. Will you design a workshop especially for our office?
A. Yes, we will. Let a Records Management Analyst know what type of training you need.
Q. Are workshops offered only in Raleigh?
A. No, we will come to your offices to present the workshops you need. We have no minimum
audience requirement. We will also do presentations for professional associations, regional
consortiums, and the public.
To arrange a workshop, please call the State Records Center at 919-814-6900 or contact a
Records Management Analyst (https://archives.ncdcr.gov/government/local/analysts).
Q. Is there a fee for workshops?
A. Not at this time.
Q. Are the workshops available in an online format?
A. We can offer a virtual workshop for your agency upon request. For descriptions of available
webinars, see https://archives.ncdcr.gov/government/training/webinars. You can also find
several online tutorials available on the State Archives of North Carolina website
(https://archives.ncdcr.gov/government/training/online-tutorials-and-resources).
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archives.ncdcr.gov 4615 Mail Service Center, Raleigh NC 27699-4165 919-814-6900
GOVERNMENT RECORDS SECTION
STATE RECORDS CENTER
Request for Change in Local Government Records Schedule
Use this form to request a change in the records retention and disposition schedule governing the records of
your agency. Submit the signed original and keep a copy for your file. A proposed amendment will be prepared and submitted to the appropriate state and local officials for their approval and signature. Copies of the signed
amendment will be sent to you for insertion in your copy of the schedule. AGENCY INFORMATION
Requestor name
Location and Agency [e.g., County/Municipality + Department of Social Services]
Phone and e-mail
Mailing Address
CHANGE REQUESTED
Specify title and edition of records retention schedule being used: _______________________________
Add a new item Delete an existing item Standard Number Page Item Number Change a retention period Standard Number Page Item Number Title of Records Series in Schedule or Proposed Title: Inclusive Dates of Records: Proposed Retention Period: Description of Records: Justification for Change:
Requested by:
Signature Title Date
Approved by:
Signature Requestor’s Supervisor Date
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GOVERNMENT RECORDS SECTION
STATE RECORDS CENTER
Request for Disposal of Unscheduled Records
AGENCY INFORMATION
Requestor name
Location and Agency [e.g., County/Municipality + Department of Social Services]
Phone and e-mail
Mailing Address
In accordance with the provisions of N.C. GEN. STAT. § 121 and § 132, approval is requested for the
destruction of records listed below. These records have no further use or value for official administrative, fiscal, historical, or legal purposes.
RECORDS TITLE
AND DESCRIPTION INCLUSIVE DATES QUANTITY RELEVANT STATUTORY REGULATIONS
PROPOSEDRETENTION PERIOD
Requested by:
Signature Title Date
Approved by: Signature Requestor’s Supervisor Date
Concurred by:
Signature Assistant Records Administrator State Archives of North Carolina Date
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GOVERNMENT RECORDS SECTION
STATE RECORDS CENTER
Request for Disposal of Original Records Duplicated by Electronic Means
If you have questions, call (919) 814-6900 and ask for a Records Management Analyst.
This form is used to request approval from the Department of Natural and Cultural Resources to dispose of non-permanent paper records that have been scanned, entered into databases, or otherwise duplicated through digital imaging or other conversion to a digital environment. This form does not apply to records that have been microfilmed or photocopied or to records with a permanent retention.
Agency Contact Name: Date (MM-DD-YYYY):
Phone (area code): E-mail:
County/Municipality: Office:
Mailing address:
Records Series Title A group of records as listed in records retention schedule
Description of Records Specific records as referred to in-office
Inclusive Dates (1987-1989; 2005-present)
Approx. Volume of Records (e.g. “1 file cabinet,” “5 boxes”)
Retention Period As listed in records retention schedule
Requested by:
Signature Title Date
Approved by: Signature Requestor’s Supervisor Date
Concurred by:
Signature Assistant Records Administrator State Archives of North Carolina Date
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File Plan
County/Municipality
Division Section Branch
Records Series Records Creator
Records Owner
(if record copy is transferred within the agency)
Media (Paper, Electronic, Scanned)
Required Retention Location(s) of Records
P E S
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INDEX
911 COMMUNICATION RECORDS AND RECORDINGS, 12
ADMISSION RECORDS, 16
AFFIRMATIVE ACTION FILE (AIRPORT), 1
AIR POLLUTION SOURCE INFORMATION, 5
AIR SPACE CONSTRUCTION FILES, 1
AIRFIELD INSPECTION FILES, 1
AIRPORT ACCESS CONTROL RECORDS, 1
AIRPORT MASTER RECORD FILES, 1
ALARM CALL REPORTS, 53
ALTERNATIVE SENTENCING PROGRAMS, 53
AMBULANCE CALL REPORTS, 12
AMERICANS WITH DISABILITIES ACT (ADA) PARATRANSIT
RECORDS, 31
AMERICANS WITH DISABILITIES ACT (ADA) PARATRANSIT
VOUCHERS, 31
AMERICANS WITH DISABILITIES ACT (ADA) PRE-TRIP
INSPECTION FORMS, 31
ANIMAL ABUSE AND CRUELTY RECORDS, 3
ANIMAL COMPLAINT RECORDS, 3
ANIMAL CONTROL RECORDS, 3
ANIMAL LICENSING RECORDS (ANIMAL SERVICES), 4
ANIMAL LICENSING RECORDS (TAX), 73
ANIMAL SHELTER RECORDS, 4
APPRAISAL PROJECT FILE (PUBLIC HOUSING), 25
APPRAISAL REPORTS (STREET MAINTENANCE, PUBLIC
WORKS, AND ENGINEERING), 46
ARREST PROCESSING TRACKING RECORDS, 53
ARREST REPORTS, 54
ART-IN-TRANSIT APPLICATIONS, 32
AUCTION RECORDS, 54
AUDIO AND VIDEO RECORDINGS (LAW ENFORCEMENT), 67
BEER AND WINE TAXES AND RECORDS, 73
BICYCLE LICENSE PLATE RECORDS, 73
BLUEPRINTS AND SPECIFICATIONS, 5
BOARD OF ADJUSTMENT CASE FILE, 19
BUILDING AND FIRE SAFETY SYSTEM PLANS, 13
BUILDING AND ROAD PERMITTING AND INSPECTION
RECORDS, 6
CASE FILE - FELONIES, 54
CASE FILE - MISDEMEANORS, 55
CEMETERY DEEDS, 46
CEMETERY INTERMENT RECORDS, 46
CERTIFICATES OF APPROPRIATENESS, 20
CERTIFICATION FILE. See Redevelopment Plans
CHEMICAL ANALYSIS RECORDS. See DRUG AND ALCOHOL
TESTING RECORDS
CITATIONS RECORDS, 16
COMMUNICATION RECORDS (LAW ENFORCEMENT), 55
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
RECORDS, 26
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
RECORDS: OUTSTANDING LOAN BALANCES, 26
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
RECORDS: SUBJECT TO REVERSION OF ASSETS
PROVISIONS OR CHANGE OF USE OF REAL PROPERTY,
26
COMPLAINTS (LAW ENFORCEMENT), 56
COMPOSITE INTERVIEWS, 56
COMPREHENSIVE PLAN AND AMENDMENTS, 20
COMPREHENSIVE SOLID WASTE MANAGEMENT PLAN &
AMENDMENTS, 34
CONTINUUM OF CARE RECORDS, 27
CONTROLLED SUBSTANCE EUTHANASIA LOG (ANIMAL
SERVICES), 4
CONTROLLED SUBSTANCE LABS DECONTAMINATION
RECORDS, 6
CRIME ANALYSIS RECORDS, 56
CRIMINAL RECORDS CHECKS, 27
CUSTOMER (RIDER) IDENTIFICATION RECORDS, 32
CUSTOMER USAGE RECORDS, 34
DAILY DISPOSAL TICKETS (LANDFILL), 34
DECLARATIONS AND BY-LAWS FROM TOWNHOUSES,
CONDOMINIUMS, PLANNED RESIDENTIAL
DEVELOPMENTS, AND COMMON AREAS, 21
DELINQUENT TAXPAYER RECORDS, 74
DELINQUENT TAXPAYER RECORDS - ADVERTISEMENT OF
TAX LIENS AGAINST REAL PROPERTY, 74
DESTRUCTIONS LOG, A-10
DETENTION FACILITY INCIDENT REPORTS, 57
DETENTION FACILITY OPERATIONAL RECORDS, 57
DETENTION FACILITY PHYSICAL FORCE RECORDS, 57
DISADVANTAGED BUSINESS ENTERPRISE (DBE) RECORDS,
32
DISCHARGE MONITORING REPORTS, 35
DISCOUNT PASSES APPLICATIONS, 32
DISPATCH RECORDS AND RECORDINGS (EMS AND FIRE
DEPARTMENT), 13
DIVISION OF CRIMINAL INFORMATION AND NATIONAL
CRIME INFORMATION CENTER (DCI-NCIC) ENTRIES, 58
DIVISION OF CRIMINAL INFORMATION AND NATIONAL
CRIME INFORMATION CENTER (DCI-NCIC) VALIDATION
RECORDS, 58
DNA SAMPLING RECORDS, 58
DOMESTIC VIOLENCE RECORDS, 59
DROUGHT CONTINGENCY PLANS, 6
DRUG AND ALCOHOL TESTING RECORDS, 59
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ELECTRIC POWER AND NATURAL GAS FACILITY
ENGINEERING & SYSTEM PLANS, 39
ELECTRIC POWER AND NATURAL GAS PERMITS AND
APPROVAL RECORDS, 39
ELECTRIC POWER AND NATURAL GAS SYSTEM
MAINTENANCE & REPAIR RECORDS, 39
ELECTRIC POWER AND NATURAL GAS SYSTEM
MANAGEMENT PLANS, 39
ELECTRIC POWER AND NATURAL GAS SYSTEM PROJECT
RECORDS, 40
ELECTRONIC RECORDINGS OF INTERROGATIONS, 60
EMERGENCY SOLUTIONS GRANTS (ESG) RECORDS, 28
ENVIRONMENTAL IMPACT STUDIES, 21
EROSION AND SEDIMENT AFFIDAVITS, 36
EROSION AND SEDIMENT CONTROL ENFORCEMENT CASES,
6
EROSION AND SEDIMENT CONTROL EXHIBIT RECORDS, 37
EROSION AND SEDIMENT CONTROL INSPECTIONS, 37
EROSION AND SEDIMENT CONTROL PERMITS, 37
EROSION AND SEDIMENT CONTROL PLANS, 7, 37
EXCAVATION PERMITS, 47
EXEMPTIONS (VARIANCE) RECORDS, 7
FAÇADE PROJECT FILES, 28
FIELD OBSERVATIONS, 60
FILE PLAN, 22
FINGERPRINT CARDS, 61
FIRE ALARM AND AUTOMATIC EXTINGUISHER FILE, 13
FIRE DISPATCH FILE, 13
FIRE INVESTIGATION CASE FILES, 14
FIRE SAFETY INSPECTIONS AND PERMITS, 14
FLOOD CERTIFICATIONS, 38
FLOOD STUDIES, 38
FORCIBLE ENTRY RECORDS, 61
FUGITIVE WARRANTS CASE RECORDS, 61
GOING OUT OF BUSINESS LICENSES, 7
GRAVE OPENING ORDERS, 47
GROUNDWATER MONITORING RECORDS, 7
HISTORIES OF PET OWNERS, 4
HOME INVESTMENT PARTNERSHIPS PROGRAM RECORDS,
29
HOUSING ASSISTANCE FOR PERSONS WITH DISABILITIES,
29
HOUSING OPPORTUNITIES FOR PERSONS WITH AIDS
(HOPWA) RECORDS, 30
IDENTIFICATION PHOTOGRAPHS, 62
ILLEGAL DUMPING FILE, 7
INCIDENT RESPONSE REPORTS, 62
INFRASTRUCTURE MAINTENANCE RECORDS, 47
INMATE CLASSIFICATION RECORDS, 62
INMATE COMMITMENT RECORDS, 63
INMATE DEATH REPORTS, 63
INMATE FINANCIAL RECORDS, 63
INMATE GRIEVANCE RECORDS, 64
INMATE MAIL, TELEPHONE, OR VISITOR RECORDS, 64
INMATE MEAL RECORDS, 64
INMATE MEDICAL RECORDS, 65
INMATE PERSONAL IDENTIFICATION RECORDS, 65
INMATE RESEARCH REQUESTS, 66
INSPECTIONS, 7
JUVENILE CASE HISTORY FILES, 66
JUVENILE CASE HISTORY IDENTIFICATION RECORDS, 66
JUVENILE DETENTION RECORDS, 66
LABORATORY CASE RECORDS, 67
LABORATORY OPERATIONS RECORDS, 44
LAND DEVELOPMENT AND PLANNING STUDIES AND
REPORTS (AIRPORT), 2
LAND MARKETING AND DEVELOPMENT RECORDS. See
HOME Investment Partnerships Program Records
LANDFILL MONITORING REPORTS, 35
LANDFILL OPERATIONAL PLAN, 35
LANDFILL PERMITS, 36
LANDFILL TONNAGE AND COST FILE, 8
LANDLORD AGREEMENTS (UTILITIES), 40
LANDLORD MONITORING RECORDS, 30
LEAD AND COPPER COMPLIANCE RECORDS, 8
MAPS (UTILITY INSTALLATIONS & DISTRIBUTIONS), 40
METER TESTING AND CALIBRATION RECORDS (ELECTRIC,
WATER, GAS), 41
MOTOR VEHICLE RENTAL TAX RECORDS, 74
MULTIPLE FIREARMS SALES REPORTS, 67
MULTIPLE FIREARMS SALES REPORTS DESTRUCTION
RECORDS, 67
MUNICIPAL VEHICLE TAX RECORDS, 74
NORTH CAROLINA FIRE INCIDENT REPORT, 14
NOTICE OF VIOLATIONS FOR IMPROPER DISCHARGE OR
DISPOSAL FILE, 36
OFFICIALS FILE, 16
OPEN SPACE CLASSIFICATION CASE FILE, 21
OPERATOR SHIFT INSPECTION RECORDS, 32
ORDINANCE VIOLATIONS CITATIONS, 68
OUTSIDE WASTE CLEARANCE RECORDS, 36
PARKS PLANNING FILE, 17
PATIENT CARE REPORTS, 12
PAWNSHOP RECORDS, 68
PERMISSION TO SEARCH RECORDS, 68
PERMITS
CONSTRUCTION, 8
HANDGUN, 69
PUBLIC UTILITIES PROJECTS, 8
TEMPORARY MANUFACTURED HOME, 22
ZONING COMPLIANCE, 22
PETITION & REGULATION RECORDS, 22
PHARMACEUTICAL AND NARCOTICS RECORDS, 15
328
A-25
PLANNING FILE (STREET MAINTENANCE, PUBLIC WORKS,
AND ENGINEERING), 47
PLANNING REVIEW CASE FILE, 23
POOL RECORDS, 17
PREPARED FOOD AND BEVERAGE TAX RECORDS, 74
PRETREATMENT PROGRAM RECORDS, 44
PRISON RAPE ELIMINATION ACT (PREA) DATA FILE, 69
PRISON RAPE ELIMINATION ACT (PREA) FILE, 69
PRISONER AND MENTAL PATEINT TRANSPORT RECORD, 69
PRIVILEGE LICENSES, TAXES, AND FEE RECORDS, 75
PROJECT RECORDS – CANCELLED (PUBLIC WORKS AND
ENGINEERING), 47
PROJECT RECORDS – CORE (PUBLIC WORKS AND
ENGINEERING), 48
PROJECT RECORDS – ENGINEERING & COMPLIANCE, 49
PROJECT SHEETS FILE (STREET MAINTENANCE, PUBLIC
WORKS, AND ENGINEERING RECORDS, 50
PROPERTY MANAGEMENT RECORDS. See HOME
Investment Partnerships Program Records
PROPERTY RECORDS - STOLEN AND RECOVERED, 70
PUBLIC UTILITIES INSPECTION FORMS, 41
PUBLIC UTILITIES SYSTEM ENGINERRING, MAINTENANCE,
AND REPAIR, RECORDS, 42
PUBLIC WATER SANITARY SURVEY RECORDS, 44
PURSUIT LOGS, 70
RABIES VACCINATION RECORDS, 4
RADIO LOGS (AIRPORT), 2
RECREATION PROGRAMS, 17
RECREATIONAL VEHICLE REGISTRATION RECORDS, 9
RECYCLING WATER RECORDS, 42
REDEVELOPMENT PLANS (PUBLIC HOUSING AND
REDEVELOPMENT COMMISSION RECORDS), 30
REHABILITATION RECORDS. See HOME Investment
Partnerships Program Records
RELOCATION RECORDS. See HOME Investment
Partnerships Program Records
REPORTS
DAILY WATER AND WASTEWATER FACILITY OPERATORS
LOGS, 38
ENVIRONMENTAL PROTECTION AGENCY (EPA), 36
WASTEWATER MAINTENANCE OPERATIONS, 43
REQUEST FOR CHANGE IN LOCAL GOVERNMENT RECORDS
SCHEDULE, A-19
REQUEST FOR DISPOSAL OF ORIGINAL RECORDS
DUPLICATED BY ELECTRONIC MEANS, A-21
REQUEST FOR DISPOSAL OF UNSCHEDULED RECORDS,
A-20
REZONING RECORDS AND INDEXES, 23
RIDE-ALONG PROGRAM RECORDS, 70
RIGHT-OF-WAY ACQUISITION WORKING RECORDS, 50
ROOM OCCUPANCY TAX RECORDS, 75
ROUTE HISTORY RECORDS, 33
SCHEDULE “B” LICENSES, 76
SEAT BELT AND RESTRAINT SYSTEM RECORDS, 33
SERVICE INTERRUPTION RECORDS, 42
SEWER JETTING AND VECTORING RECORDS, 45
SEXUAL OFFENDER RECORDS, 70
SLUDGE TREATMENT RECORDS, 45
SOCIAL MEDIA, A-12
SPECIAL USE PERMIT RECORDS AND INDEX, 21
STORMWATER DEVIATION PERMITS, 45
STREET NAME AND HOUSE NUMBER FILES, 50
STRUCTURAL MAINTENANCE AND ANALYSIS RECORDS, 51
SUBDIVISION RECORDS, 24
SURVEY FIELD RECORDS, 51
TAP AND HOOK UP RECORDS, 43
TAX ABSTRACTS AND LISTS, 76
TAX EXEMPT PROPERTY FILE, 76
TAX LEDGER CARDS OR SHEETS, 76
TAX LEVY AND SEIZURE RECORDS, 77
TAX LIEN SALES, 77
TAX REBATES, 77
TAX SCROLLS, 77
TAXICAB AND LIMOUSINE TAX RECORDS, 77
TEXT MESSAGES, A-12
TICKET STUBS, 18
TRAFFIC ACCIDENT REPORTS, 71
TRAFFIC ANALYSIS, 51
TRAFFIC CITATIONS, 71
TRAFFIC VIDEO RECORDINGS AND DATA, 52
TRAFFIC WARNINGS, 71
TRANSIT SCHEDULES, 33
TRANSIT SERVICE APPLICATIONS, 32
TRESPASS RECORDS, 72
TROUT BUFFER VARIANCES, 38
UNSAFE BUILDINGS FILE, 9
VALVE OPERATION FILE, 9
VANPOOL DRIVER APPLICATIONS, 33
VARIANCES (PLANNING AND REGULATION OF
DEVELOPMENT), 24
VEHICLE TOWING RECORDS, 72
VIOLATIONS
BUILDING AND HOUSING, 9
SOLID WASTE MANAGEMENT, 10
WATER CONSERVATION, 10
ZONING, 24
WASTEWATER POLLUTION CONTROL AND ABATEMENT
RECORDS, 10
WASTEWATER QUALITY ANALYSIS RECORDS, 10
WATER & WASTEWATER PERMITS & APPROVAL RECORDS,
43
WATER & WASTEWATER SYSTEM INSPECTIONS & TESTS,
45
WATER ANALYSIS, 11
WATER QUALITY VIOLATION RECORDS, 45
329
A-26
WATER SYSTEM OPERATIONS RECORDS, 11 WATER TANKS, SPECIFICATIONS, AND BOOSTER STATIONS
FILE, 11
330
CHANGE LOG FOR
PROGRAM RECORDS SCHEDULE:
LOCAL GOVERNMENT AGENCIES
Issued By:
North Carolina Department of Natural and Cultural Resources
Division of Archives and Records
Government Records Section
October 1, 2021
331
EXECUTIVE SUMMARY
This document lists the changes that have been made from the Municipal Records Retention and
Disposition Schedule issued on September 10, 2012 as well as the County Management Records
Retention and Disposition Schedule issued on April 15, 2013 that are now present in the 2020 Program
Records Schedule for Government Agencies. While previously adopted amendments, grammatical and
alphabetization changes, wordsmithing, and the updating of citations are not listed, substantive changes
are listed in the left-hand column. In the center column are the titles of new records series that have
been added to the schedule. In the right-hand column are records series that have been either
superseded by the General Records Schedule: Local Government Agencies or discontinued because the
records are no longer created or received by local departments.
MUNICIPAL AND COUNTY MANAGEMENT CLARIFICATION
While some items included below were identical on the Municipal and County Management schedules,
there are cases where an item was only on one schedule or had a different name on each schedule. In
those cases, the item will have either an (M) or a (CM) after its title. An (M) indicates that the
referenced item was only on the Municipal schedule. A (CM) indicates that the referenced item was only
on the County Management schedule. When titles differ, or when multiple items from one schedule fall
under a larger term in the other schedule, all previous item titles are provided.
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2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
STANDARD 10: AIRPORT AUTHORITY RECORDS
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 10: AIRPORT AUTHORITY RECORDS
AIRPORT CERTIFICATION MANUAL
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Accreditation Records.
COMMUNICATIONS RECORDINGS
See General Records Schedule: Local
Government Agencies, Standard 7 (Public
Relations Records), Audio-Visual Recordings.
333
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
STANDARD 11: ANIMAL SERVICES RECORDS
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 11: ANIMAL SERVICES RECORDS
ACTIVITY REPORTS (ANIMAL CONTROL)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
ANIMAL ABUSE AND CRUELTY RECORDS
Used the records series title from the County
Management schedule; changed disposition
instructions from Municipal schedule to
match County Management schedule.
ANIMAL ABUSE CASES (M)
ANIMAL CRUELTY RECORDS (M)
ANIMAL BITE RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
ANIMAL COMPLAINT RECORDS
Removed reference to abuse records, which
are separately covered in “Animal Abuse and
Cruelty Records.”
ANIMAL CONTROL RECORDS
Removed animal abuse case disposition
instructions, which are separately covered in
“Animal Abuse and Cruelty Records”; added
disposition instructions for animal control
citations and compliance orders.
ANIMAL CONTROL CITATIONS/COMPLIANCE
ORDERS
DANGEROUS ANIMAL RECORDS
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2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 11: ANIMAL SERVICES RECORDS
ANIMAL SHELTER RECORDS ANIMAL ADOPTION RECORDS
CERTIFICATES OF ANIMAL RELEASE
IMPOUNDMENT RECORDS (M)
OWNER CONTACT NOTICE RECORDS
SHELTER DISPOSITION SHEETS
RABIES CONTROL REPORTS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
REFERENCE MATERIAL (ANIMAL CONTROL)
(M)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reference File.
RABIES VACCINATION RECORDS
Clarified title of “Vaccination Records.”
335
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
STANDARD 12: CODE ENFORCEMENT AND INSPECTION RECORDS
(This standard previously encompassed STANDARD 5: BUILDING INSPECTION RECORDS (of the Municipal schedule) and STANDARD 5: CODE
ENFORCEMENT AND INSPECTION RECORDS (of the County Management schedule)
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 12: CODE ENFORCEMENT RECORDS
BLUEPRINTS AND SPECIFICATIONS
Disposition was amended to change “b”
disposition from “1 year after permit is issued”
to “1 year after completion of project.”
For agency-owned buildings, see General
Records Schedule: Local Government Agencies,
Standard 1, (Administration and Management
Records), Blueprints and Specifications.
BUILDING AND FIRE CODE VIOLATIONS CASES
(Municipal)
See Violations: Building and Housing
BUILDING INSPECTION REPORTS (Municipal)
See Building and Road Permitting and
Inspection Records.
BUILDING PERMITS AND APPLICATIONS
(Municipal)
See Building and Road Permitting and
Inspection Records.
BUILDING PERMIT LOG (Municipal)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
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2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 12: CODE ENFORCEMENT RECORDS
BUILDING PERMIT RECEIPT BOOKS (Municipal)
See Permit Receipt Books.
BUILDING TRADES CERTIFICATIONS (Municipal)
See Trades Certifications.
BURNING PERMITS (BUILDING INSPECTIONS)
(Municipal)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reference (Reading File)
BUSINESS CERTIFICATION RECORDS (County
Management)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Business Certification Records
CERTIFICATES OF OCCUPANCY (Municipal)
See Building and Road Permitting and
Inspection Records.
CONSTRUCTION REPORTS (Municipal)
See Reports: Monthly Building Permits and
Construction.
337
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 12: CODE ENFORCEMENT RECORDS
CONTRACTORS LICENSING (Municipal)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reference (Reading File)
DEMOLITION FILE (Municipal)
See Building and Road Permitting and
Inspection Records.
ENCROACHMENTS OF RIGHT-OF-WAY
APPLICATIONS AND PERMITS (Municipal)
See Permits: Encroachments of Right-of-Way.
EROSION AND SEDIMENT CONTROL
AFFIDAVITS
See General Records Schedule: Local
Government Agencies, Standard 6 (Legal
Records), Litigation Case Records.
FACILITY MAINTENANCE, REPAIR, AND
INSPECTION (County Management)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Facility Maintenance, Repair, and Inspection
Records.
338
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 12: CODE ENFORCEMENT RECORDS
HAZARDOUS WASTE DISPOSAL RECORDS
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Hazardous Materials
Management.
ILLEGAL DUMPING FILE
Cross-reference added to Violations.
INSPECTIONS (Municipal)
Inspection records now separated into different
categories within schedule depending on kind
of inspection. For records concerning violations,
see Violations.
INSPECTIONS
Standardized retention period for all
inspections at 6 years (increasing that for
Sewage Disposal Systems from 2 years and for
Substandard Housing and Unsafe Buildings from
5 years)
INSPECTIONS: ELECTRIC POWER AND
NATURAL GAS SYSTEM (County Management)
INSPECTIONS: PERIODIC REPORTS OF
INDUSTRIAL FACILITIES (County Management)
INSPECTIONS: SANITARY LANDFILL (County
Management)
INSPECTIONS: SEWAGE DISPOSAL SYSTEM
(County Management)
INSPECTIONS: SUBSTANDARD HOUSING AND
UNSAFE BUILDINGS (County Management)
INSPECTIONS: WASTE LOADS (County
Management)
INSPECTIONS: WATER AND WASTEWATER
SYSTEM (County Management)
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2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 12: CODE ENFORCEMENT RECORDS
INSPECTIONS: ENVIRONMENTAL HEALTH
SUMMARIES (County Management)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reference (Reading File)
INSPECTOR WORKSHEETS (Municipal)
See Inspections
LABORATORY OPERATIONS RECORDS (County
Management)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reference (Reading File)
LANDFILL OPERATIONAL PLAN (County
Management)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Strategic Plan.
MAPS, PLATS, AND DRAWINGS (Municipal)
See Program Schedule for Local Government
Records, Standard 15 (Planning and Regulation
of Development Records), Maps, Plats, and
Drawings (Official).
340
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 12: CODE ENFORCEMENT RECORDS
MANUFACTURED HOME PERMITS (Municipal)
See Program Schedule for Local Government
Records, Standard 15 (Planning and Regulation
of Development Records), Permits: Temporary
Manufactured Home.
MONTHLY BUILDING PERMITS AND
CONSTRUCTION REPORTS (Municipal)
See Reports: Monthly Building Permits and
Construction.
NORTH CAROLINA SEDIMENTATION AND
POLLUTION CONTROL COMMISSION
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reference (Reading File)
PERIODIC INSPECTION REPORTS (Municipal)
See Inspections
PERMIT LOG (County Management)
Record no longer applicable.
PERMITS: BURNING (County Management)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reference (Reading File)
341
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 12: CODE ENFORCEMENT RECORDS
PERMITS: FACILITIES USE (County Management)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Equipment, Facility, and Vehicle Usage Records.
PERMITS: LANDFILL (County Management)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reference (Reading File)
PERMITS: MISCELLANEOUS (NON-
CONSTRUCTION)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Miscellaneous (Non-Building) Applications,
Licenses, and Permits.
REPORTS: DAILY WATER AND WASTEWATER
FACILITY OPERATORS LOG
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
342
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 12: CODE ENFORCEMENT RECORDS
REPORTS: DISCHARGE MONITORING
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
REPORTS: ENVIRONMENTAL HEALTH (County
Management)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
REPORTS: LANDFILL MONITORING
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
REPORTS: U.S. ENVIRONMENTAL
PROTECTION AGENCY (EPA)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
343
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 12: CODE ENFORCEMENT RECORDS
REPORTS: WASTEWATER MAINTENANCE
OPERATION
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
SEWAGE DISPOSAL SYSTEM INSPECTION
REPORTS (Municipal)
See Inspections: Sewage Disposal Systems.
STREET ADDRESS LOG (Municipal)
See Program Schedule for Local Government
Agencies, Standard 19 (Street Maintenance,
Public Works, and Engineering Records), Street
Name and House Number File.
STREET INFORMATION
See Program Schedule for Local Government
Agencies, Standard 19 (Street Maintenance,
Public Works, and Engineering Records), Street
Name and House Number File.
SUBSTANDARD HOUSING INSPECTION REPORTS
(Municipal)
See Inspections
344
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 12: CODE ENFORCEMENT RECORDS
TROUT BUFFER VARIANCES (County
Management)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reference (Reading File)
VIOLATIONS
Description expanded to describe various
kinds of violations.
Changed retention from 3 years to 6 years;
added “b” to account for “remaining records.”
VIOLATIONS: SOLID WASTE MANAGEMENT
Changed “produced” to “issued” in item
description.
.
WASTE OIL, BATTERIES, AND ELECTRONICS
COLLECTION FILE
See General Schedule for Local Government
Records, Standard 8 (Risk Management
Records), Hazardous Materials Management.
WATER ANALYSIS
Cross-reference added to Violations.
345
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
STANDARD 13: EMERGENCY MEDICAL SERVICES AND FIRE DEPARTMENT RECORDS
The most significant change from the previous schedule is that all items pertaining to Emergency Management are now included in the General
Records Schedule: Local Government Agencies. Since Emergency Management is a function carried out by various local agencies, and since
Emergency Management is not necessarily an agency paired with Emergency Medical Services (EMS) and Fire Departments, it is logical to place
the Emergency Management items in the General Schedule where they apply to all local agencies. All Emergency Management specific
standards will now be found in Standard 8 (Risk and Emergency Management) of the General Records Schedule: Local Government Agencies,
to be reflected in the new revisions to the General Schedule for 2020.
Clarification note added to the standard introduction concerning body-worn camera footage from EMS and Fire Department personnel that
reads: Footage from body-worn cameras is classified with the content captured or the purpose of the footage rather than by its format.
Recordings may fit under FIRE INVESTIGATION CASE FILES, DISPATCH RECORDS AND RECORDINGS, PUBLICITY RECORDS (General Schedule),
TRAINING AND EDUCATIONAL RECORDS, and other items as appropriate. Footage is only confidential if it fits within an item where confidentiality
is conferred by state or federal statute.
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 13: EMERGENCY MEDICAL SERVICES AND FIRE DEPARTMENT RECORDS
.. 911 CALL RECORDINGS (CM)
911 TAPE RECORDINGS (M)
See 911 Communication Records and
Recordings.
911 COMMUNICATION RECORDS AND
RECORDINGS
This item includes 911 Communication
Records and 911 Call Recordings. Description
explicitly includes both calls and text
messages. New retention for all 911 records
is retain for 30 days unless made part of a
case file.
911 COMMUNICATION RECORDS
346
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 13: EMERGENCY MEDICAL SERVICES AND FIRE DEPARTMENT RECORDS
911 FILE
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Policies and Procedures OR General Records
Schedule: Local Government Agencies,
Standard 4 (Human Resources Records),
Training and Educational Records.
ACCIDENT FILE (M)
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Accident/Incident
Reports (Customer and Employee).
ACTIVITY REPORTS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
AMBULANCE CALL REPORTS (ACR)/PATIENT
CARE REPORTS (PCR)
Minimum retention period now three years
after case is closed rather than eleven years.
Confidentiality statutes also added.
PATIENT CARE REPORTS (M)
AMBULANCE DISPATCH RECORDS
See Dispatch Records and Recordings.
347
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 13: EMERGENCY MEDICAL SERVICES AND FIRE DEPARTMENT RECORDS
AMBULANCE SERVICE RUN LOG
See Dispatch Records and Recordings.
ANNUAL REPORT (M)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
ANNUAL SUBMISSION ON PERSONNEL AND
ADMINISTRATION FUNDS FILE
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
BUILDING AND FIRE SAFETY SYSTEM PLANS
Revision of Plans item to clarify coverage of
building and fire safety plans for commercial,
industrial, and government-owned
properties, as per records typically held by
local fire marshals.
BUILDING INSPECTIONS
See Fire Safety Inspections and Permits.
Other kinds of inspections are found in the
Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement Records).
348
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 13: EMERGENCY MEDICAL SERVICES AND FIRE DEPARTMENT RECORDS
COMPANY RUN REPORT (FIRE JOURNAL)
See Dispatch Records and Recordings.
CONSOLIDATED MONTHLY REPORTS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
DAILY LOG (M)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
. DISASTER AND EMERGENCY MANAGEMENT
PLANS
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Disaster and
Emergency Management Plans.
DISPATCH FILE (M)
See Fire Dispatch File.
349
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 13: EMERGENCY MEDICAL SERVICES AND FIRE DEPARTMENT RECORDS
DISPATCH RECORDS AND RECORDINGS
Consolidated item includes Ambulance
Dispatch Records, Ambulance Service Run
Log, Company Run Report (Fire Journal), Fire
Alarm Journal, and Fire Dispatch File. Item
description expanded to include body-worn
camera footage from EMS and Fire
Department personnel responding to an
emergency unless footage fits explicitly
within another item. New retention of all
items is 30 days unless made part of a case
file. Confidentiality statutes also added.
DISPATCH RECORDINGS
EMERGENCY NOTIFICATIONS
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Emergency
Notifications.
EMERGENCY SERVICES BILLING RECORDS (M)
See General Records Schedule: Local
Government Agencies, Standard 2 (Budget,
Fiscal, and Payroll Records), Accounts
Receivable.
EMERGENCY SERVICES CORRESPONDENCE
(M)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Correspondence and Memoranda.
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2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 13: EMERGENCY MEDICAL SERVICES AND FIRE DEPARTMENT RECORDS
EQUIPMENT RECORDS (APPARATUS AND
MAINTENANCE FILE) (M)
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Emergency Drills and
Equipment Records.
EQUIPMENT RECORDS (APPARATUS
OPERATING EXPENSE FILE) (M)
Purchase orders of equipment are now found
in General Records Schedule: Local
Government Agencies, Standard 2 (Budget,
Fiscal, and Payroll Records), Purchase Orders
Reports of expenditures relating to the usage
and upkeep of equipment fall under General
Records Schedule: Local Government
Agencies, Standard 2 (Budget, Fiscal, and
Payroll Records), Budget Reports.
EQUIPMENT RECORDS (APPARATUS TEST
REPORTS) (M)
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Emergency Drills and
Equipment Records.
351
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 13: EMERGENCY MEDICAL SERVICES AND FIRE DEPARTMENT RECORDS
EQUIPMENT RECORDS (EQUIPMENT ISSUED
TO FIREFIGHTERS AND EMERGENCY
PERSONNEL) (M)
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Emergency Drills and
Equipment Records.
EQUIPMENT RECORDS (HOSE RECORDS) (M)
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Emergency Drills and
Equipment Records.
EQUIPMENT RECORDS (HOSE TESTS) (M)
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Emergency Drills and
Equipment Records.
EVACUATION PLANS
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Disaster and
Emergency Management Plans.
EXPOSURE RECORDS (M)
See General Records Schedule: Local
Government Agencies, Standard 4 (Human
Resources Records), Medical Records.
352
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 13: EMERGENCY MEDICAL SERVICES AND FIRE DEPARTMENT RECORDS
FEDERAL ASSISTANCE PROGRAMS
REFERENCE RECORDS (M)
As reference copies, these records can be
destroyed when their reference value ends
for the agency.
FIRE ALARM JOURNAL
See Dispatch Records and Recordings.
FIRE INSPECTION REPORTS (M)
See Fire Safety Inspections and Permits.
FIRE INVESTIGATION CASE FILES
Confidentiality statute added for criminal
investigations. Description modified to allow
for agency’s decision as to what to include in
a fire investigation file. Cross-reference
added to Case History File: Felonies and Case
History File: Misdemeanors from the Law
Enforcement Records standard of the Local
Program Schedule.
FIRE INVESTIGATION RECORDS
See Fire Investigation Case Files.
FIRE LIMITS ORDINANCES
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Ordinances.
353
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 13: EMERGENCY MEDICAL SERVICES AND FIRE DEPARTMENT RECORDS
FIRE SAFETY INSPECTIONS AND PERMITS
Item renamed to reflect inclusion of permits.
FIRE SAFETY INSPECTIONS (CM)
FIXED NUCLEAR FACILITIES PLANS FILE
See General Schedule, Standard 8 (Risk
Management Records), Nuclear Facilities
Plans File. Retention changed from “destroy
in office after 3 years” to “destroy in office
when superseded or obsolete.”
HOSE RECORDS (CM)
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Emergency Drills and
Equipment Records.
HYDRANT RECORDS (CM)
HYDRANT RECORDS (LOCATION AND MAIN
SIZE) (M)
HYDRANT RECORDS (MAINTENANCE AND
TEST FILE) (M)
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Emergency Drills and
Equipment Records.
INVENTORY RECORDS FILE (M)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Inventories.
354
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 13: EMERGENCY MEDICAL SERVICES AND FIRE DEPARTMENT RECORDS
LOCAL EMERGENCY PLANNING COMMITTEE
MINUTES
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Public Bodies: Minutes.
LOCAL EMERGENCY COMMITTEE PLANS
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Disaster and
Emergency Management Plans.
NATIONAL FLOOD INSURANCE PROGRAM
RECORDS
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), National Flood
Insurance Program Records.
NORTH CAROLINA FIRE ASSOCIATION
RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Membership Records.
NORTH CAROLINA FIRE CASUALTY REPORT
Original copy retained by N.C. State Fire
Commission and covered in retention
schedule for state agencies.
355
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 13: EMERGENCY MEDICAL SERVICES AND FIRE DEPARTMENT RECORDS
NORTH CAROLINA FIRE INCIDENT REPORT
Retention for original items remains
permanent. Retention for copies provided to
other agencies moved to General Records
Schedule: Local Government Agencies,
Standard 1 (Administration and Management
Records), Reports and Studies.
NORTH CAROLINA FIREMAN’S PENSION FUND
PRINTOUT
Removed from schedule. Printouts are not
the record copy of the item. The records of
the Fireman’s Pension Fund are maintained
at the state level. Agencies may create
printouts as needed, but they have no
responsibility for maintaining printouts as a
public record unless the local agency changes
its content.
NOTIFICATION TO CORRECT (M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement Records), Violations.
NUCLEAR CIVIL PROTECTION PLAN
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Disaster and
Emergency Management Plans.
356
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 13: EMERGENCY MEDICAL SERVICES AND FIRE DEPARTMENT RECORDS
OPERATIONS FILE (M)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Correspondence OR Logistics Materials.
PATIENT CARE REPORTS (M)
See Ambulance Call Reports/Patient Care
Reports.
PHARMACEUTICAL AND NARCOTICS
RECORDS
Consolidated item added with explanatory
description and CFR citation to reflect DEA
requirements for tracking administration of
controlled substances. Confidentiality
statutes also added.
PHARMACEUTICAL RECORDS
PLANS
See Building and Fire Safety System Plans.
PUMP TEST RECORDS
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Emergency Drills and
Equipment Records.
357
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 13: EMERGENCY MEDICAL SERVICES AND FIRE DEPARTMENT RECORDS
RADIOLOGICAL DEFENSE (RADEF) DATA BANK
RADIOACTIVE MATERIAL INVENTORY
See General Records Schedule: Local
Government Agencies, Standard 4 (Human
Resources Records), Hazardous Materials
Training Records.
RADIOLOGICAL DATA STATION FILE
See General Records Schedule: Local
Government Agencies, Standard 4 (Human
Resources Records), Hazardous Materials
Training Records.
RADIOLOGICAL EQUIPMENT INVENTORY (M)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Inventories.
RESOLUTIONS ON ESTABLISHMENT OF LOCAL
AGENCY
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Resolutions.
358
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 13: EMERGENCY MEDICAL SERVICES AND FIRE DEPARTMENT RECORDS
SAFETY COMMITTEE MEETINGS (CM)
SAFETY COMMITTEE AGENDA AND MEETING
PACKETS (M)
SAFETY COMMITTEE MINUTES (M)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Minutes of Public Bodies.
SHELTER FACILITY LISTING
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Disaster and
Emergency Management Plans.
STATE OF EMERGENCY ORDINANCES
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Ordinances.
SUPERFUND AUTHORIZATION RECOVERY ACT
INFORMATION FILE
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Superfund
Authorization Recovery Act Information File.
359
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 13: EMERGENCY MEDICAL SERVICES AND FIRE DEPARTMENT RECORDS
TRAINING AND EDUCATION FILE (M)
See General Records Schedule: Local
Government Agencies, Standard 4 (Human
Resources Records), Training and Education
Records.
VOLUNTEER FIRE/RESCUE DEPARTMENT
LOGS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Logistics Materials.
VOLUNTEER FIREFIGHTERS MEDICAL
RECORDS
See General Records Schedule: Local
Government Agencies, Standard 4 (Human
Resources Records), Medical Records.
VOLUNTEER FIREFIGHTERS PERSONNEL
RECORDS
See General Records Schedule: Local
Government Agencies, Standard 4 (Human
Resources Records), Personnel Records
(Official Copy).
360
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
STANDARD 14: PARKS AND RECREATION RECORDS
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 14: PARKS AND RECREATION RECORDS
ACCIDENT/INCIDENT REPORTS (PARKS &
RECREATION) (CM)
ACCIDENT/INCIDENT REPORTS (PARKS &
RECREATION) (M)
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Accident/Incident
Reports (Customer and Employee).
ANNUAL ACTIVITY REPORT
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
ATHLETIC PROGRAM FILE (M)
See Recreation Programs.
BIRTH CERTIFICATES (REFERENCE COPIES)
See Recreation Programs.
361
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 14: PARKS AND RECREATION RECORDS
FACILITY USE PERMITS (M)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Equipment, Facility, and Vehicle Usage
Records.
INTERNATIONAL FEDERATION OF PARKS AND
RECREATION ADMINISTRATION FILE (CM)
INTERNATIONAL FEDERATION OF PARKS AND
RECREATION ADMINISTRATION FILE (M)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Membership Records.
INVENTORY OF FACILITIES (M)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Inventories.
MAPS FILE (M)
See General Records Schedule: Local
Government Agencies, Standard 3
(Geographic Information System), Maps:
Parks.
362
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 14: PARKS AND RECREATION RECORDS
OFFICIALS FILE
Description revised to:
Records concerning individuals who officiate
games. Includes schedule and
correspondence (including e-mail).
SEE ALSO: GENERAL RECORDS SCHEDULE:
LOCAL GOVERNMENT AGENCIES, Payroll and
Earnings Records (STANDARD 2: BUDGET,
FISCAL, AND PAYROLL RECORDS) or Seasonal
and Contract Worker Records (STANDARD 6:
PERSONNEL RECORDS) for disposition of
payment records.
Item b) deleted from Disposition Instructions
PARKS AND RECREATION AGENDA AND
MEETING PACKETS FILE (M)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Public Bodies: Agenda and Meeting Packets.
PARKS AND RECREATION BOARD MEETINGS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Public Bodies: Minutes.
363
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 14: PARKS AND RECREATION RECORDS
PARKS PLANNING FILE
Description revised to Records concerning
and to refer to all parks not just county or
municipality. References to Comprehensive
Plans and Maps updated to current general
schedule standard.
PROMOTIONAL LEAFLETS AND BROCHURES
(M)
See General Records Schedule: Local
Government Agencies, Standard 7 (Public
Relations Records), Publicity Records.
RATE AND FEE REGULATION (M)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Rates and Fee Schedules.
364
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 14: PARKS AND RECREATION RECORDS
RECREATION PROGRAMS
Fees Paid added to description (CM)
Disposition Instruction changed to:
A) Destroy age verification records when
reference value ends
B) Destroy in office remaining records after 3
years (M) (CM)
Description includes minor changes including
change to Records concerning. Citation to
GS132-1.12 added (M).
RECREATION EQUIPMENT RECORDS (CM)
RECREATION EQUIPMENT RECORDS (M)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Equipment, Repair, and Inspections Records.
RELEASE FORMS (CM)
RELEASE FORMS (M)
See General Records Schedule: Local
Government Agencies, Standard 6 (Legal
Records), Release Forms.
365
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 14: PARKS AND RECREATION RECORDS
RESERVATION RECORDS (CM)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Equipment, Facility, and Vehicle Usage
Records.
RULES AND REGULATIONS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Administrative Directives, Regulations, and
Rules
SPECIAL EVENTS PROGRAM FILE (CM)
SPECIAL EVENTS PROGRAM FILE (M)
See General Records Schedule: Local
Government Agencies, Standard 7 (Public
Relations Records), Fund Drive and Event
Records.
366
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
STANDARD 15: PLANNING AND REGULATION OF DEVELOPMENT RECORDS
The most noticeable change from previous schedules is that the title has been amended from Planning and Zoning to Planning and Regulation of
Development in accordance with changes implemented in G.S. § 160A-360 (repealed effective January 1, 2021).
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 15: PLANNING AND REGULATION OF DEVELOPMENT RECORDS
APPEARANCE COMMISSION AGENDA AND
MEETING PACKETS FILE (County Management, Municipal) See General Records Schedule: Local Government Agencies, Standard 1 (Administration and Management Records),
Minutes of Public Bodies APPEARANCE COMMISSION MINUTES (County Management, Municipal)
See General Records Schedule: Local Government Agencies, Standard 1
(Administration and Management Records), Agenda and Meeting Packets
APPEARANCE COMMISSION PROJECT FILE
(County Management, Municipal) See General Records Schedule: Local Government Agencies, Standard 1 (Administration and Management Records), Projects
ASSESSMENT RECORDS FILE (County Management, Municipal) See General Records Schedule: Local
Government Agencies, Standard 1 (Administration and Management Records),
Reference (Reading) File
367
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 15: PLANNING AND REGULATION OF DEVELOPMENT RECORDS
BOARD OF ADJUSTMENT AGENDA AND MEETING PACKETS
(County Management, Municipal) See General Records Schedule: Local Government Agencies, Standard 1
(Administration and Management Records), Agenda and Meeting Packets
BOARD OF ADJUSTMENT CASE FILES AND
INDEXES
Combined previous Board of Adjustment
Case File and Board of Adjustment Case
Index Records
BOARD OF ADJUSTMENT MINUTES (County Management, Municipal) See General Records Schedule: Local
Government Agencies, Standard 1 (Administration and Management Records), Minutes of Public Bodies
CERTIFICATES OF APPROPRIATENESS FILE
Issued by the Historic Preservation
Commission and retained for life of
structure.
COMMUNITY DEVELOPMENT BLOCK GRANTS RECORDS: ADMINISTRATIVE
Final reports added to item to allow for historical value retention.
368
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 15: PLANNING AND REGULATION OF DEVELOPMENT RECORDS
COMMUNITY DEVELOPMENT BLOCK GRANTS RECORDS: APPLICATIONS
Disposition added for rejected applications. Final reports removed from item and added to CDBG Administrative records.
COMMUNITY DEVELOPMENT BLOCK
GRANTS RECORDS: OUTSTANDING LOAN
BALANCES
COMMUNITY DEVELOPMENT BLOCK
GRANTS RECORDS: SUBJECT TO REVERSION
OF ASSETS PROVISIONS OR CHANGE OF USE
OF REAL PROPERTY
COMPREHENSIVE PLAN AND AMENDMENTS
FILE
Modified to excise “Land Use” from title to
coincide with definition given in G.S. 160D 1-2.
Modified “b” disposition to read “remaining
records” instead of listing specific titles.
EASEMENT RELEASE REQUEST FILE Removed “approved by the Planning Board” from description as statute does not dictate who has approval authority and is performed
by more than just the planning board.
369
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 15: PLANNING AND REGULATION OF DEVELOPMENT RECORDS
FEASIBILITY STUDIES
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
MASTER SUMMARY (LOG OR REGISTER)
Retention changed from “permanent” to
“destroy when superseded/obsolete.” The
Log itself is permanent but the information
added to the log is what the retention
instructions should be applied to.
ORTHOPHOTOGRAPHY (County
Management)
See General Records Schedule: Local
Government Agencies, Standard 3
(Geographic Information System
(GIS) Records), Layers:
Orthoimagrey.
PHOTOGRAPHS AND NEGATIVES
(AERIAL) (County Management)
See General Records Schedule: Local
Government Agencies, Standard 3
(Geographic Information System
(GIS) Records), Layers:
Orthoimagrey.
370
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 15: PLANNING AND REGULATION OF DEVELOPMENT RECORDS
PLANNING AND ZONING BOARD
MEETINGS (County Management)
(Municipal)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management
Records), Agenda and Meeting
Packets and Minutes of Public
Bodies.
PLANNING AND ZONING STUDIES
(County Management) (Municipal)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management
Records), Strategic Plan and Projects.
PRELIMINARY SUBDIVISION AND
GROUP DEVELOPMENT SITE PLANS
See Subdivisions.
REDEVELOPMENT PLANNING
RECORDS
(County Management) (Municipal)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management
Records), Strategic Plan.
371
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 15: PLANNING AND REGULATION OF DEVELOPMENT RECORDS
REFERRED PROJECTS
(County Management) (Municipal)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management
Records), Reference (Reading) File.
SPECIAL USE PERMIT RECORDS AND INDEX
FILE
Amended to change “Conditional Use” to
“Special Use” to fit definitions given in G.S.
160D. Also removed “sign permits and
temporary use” permits from description as
these are covered under Permits: Zoning
Compliance.
STREET NAMES AND CHANGES OF
STREET NAMES FILE (County
Management) (Municipal)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management
Records), Reference (Reading) File.
SUBDIVISION RECORDS
“Maps” and “plats” removed from item
description. Cross-reference added to Maps,
Plats, and Other Drawings.
372
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 15: PLANNING AND REGULATION OF DEVELOPMENT RECORDS
VARIANCES
Retention changed to now maintain
item permanently in the minutes of the
Board of Adjustment or other
governing body.
373
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
STANDARD 16: PUBLIC HOUSING AUTHORITIES AND REDEVELOPMENT COMMISSION RECORDS
General note: In the case of many grant-funded records, numerous new records series have been added to reflect the very precise retention
requirements for these records established by the federal government.
Community Development Block Grant records moved to Standard 15: Planning and Regulation of Development Records.
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 16: PUBLIC HOUSING AUTHORITIES AND REDEVELOPMENT COMMISSION RECORDS
CDBG RECORDS
See Program Records Schedule: Local
Government Agencies, Standard 15 (Planning
and Regulation of Development Records),
Community Development Block Grant (CDBG)
Records: Administrative, Applications,
Outstanding Loan Balances, AND Records
Subject to Reversion of Assets Provisions or
Change of Use of Real Property.
CONTINUUM OF CARE RECORDS
CRIMINAL RECORDS CHECKS
EMERGENCY SOLUTIONS GRANTS RECORDS
HOME INVESTMENT PARTNERSHIPS
PROGRAM RECORDS
LAND MARKETING AND DEVELOPMENT
RECORDS
PROPERTY MANAGEMENT RECORDS
REHABILITATION LOAN RECORDS
RELOCATION RECORDS
HOUSING ASSISTANCE FOR PERSONS WITH
DISABILITIES
374
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 16: PUBLIC HOUSING AUTHORITIES AND REDEVELOPMENT COMMISSION RECORDS
HOUSING OPPORTUNITIES FOR PERSONS
WITH AIDS RECORDS
LANDLORD MONITORING RECORDS
REDEVELOPMENT PLANS
Changed title to encompass approved as well
as rejected plans; added description; clarified
disposition instructions for approved vs.
rejected projects
CERTIFICATION FILE
375
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
STANDARD 17: PUBLIC TRANSPORTATION SYSTEMS RECORDS
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 17: PUBLIC TRANSPORTATION SYSTEMS RECORDS
ACCREDITATION RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Accreditation Records.
AGENCY LOGS (SHEETS)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
APPLICATIONS FOR AWARDS
If application is for employee awards, see
General Records Schedule: Local Government
Agencies, Standard 4 (Human Resources
Records), Service Awards and
Commendations.
For application is for public awards, see
General Records Schedule: Local Government
Agencies, Standard 7 (Public Relations
Records), Community Awards.
376
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 17: PUBLIC TRANSPORTATION SYSTEMS RECORDS
CALL IN LOGS (SHEETS)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Vehicle Maintenance, Repair, and Inspection
Records AND Standard 5 (Information
Technology Records) Voice Over Internet
Protocol (VoIP) Records.
CUSTOMER (RIDER) ALERTS
See General Records Schedule: Local
Government Agencies, Standard 7 (Public
Relations Records), Publicity Records.
DISPATCH RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
LOST AND FOUND RECORDS
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Lost, Stolen, or
Damaged Property Reports.
NATIONAL TRANSIT DATABASE (NTD) REPORT
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
377
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 17: PUBLIC TRANSPORTATION SYSTEMS RECORDS
OPERATOR BID RECORDS
See General Records Schedule: Local
Government Agencies, Standard 2 (Budget,
Fiscal, and Payroll Records), Bids for
Purchase.
OPERATOR SCHEDULING AND ASSIGNMENT
RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies and Standard 4 (Human
Resources Records), Work Schedules and
Assignments.
RADIO DISPATCH RECORDINGS AND LOGS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies
RIDERSHIP REPORTS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Equipment, Facility, and Vehicle Usage
Records.
378
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 17: PUBLIC TRANSPORTATION SYSTEMS RECORDS
ROUTE MAINTENANCE RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Facility Maintenance, Repair, and Inspection
Records.
ROUTE REQUESTS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Citizen Comments, Complaints, Petitions, and
Service Requests
SAFETY CERTIFICATIONS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Accreditation Records.
SERVICE PERFORMANCE RECORDS
See General Records Schedule: Local
Government Agencies, Standard 4 (Human
Resources Records), Performance Reviews.
SERVICE PLANNING AND DEVELOPMENT
RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Strategic Plan.
379
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 17: PUBLIC TRANSPORTATION SYSTEMS RECORDS
SHELTER RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Blueprints and Specifications AND
Inventories.
SHUTTLE LOGS (SHEETS)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
TERMINAL DISPATCH RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
TICKET CONSIGNMENT RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Inventories
TRANSPORTATION SYSTEM OPERATIONS
REPORTS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
380
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 17: PUBLIC TRANSPORTATION SYSTEMS RECORDS
TRANSPORTATION SYSTEM SERVICE
PERFORMANCE EVALUATIONS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Equipment, Vehicle, and Facility Usage
Records.
TRANSPORTATION SYSTEM STATISTICAL
RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
TRIP REQUESTS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Citizen Comments, Complaints, Petitions, and
Service Requests
VEHICLE BREAKDOWN RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Equipment, Vehicle, and Facility Usage
Records and Work Orders
381
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 17: PUBLIC TRANSPORTATION SYSTEMS RECORDS
VEHICLE OPERATOR INSTRUCTIONS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Equipment and Vehicle Reference Records
VEHICLE USAGE LOGS (SHEETS)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
382
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
This standard combines the Municipal Schedule Standard 17, Public Utilities and Environmental Management Records, and the County
Management Schedule Standard 15, Public Utilities and Waste Management Records. To ease searching, records series have been loosely
grouped into the categories Environmental Records, Erosion Control Records, Flood Control Records, Utilities Records, and Water Quality
Records. This change log indicates name changes under “changes” and the Municipal and County items that have been superseded under
“discontinued items.” Some overlap was found with County Management Schedule Standard 5, Code Enforcement and Inspection Records. In
these cases, the records series can now be found on the Local Government Program Schedule Standard 12, Code Enforcement and Inspection.
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
ABANDONED UTILITY LINE RECORDS
See Program Records Schedule: Local
Government Agencies , Standard 18 (Public
Utilities And Environmental/Waste
Management Records),
Utilities: Public Utilities System Engineering,
Maintenance, and Repair Records.
AIR POLLUTION SOURCE INFORMATION (M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement and Inspection Records), Air
Pollution Source Information.
ANNUAL REPORTS: UTILITIES
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
383
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
ASBESTOS DISPOSAL FILE (M)
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Hazardous Materials
Management.
BATTERY COLLECTION FILE (M)
See Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records),Environmental:
Discharge Monitoring Reports.
CABLE TELEVISION FRANCHISE RECORDS
Service reports repealed by Session Law
2018-145. Remaining functions performed at
state level by NC Department of the
Secretary of State as of 2007 according to
G.S. 66-351.
CHRONOLOGY FILE (M)
Item removed. Records in chronology file
should be treated under their appropriate
category in this schedule. Copies of records
compiled in a ready reference file do not
create new record copies.
COMMUNITY WATER SYSTEM PERMIT (M)
Record copy created and issued by N.C.
Department of Environmental Quality. Copy
kept at local level is a reference copy.
384
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
COMPLAINTS (EROSION AND SEDIMENT
CONTROL) (M)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records,
Constituent Comments, Complaints, and
Service Requests.
ENVIRONMENTAL: COMPREHENSIVE SOLID
WASTE MANAGEMENT PLAN AND
AMENDMENTS
Background surveys, studies, reports, and
drafts integrated into Disposition (b), destroy
in office when superseded or obsolete.
Cross-reference added to General Records
Schedule: Local Government Agencies,
Standard 1 (Administration and Management
Records), Comprehensive Plan.
COMPREHENSIVE SOLID WASTE
MANAGEMENT PLAN AND AMENDMENTS
(M)
CONSTRUCTION DRAWINGS (M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement and Inspection Records),
Blueprints and Specifications.
COUNTY LANDFILL RECORDS (M)
See Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Environmental:
Landfill Operational Plan.
385
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
CUSTOMER ACCOUNT HISTORIES (M)
See General Records Schedule: Local
Government Agencies, Standard 2 (Budget,
Fiscal, and Payroll Records), Accounts
Receivable for financial history. See
Environmental: Customer Usage Records for
usage history.
CUSTOMER DEPOSIT RECORDS (M)
See General Records Schedule: Local
Government Agencies, Standard 2 (Budget,
Fiscal, and Payroll Records), Accounts
Receivable.
CUSTOMER FINANCIAL RECORDS
See General Records Schedule: Local
Government Agencies, Standard 2 (Budget,
Fiscal, and Payroll Records), Accounts
Receivable.
ENVIRONMENTAL: CUSTOMER USAGE
RECORDS
CUSTOMER USAGE RECORDS
CUSTOMER WORK ORDERS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records,
Constituent Comments, Complaints, and
Service Requests.
ENVIRONMENTAL: DAILY DISPOSAL TICKETS DAILY DISPOSAL TICKETS (M)
386
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
UTILITIES: DAILY WATER AND WASTEWATER
FACILITY OPERATORS LOGS
Description of item added.
Disposition order reversed to reflect that
wastewater treatment facility logs are
retained longer than those of water
treatment facilities.
DAILY FACILITY OPERATORS LOGS AND
REPORTS (M)
DAILY PLANT RECORDS (M)
If waste or wastewater treatment plant, see
Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Utilities: Daily Water
and Wastewater Facility Operators Logs.
If other facility, see General Records
Schedule: Local Government Agencies,
Standard 1 (Administration and Management
Records), Reports and Studies.
387
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
DAILY REPORT OF OPERATIONS AND COSTS
(M)
If waste or wastewater treatment plant, see
Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Utilities: Daily Water
and Wastewater Facility Operators Logs.
If other facility, see General Records
Schedule: Local Government Agencies,
Standard 1 (Administration and Management
Records), Reports and Studies AND Standard
2 (Budget, Fiscal, and Payroll Records),
Budget Reports.
DAILY TRIP REPORTS/LOGS (M)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
DAM CONSTRUCTION FILES (M)
See Program Records Schedule: Local
Government Agencies, Standard 19 (Street
Maintenance, Public Works, and Engineering
Records), Project Records: Core.
388
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
DAM OPERATIONS AND MAINTENANCE FILES
(M)
See Program Records Schedule: Local
Government Agencies, Standard 19 (Street
Maintenance, Public Works, and Engineering
Records), Infrastructure Maintenance
Records.
DIRECT DRAFT AUTHORIZATIONS (M)
See General Records Schedule: Local
Government Agencies, Standard 2 (Budget,
Fiscal, and Payroll Records), Electronic Funds
Transfers (EFT).
ENVIRONMENTAL: DISCHARGE MONITORING
REPORTS
Order of dispositions changed to place
longest retention requirements (NPDES
reports and annual reports) ahead of daily
reports.
DISCHARGE MONITORING REPORTS (M)
DRIVERS’ DAILY REPORTS (M)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
DROUGHT CONTINGENCY PLANS (M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement and Inspection Records),
Drought Contingency Plans.
389
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
UTILITIES: ELECTRIC POWER AND NATURAL
GAS FACILITY ENGINEERING AND SYSTEM
PLANS
Description of item added.
Cross-reference added to General Records
Schedule: Local Government Agencies,
Standard 1 (Administration and Management
Records), Comprehensive Plan.
Disposition changed. Records are no longer
permanent. If records are an element of the
Comprehensive Plan, destroy in office when
reference value ends. If not an element of
the Comprehensive Plan, destroy in office
when superseded or obsolete.
ELECTRIC POWER AND NATURAL GAS
FACILITY ENGINEERING AND SYSTEM PLANS
(M)
UTILITIES: ELECTRIC POWER AND NATURAL
GAS PERMITS AND APPROVAL RECORDS
ELECTRIC POWER AND NATURAL GAS
PERMITS AND APPROVAL RECORDS (M)
ELECTRIC POWER AND NATURAL GAS SYSTEM
INSPECTIONS AND TESTS (M)
See Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Utilities: Public
Utilities System Engineering, Maintenance,
and Repair Records.
390
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
UTILITIES: ELECTRIC POWER AND NATURAL
GAS SYSTEM MAINTENANCE AND REPAIR
RECORDS
Disposition (b) removed; disposition for all
records now destroy in office 3 years after
equipment is no longer owned and/or
operational.
ELECTRIC POWER AND NATURAL GAS SYSTEM
MAINTENANCE AND REPAIR RECORDS (M)
UTILITIES: ELECTRIC POWER AND NATURAL
GAS SYSTEM MANAGEMENT PLANS
Cross-reference added to General Records
Schedule: Local Government Agencies,
Standard 1 (Administration and Management
Records), Comprehensive Plan.
Disposition changed from retain in office
permanently to retain in office for life of
system and then destroy.
ELECTRIC POWER AND NATURAL GAS SYSTEM
MANAGEMENT PLANS (M)
UTILITIES: ELECTRIC POWER AND NATURAL
GAS SYSTEM PROJECT RECORDS
Disposition (a) modified for pre-approval and
final approval letters from retain
permanently to retain for life of system and
then destroy.
ELECTRIC POWER AND NATURAL GAS SYSTEM
PROJECT RECORDS (M)
391
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
ENFORCEMENT CASES: EROSION AND
SEDIMENT CONTROL (M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement and Inspection Records),
Erosion and Sediment Control Enforcement
Cases.
ENGINEERING REPORTS FILE (M)
See Program Records Schedule: Local
Government Agencies, Standard 15 (Planning
and Regulation of Development Records),
Planning Review Case File.
EROSION CONTROL: EROSION AND
SEDIMENT AFFIDAVITS
EROSION AND SEDIMENT AFFIDAVITS (M)
EROSION CONTROL: EROSION AND
SEDIMENT CONTROL EXHIBIT RECORDS
EROSION AND SEDIMENT CONTROL EXHIBIT
RECORDS (M)
EROSION AND SEDIMENT CONTROL NOTICE
OF VIOLATIONS (M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement and Inspection Records),
Violations: Building and Housing.
392
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
EROSION CONTROL: EROSION AND
SEDIMENT CONTROL INSPECTIONS
Description of item added.
Disposition changed from destroy in office 3
years after final site inspection to destroy in
office 6 years after final site inspection.
EROSION AND SEDIMENT CONTROL
INSPECTIONS (M)
EROSION AND SEDIMENT CONTROL PERMIT
LOGS (M)
See Erosion Control: Erosion and Sediment
Control Permits.
EROSION AND SEDIMENT CONTROL PERMIT
RECEIPT BOOKS (M)
See Erosion Control: Erosion and Sediment
Control Permits.
EROSION CONTROL: EROSION AND
SEDIMENT CONTROL PLANS
Description of item revised to specify that
item includes revisions, addendums, and
records delineating who is financially
responsible for the project.
Disposition of approved plans changed from
destroy in office 6 years after approval or last
revision and/or addendum to destroy in
office 3 years after expiration.
EROSION AND SEDIMENT CONTROL PLANS
(M)
393
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
EROSION AND SEDIMENT CONTROL TRADES
CERTIFICATIONS (M)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Accreditation Records.
EXEMPTION (VARIANCE) RECORDS (M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement and Inspection Records),
Exemption (Variance) Records.
FINAL INSPECTION REPORTS (M)
See Program Records Schedule: Local
Government Agencies, Standard 15 (Planning
and Regulation of Development Records),
Planning Review Case File.
FINANCIAL RESPONSIBILITY AND OWNERSHIP
RECORDS (M)
See Program Records Schedule: Local
Government Agencies, Standard 19 (Street
Maintenance, Public Works, and Engineering
Records), Project Records: Engineering and
Compliance.
FLOOD CONTROL: FLOOD CERTIFICATIONS
FLOOD CONTROL: FLOOD STUDIES
394
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
GARBAGE SERVICE FILE (M)
See Environmental: Comprehensive Solid
Waste Management Plan and Amendments
AND General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records,
Constituent Comments, Complaints, and
Service Requests AND Standard 2 (Budget,
Fiscal, and Payroll Records), Accounts
Receivable.
GROUNDWATER MONITORING RECORDS (M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement and Inspection Records),
Groundwater Monitoring Records.
HAZARDOUS WASTE DISPOSAL RECORDS (M)
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Hazardous Materials
Management.
ILLEGAL DUMPING FILE (M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement and Inspection Records), Illegal
Dumping File.
395
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
INFORMATION AND WORKING FILE (M)
Removed from schedule as information and
working files are considered records with
transitory or reference value until they are
placed into another item.
UTILITIES: PUBLIC UTILITIES INSPECTION
FORMS
INSPECTION FORMS (M)
INSPECTIONS (EROSION AND SEDIMENT
CONTROL) (M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement and Inspection Records),
Inspections.
INSPECTOR WORKSHEETS/NOTES (M)
Item removed from schedule. Worksheets
and notes have transitory value. Inspections
are records of longer-term value.
WATER QUALITY: LABORATORY OPERATIONS
RECORDS
Description clarified to specify that records
pertain to certification obtained by agency.
LABORATORY OPERATIONS RECORDS (M)
LANDFILL INSPECTION RECORDS (M)
See Environmental: Landfill Operational Plan.
396
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
ENVIROMENTAL: LANDFILL MONITORING
REPORTS (M)
Cross-reference added to General Records
Schedule: Local Government Agencies,
Standard 1 (Administration and Management
Records), Audits: Performance.
Retention citation added: 15A NCAC 13B
.1626(10)
LANDFILL MONITORING REPORTS (M)
ENVIRONMENTAL: LANDFILL OPERATIONAL
PLAN
Disposition changed from retain in office
permanently to destroy in office when
superseded or obsolete.
Authority citation added: G.S. 130A-309.09D
LANDFILL OPERATIONAL PLAN (M)
ENVIRONMENTAL: LANDFILL PERMITS
Description for item added
Disposition split into two groups of records:
Retain construction and operation permits
for life of system and then destroy, while all
other permits and related records are eligible
for destruction after the 5-year reporting
period is complete.
LANDFILL PERMITS (M)
397
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
LANDFILL TONNAGE AND COST FILE (M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement and Inspection Records),
Landfill Tonnage and Cost File.
UTILITIES: LANDLORD AGREEMENTS
Disposition modified to destroy in office 3
years after expiration of agreement.
LANDLORD AGREEMENTS
LEAD AND COPPER COMPLIANCE RECORDS
(M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement and Inspection Records), Lead
and Copper Compliance Records.
LIFT STATION INFORMATION FILE (M)
See Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Utilities: Public
Utilities System Engineering, Maintenance,
and Repair Records.
398
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
LINE INSPECTION MAPS (M)
See Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Utilities: Public
Utilities System Engineering, Maintenance,
and Repair Records.
LOAD INSPECTION RECORDS (M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement and Inspection Records),
Inspections.
UTILITIES: MAPS (UTILITY INSTALLATIONS &
DISTRIBUTIONS)
Cross-reference added to General Records
Schedule: Local Government Agencies,
Standard 3 (Geographic Information System
(GIS) Records), Maps: All Other.
Disposition modified from retain
permanently to retain for life of system and
then destroy.
MAPS (UTILITY INSTALLATIONS &
DISTRIBUTIONS)
399
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
METER RECORDS (ELECTRIC, WATER, GAS)
(CM)
See Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Utilities: Electric
Power and Natural Gas System Maintenance
and Repair Records.
METER READING RECORDS (ELECTRIC,
WATER, GAS) (M)
See Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Environmental:
Customer Usage Records.
UTILITIES: METER INSTALLATION, TESTING
AND CALIBRATION RECORDS (ELECTRIC,
WATER, GAS)
Description of item added.
Dispositions changed. For records verifying
installation of meter, destroy in office 3 years
after equipment is no longer owned and/or
operational. For notices to property owners
of approval of utility installation, destroy in
office after 2 years. For remaining records,
destroy in office when reference value ends.
METER TESTING AND CALIBRATION RECORDS
(ELECTRIC, WATER, GAS) (M)
400
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
MONTHLY REPORTS (M)
See Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Environmental:
Discharge Monitoring Reports AND General
Records Schedule: Local Government
Agencies, Standard 1 (Administration and
Management Records), Reports and Studies.
MONTHLY REPORTS (LOCAL) (M)
See Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Environmental:
Discharge Monitoring Reports AND General
Records Schedule: Local Government
Agencies, Standard 1 (Administration and
Management Records), Reports and Studies.
ENVIRONMENTAL: NOTICE OF VIOLATIONS
FOR IMPROPER DISCHARGE OR DISPOSAL
FILE
Description of item added.
Disposition changed from destroy when
reference value ends to one year after
resolution.
NOTICE OF VIOLATIONS FOR IMPROPER
DISCHARGE OR DISPOSAL FILE (M)
401
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
NOTICE TO PROPERTY OWNERS OF
APPROVAL OF WATER UTILITY INSTALLATION
(CM)
NOTICE TO PROPERTY OWNERS OF
APPROVAL OF UTILITY INSTALLATION (M)
See Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Utilities: Meter
Installation, Testing, and Calibration Records
(Electric, Water, Gas)
ENVIRONMENTAL: OUTSIDE WASTE
CLEARANCE RECORDS
OUTSIDE WASTE CLEARANCE RECORDS
PARTICIPATION CONTRACTS (M)
See General Records Schedule: Local
Government Agencies, Standard 6 (Legal
Records), Contracts, Leases, and Agreements.
PERIODIC INSPECTION REPORTS OF
INDUSTRIAL FACILITIES (M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement and Inspection Records),
Inspections.
EROSION CONTROL: EROSION AND
SEDIMENT CONTROL PERMITS
PERMITS (EROSION AND SEDIMENT
CONTROL) (M)
402
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
PRELIMINARY PLAN REVIEW FILE (M)
See Program Records Schedule: Local
Government Agencies, Standard 15 (Planning
and Regulation of Development Records),
Planning Review Case File.
WATER QUALITY: PRETREATMENT PROGRAM
RECORDS
PRETREATMENT PROGRAM RECORDS
UTILITIES: PUBLIC UTILITIES SYSTEM
ENGINEERING, MAINTENANCE, AND REPAIR
RECORDS
Disposition for as built plans and
specifications changed from retain
permanently to retain for life of system and
then destroy.
Dispositions re-ordered from longest length
of required retention to shortest.
PUBLIC UTILITIES SYSTEM ENGINEERING,
MAINTENANCE, AND REPAIR RECORDS (CM)
RATE SCHEDULES (M)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Rate and Fee Schedules.
RECYCLING TONNAGE RECORDS (M)
See General Record Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
403
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
UTILITIES: RECYCLING WATER RECORDS
REPORTS: RECYLCING TONNAGE (CM)
See General Record Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
ROUTINE REPORTS (SANITATION) (M)
See General Record Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
SANITARY LANDFILL INSPECTIONS (M)
See Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Environmental:
Landfill Operational Plan.
WATER QUALITY: PUBLIC WATER SANITARY
SURVEY RECORDS
Cross-reference added to General Records
Schedule: Local Government Agencies,
Standard 1 (Administration and Management
Records), Audits: Performance.
Disposition added for documentation of
correction measures to destroy those records
2 years after their implementation.
SANITARY SURVEY RECORDS
404
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
SCALE HOUSE VIDEO MONITORING
RECORDINGS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Office and Property Security Records.
SERVICE AGREEMENTS
See General Records Schedule: Local
Government Agencies, Standard 6 (Legal
Records), Contracts, Leases, and Agreements.
UTILITIES: SERVICE INTERRUPTION RECORDS SERVICE INTERRUPTION RECORDS
WATER QUALITY: SEWER JETTING AND
VECTORING RECORDS
SEWER JETTING AND VECTORING RECORDS
WATER QUALITY: SLUDGE TREATMENT
RECORDS
Description modified to clarify that
documentation is “conducted by or for
agency.”
SLUDGE TREATMENT RECORDS
SOLID WASTE CONVENIENCE CENTER FILE
See Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Environmental:
Discharge Monitoring Reports.
405
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
SOLID WASTE MANAGEMENT VIOLATION
RECORDS (M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement and Inspection Records),
Violations: Solid Waste Management.
SOLID WASTE REPORTS (M)
See General Record Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
SOLID WASTE SERVICE FILE
See Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Environmental:
Comprehensive Solid Waste Management
Plan and Amendments AND General Records
Schedule: Local Government Agencies,
Standard 1 (Administration and Management
Records, Constituent Comments, Complaints,
and Service Requests AND Standard 2
(Budget, Fiscal, and Payroll Records),
Accounts Receivable.
WATER QUALITY: STORMWATER DEVIATION
PERMITS
406
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
SURETY BOND INFORMATION (M)
See General Records Schedule: Local
Government Agencies, Standard 2 (Budget,
Fiscal, and Payroll Records), Bond Closing
Records AND Bond Register AND Bonds,
Notes, and Coupons.
UTILITIES: TAP AND HOOK UP RECORDS
Confidentiality citation added: G.S. 132-
1.1(c).
TAP AND HOOK UP RECORDS
EROSION CONTROL: TROUT BUFFER
VARIANCES
Cross-reference added to Program Records
Schedule: Local Government Agencies,
Standard 15 (Planning and Regulation of
Development Records), Variances.
Authority citation added: 15A NCAC 04B
.0125
TROUT BUFFER VARIANCES (M)
ENVIRONMENTAL: REPORTS SUBMITTED TO
U.S. ENVIRONMENTAL PROTECTION AGENCY
(EPA)
U.S. ENVIRONMENTAL PROTECTION AGENCY
(EPA) REPORTS (M)
VALVE OPERATION FILE (M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement and Inspection Records), Valve
Operation File.
407
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
WATER QUALITY: VIOLATION RECORDS VIOLATION RECORDS (M)
WASTE ELECTRONICS COLLECTION FILE (M)
See Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Environmental:
Discharge Monitoring Reports.
WASTE OIL COLLECTION FILE (M)
See Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Environmental:
Discharge Monitoring Reports.
UTILITIES: WASTEWATER MAINTENANCE
OPERATION REPORTS
WASTEWATER MAINTENANCE OPERATION
REPORT (M)
WASTEWATER POLLUTION CONTROL AND
ABATEMENT RECORDS (M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement and Inspection Records),
Wastewater Pollution Control and
Abatement Records.
408
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
WASTEWATER QUALITY ANALYSIS RECORDS
(M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement and Inspection Records),
Wastewater Quality Analysis Records.
WATER ANALYSIS (M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement and Inspection Records), Water
Analysis.
WATER AND SEWER PROJECTS (M)
See Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Utilities: Public
Utilities System Engineering, Maintenance,
and Repair Records.
WATER AND WASTEWATER FACILITY
ENGINEERING AND SYSTEM PLANS (M)
See Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Utilities: Public
Utilities System Engineering, Maintenance,
and Repair Records.
409
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
UTILITIES: WATER AND WASTEWATER
PERMITS AND APPROVAL RECORDS
Order of dispositions reversed to place
records for permanent value first.
WATER AND WASTEWATER PERMITS AND
APPROVAL RECORDS (M)
WATER QUALITY: WATER AND WASTEWATER
SYSTEM INSPECTIONS AND TESTS
WATER AND WASTEWATER SYSTEM
INSPECTIONS AND TESTS (M)
WATER AND WASTEWATER SYSTEM
MAINTENANCE AND REPAIR RECORDS (M)
See Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Utilities: Public
Utilities System Engineering, Maintenance,
and Repair Records.
WATER AND WASTEWATER SYSTEM
MANAGEMENT PLANS (M)
See Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Utilities: Public
Utilities System Engineering, Maintenance,
and Repair Records.
410
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
WATER AND WASTEWATER SYSTEM PROJECT
RECORDS (M)
See Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Utilities: Public
Utilities System Engineering, Maintenance,
and Repair Records.
WATER CONSERVATION VIOLATION NOTICES
(M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement and Inspection Records),
Violations: Water Conservation.
WATER STOCK PURCHASE RECORDS (M)
See General Records Schedule: Local
Government Agencies, Standard 2 (Budget,
Fiscal, and Payroll Records), Accounts
Payable.
WATER SYSTEM OPERATIONS RECORDS (M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement and Inspection Records), Water
System Operations Records.
411
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 18: PUBLIC UTILITIES AND ENVIRONMENTAL/WASTE MANAGEMENT RECORDS
WATER TANKS, SPECIFICATIONS, AND
BOOSTER STATIONS FILE (M)
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement and Inspection Records), Water
Tanks, Specifications, and Booster Stations
File.
WEIGH TICKETS/SCALE RECORDS (M)
See Program Records Schedule: Local
Government Agencies, Standard 18 (Public
Utilities and Environmental/Waste
Management Records), Environmental:
Landfill Operational Plan.
412
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
SECTION 19: STREET MAINTENANCE, PUBLIC WORKS, AND ENGINEERING RECORDS
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 19: STREET MAINTENANCE, PUBLIC WORKS, AND ENGINEERING RECORDS
APPRAISAL REPORTS
Description for item now specifies that it
covers “records appraising privately owned
land for compensation in eminent domain
projects.” Added cross-reference to General
Records Schedule: Local Government
Agencies, Standard 6 (Legal Records),
Easements and Right-of-Way Records.
APPRAISAL REPORTS FILE
COMPLIANCE RECORDS
See Program Records Schedule: Local
Government Agencies, Standard 19: Street
Maintenance, Public Works, and Engineering
Records), Project Records – Engineering and
Compliance.
EMERGENCY OPERATIONS PLANS
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Disaster and
Emergency Management Plans.
ENVIRONMENTAL ASSESSMENT RECORDS
See Program Records Schedule: Local
Government Agencies, Standard 19 (Street
Maintenance, Public Works, and Engineering
Records), Project Records – Engineering and
Compliance.
413
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 19: STREET MAINTENANCE, PUBLIC WORKS, AND ENGINEERING RECORDS
INFRASTRUCTURE MAINTENANCE RECORDS
FILE
MAINTENANCE RECORDS FILE
PEST CONTROL RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Pest Control.
PROJECT RECORDS: CANCELLED
PRE-PROJECT RECORDS
PROJECT RECORDS – ENGINEERING AND
COMPLIANCE
This item now includes records previously
found under Compliance Records and
Environmental Assessment Records.
Grants removed from description. Cross-
reference added to General Records
Schedule: Local Government Agencies,
Standard 1 (Administration and Management
Records), Grants, and Standard 2 (Budget,
Fiscal, and Payroll Records), Grants: Financial.
Payroll removed from description. Cross-
reference added to General Records
Schedule: Local Government Agencies,
Standard 2 (Budget, Fiscal, and Payroll
Records), Payroll and Earnings Records.
PROJECT RECORDS – ENGINEERING
414
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 19: STREET MAINTENANCE, PUBLIC WORKS, AND ENGINEERING RECORDS
PROJECT RECORDS – WORK PAPERS
Working Papers are public records, but they
are no longer included on the schedule as the
only records with long-term value are the
final versions of the project records, as
documented in Project Records – Cancelled,
Project Records – Core, and Project Records –
Engineering and Compliance.
PROJECT TRACKING RECORDS
When these records have long-term value,
they are now consolidated into either Project
Records – Cancelled, Project Records – Core,
or Project Records – Engineering and
Compliance.
415
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 19: STREET MAINTENANCE, PUBLIC WORKS, AND ENGINEERING RECORDS
RIGHT-OF-WAY ACQUISITION WORKING
RECORDS
Includes working versions of items previously
found under Right-of-Way Acquisition
Records
Cross-reference added to General Records
Schedule: Local Government Agencies,
Standard 6 (Legal Records), Easements and
Right-of-Way Records.
Final versions of Acquisition Records fall
under the Easements and Right-of-Way
Records in the General Records Schedule:
Local Government Agencies; this item
includes only working papers.
Right-of-Way Acquisition Working Records
have a retention period of three years rather
than a permanent retention in office.
RIGHT-OF-WAY ACQUISITION RECORDS
RIGHT-OF-WAY APPRAISAL RECORDS
See General Records Schedule: Local
Government Agencies Standard 6 (Legal
Records), Easements and Right-of-Way
Records.
416
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 19: STREET MAINTENANCE, PUBLIC WORKS, AND ENGINEERING RECORDS
RIGHT-OF-WAY CORRESPONDENCE FILE
See Program Records Schedule: Local
Government Agencies, Standard 19 (Street
Maintenance, Public Works, and Engineering
Records), Right-of-Way Acquisition Working
Records.
STREET CLEANING RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies. Follow the disposition
instructions under this item based on the
kind of report generated by street cleaning
efforts.
STRUCTURAL MAINTENANCE AND ANALYSIS
RECORDS
Disposition A modified to allow for
destruction three years after the end of life
of a permanent structure.
Now includes a cross-reference to General
Records Schedule: Local Government
Agencies, Standard 1 (Administration and
Management Records), Blueprints and
Specifications.
417
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 19: STREET MAINTENANCE, PUBLIC WORKS, AND ENGINEERING RECORDS
SURVEY FIELD RECORDS
Records that do not have historical value are
now to be retained until superseded or
obsolete, rather than when reference value
ends. Cross-reference added to General
Records Schedule: Local Government
Agencies, Standard 6 (Legal Records),
Easements and Right-of-Way Records.
TESTING AND INSPECTION RECORDS
See Program Records Schedule: Local
Government Agencies, Standard 12 (Code
Enforcement), Building and Road Permitting
and Inspection Records.
TRAFFIC ACCIDENT DATA FILE
See General Records Schedule: Local
Government Agencies, Standard 4
(Information Technology Records), Data
Documentation Records.
TRAFFIC VIDEO RECORDINGS AND DATA
Includes the metadata generated by video
recordings as well as the recordings
themselves.
TRAFFIC CAMERA RECORDINGS
TRAFFIC OPERATIONS PROGRAM FILE
Records from the TOPICS program deleted
from schedule as program is no longer active.
418
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
Standard 19: STREET MAINTENANCE, PUBLIC WORKS, AND ENGINEERING RECORDS
TRAFFIC SIGNAL FILE
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Equipment, Vehicle, and Facility Usage
Records.
419
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
STANDARD 20: LAW ENFORCEMENT RECORDS (MUNICIPAL)
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 20: LAW ENFORCEMENT RECORDS (MUNICIPAL)
ABANDONED MOTOR VEHICLES (AMV) FILE
See Auction Records.
ACCREDITATION RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Accreditation Records.
ACTIVITY REPORTS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
ALARM CALL REPORTS
Amended description to include residences.
ALERTS FILE
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Bulletins.
420
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 20: LAW ENFORCEMENT RECORDS (MUNICIPAL)
AMBULANCE CALL RECORDS
See Program Records Schedule for Local
Government Agencies, Standard 13
(Emergency Medical Services and Fire
Department Records), Ambulance Call
Reports (ACR)/Patient Care Reports (PCR).
ARREST PROCESSING RECORDS
Merging of Arrest Processing: DWI Tracking
Records and Arrest Processing: Tracking
Records
AUTOMOBILES AND PROPERTY IN STORAGE:
SALES AND REPORTS RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies, and Standard 2 (Budget,
Fiscal, and Payroll Records), Accounts
Receivable.
BASIC TRAINING RECORDS
See General Records Schedule: Local
Government Agencies, Standard 4 (Human
Resources Records), Law Enforcement
Training.
421
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 20: LAW ENFORCEMENT RECORDS (MUNICIPAL)
BICYCLE REGISTRATION
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Miscellaneous (Non-Building) Applications,
Licenses, and Permits.
BINGO LICENSURE RECORDS
Original records created and retained by
Department of Public Safety. For copies, see
General Records Schedule: Local Government
Agencies, Standard 1 (Administration and
Management Records), Reference (Reading)
File.
BREATHALYZER RECORDS
See Chemical Analysis Records.
CASE HISTORY FILE: CASES NOT OFFICIALLY
INVESTIGATED
Covered by various items on Law
Enforcement standard of Local Government
Program Schedule
DRUG AND ALCOHOL TESTING RECORDS
Revised title and description to include DWI
and Breathalyzer Records
422
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 20: LAW ENFORCEMENT RECORDS (MUNICIPAL)
CITIZEN COMPLAINTS/ADMINISTRATIVE
INVESTIGATION RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Constituent Comments, Complains, Petitions,
and Service Requests.
COMMENDATION LETTERS
See General Records Schedule: Local
Government Agencies, Standard 4 (Human
Resources Records), Service Awards and
Commendations.
COMMUNICATIONS RECORDS (REQUESTS
AND RECEIPTS)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Requests for Information.
CONFIDENTIAL FUNDS RECORDS
See General Records Schedule: Local
Government Agencies, Standard 2 (Budget,
Fiscal, and Payroll Records), Accounts
Payable.
CRIME PREVENTION RECORDS
See Crime Analysis Records.
423
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 20: LAW ENFORCEMENT RECORDS (MUNICIPAL)
CRIMINAL HISTORY RECORDS
See Arrest Reports, Fingerprint Cards, and
Identification Photographs.
DAILY BULLETINS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Bulletins.
DETENTION FACILITY INSPECTION REPORTS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Facility Maintenance, Repair, and Inspection
Records.
DETENTION FACILITY INCIDENT REPORTS
Title changed from INCIDENT REPORTS:
DETENTION FACILITY
DETENTION FACILITY PHYSICAL FORCE
RECORDS
Title changed from Physical Force Records
DOMESTIC VIOLENCE: ACTIVITY REPORTS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
424
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 20: LAW ENFORCEMENT RECORDS (MUNICIPAL)
DOMESTIC VIOLENCE CASE FILES: CLOSED
(COPIES)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reference (Reading) File. Original maintained
by court system.
DRIVER’S LICENSE REVOCATIONS FILE
See respective case file related to revocation
DRIVING WHILE IMPAIRED (DWI) REPORTS
FILE
See Chemical Analysis Records.
DWI KNOLL MOTIONS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reference (Reading) File. Original maintained
by court system.
ELECTRONIC RECORDINGS OF
INTERROGATIONS
ELECTRONIC/VIDEO RECORDINGS OF
INTERROGATIONS (HOMICIDE)
See Electronic Recordings of Interrogations
(Juvenile and Certain Felonies).
425
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 20: LAW ENFORCEMENT RECORDS (MUNICIPAL)
EMERGENCY ACTION RECORDS
See General Records Schedule: Local
Government Agencies, Standard 8 (Risk
Management Records), Disaster and
Emergency Management Plans.
EQUIPMENT INVENTORY AND ISSUANCE
RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Inventories.
EXTRADITION CASE RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reference (Reading) File. Original maintained
by Office of the Governor.
FALSE ALARM REPORTS AND VIOLATIONS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
FEDERAL FIREARMS NOTIFICATION RECORDS
Copies. Originals maintained by federal
government.
426
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 20: LAW ENFORCEMENT RECORDS (MUNICIPAL)
FEDERAL FOREFEITURE RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Grants, and Standard 2 (Budget, Fiscal, and
Payroll Records), Accounts Receivable and
Grants: Financial.
FIELDS OBSERVATIONS
Removed “Reports” from Title
FINGERPRINT CARDS (LATENT)
See Fingerprint Cards.
FIREARMS RANGE FILE
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Equipment, Facility, and Vehicle Usage
Records.
FIREARMS TRAINING RECORDS
See General Records Schedule: Local
Government Agencies, Standard 4 (Human
Resources Records), Aptitude and Skills
Testing Records and Standard 6: Law
Enforcement Training.
HANDGUN PERMITS
See Permits: Concealed Weapons and
Handguns.
427
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 20: LAW ENFORCEMENT RECORDS (MUNICIPAL)
HOUSE AND SPECIAL CHECK REQUESTS
See Incident Response Reports.
IMMIGRATION AND CUSTOMS
ENFORCEMENT (ICE DETAINEE RECORDS)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reference (Reading) File. Original records
maintained by County Sheriff’s Department.
INCIDENT REPORTS: DETENION FACILITY
See Incident Response Reports
INMATE DEATH REPORTS
Renamed from Death of Inmate Reports
INMATE INCARCERATION RECORDS
Removed “(Active and Inactive)” from title.
INMATE RESEARCH REQUESTS
Changed Title from Inmate Law Library
(Research) Requests
INTERNAL AFFAIRS CASE RECORDS
See General Records Schedule: Local
Government Agencies, Standard 4 (Human
Resources Records), Administrative
Investigations.
428
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 20: LAW ENFORCEMENT RECORDS (MUNICIPAL)
LABORATORY CASE RECORDS
Included to cover investigative agencies
which create and maintain laboratory records
as part of criminal investigations. Records
created and maintained separately from
State Bureau of Identification.
LAW ENFORCEMENT AUDIO AND VIDEO
RECORDINGS
LIST OF INMATE REPORTS
Reports delivered to and maintained by Clerk
of Superior Court
MASTER INDEX FILE
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Indices.
MOBILE UNIT VIDEO TAPES
See Law Enforcement Audio and Video
Recordings.
MODIFIED DIET REQUESTS (INMATES)
See Inmate Meal Records.
429
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 20: LAW ENFORCEMENT RECORDS (MUNICIPAL)
MONTHLY CONFINEMENT (JAIL) REPORTS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reference (Reading) File. Original records by
Department of Health and Human Services.
MUTUAL AID AGREEMENT RECORDS
See General Records Schedule: Local
Government Agencies, Standard 4 (Human
Resources Records), Dual Employment.
OBSERVATION REPORTS
See General Records Schedule: Local
Government Agencies, Standard 4 (Human
Resources Records), Training and Educational
Records.
PARKING METER RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Inventories.
PARKING METER COLLECTIONS RECORDS
See General Records Schedule: Local
Government Agencies, Standard 2 (Budget,
Fiscal, and Payroll Records), Accounts
Receivable.
430
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 20: LAW ENFORCEMENT RECORDS (MUNICIPAL)
PAROLE COMMISSION NOTIFICATION
REPORTS
Records received and retained by North
Carolina Post-Release Supervision & Parole
Commission
PAWNSHOP RECORDS
Title changed from Pawnshop Cards
PEER COUNSELING (LAW ENFORCEMENT)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Projects, Standard 1: Reports and Studies,
and Standard 7 (Public Relations Records),
Conferences and Workshops.
PERMITS: CONCEALED WEAPONS AND
HANDGUNS
PERSONAL HISTORIES OF KNOWN OR
SUSPECTED LAW BREAKERS
See Arrest Reports, Fingerprint Cards, and
Identification Photographs.
PERSONNEL INSPECTION REPORTS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
431
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 20: LAW ENFORCEMENT RECORDS (MUNICIPAL)
PHYSICAL FORCE RECORDS
See Detention Facility Incident Reports.
POLYGRAPH AND DRUG SCREENING
PROGRAM
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
PROPERTY RECORDS
Consolidated Confiscated, Evidence,
Stolen/Recovered, and Unclaimed Property
records
PURSUIT LOGS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
REIMBURSEMENT REQUESTS FOR INMATES
CONFINED LOCALLY
See General Records Schedule: Local
Government Agencies, Standard 2 (Budget,
Fiscal, and Payroll Records), Accounts
Payable.
432
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 20: LAW ENFORCEMENT RECORDS (MUNICIPAL)
SHIFT ASSIGNMENT RECORDS
See General Records Schedule: Local
Government Agencies, Standard 4 (Human
Resources Records), Work Schedules and
Assignments.
SPECIAL ORDER RECORDS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Policies and Procedures.
SQUAD LEADER PROMOTION FILE
See General Records Schedule: Local
Government Agencies, Standard 4 (Human
Resources Records), Performance Reviews,
and Standard 6: Position Evaluations.
STATISTICAL REPORTS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
STOLEN MOTOR VEHICLES FILE
See Case Files: Misdemeanors, Case Files:
Felonies, and Incident Response Reports.
433
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 20: LAW ENFORCEMENT RECORDS (MUNICIPAL)
TAXICAB INSPECTION AND LICENSING FILE
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Miscellaneous (Non-Building) Applications,
Licenses, and Permits.
TOWED/SEIZED VEHICLE INVENTORIES
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Inventories.
TRAFFIC CITATION AND PARKING TICKET,
RECORDS OF DATES TURNED IN BY POLICE
OFFICER
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
TRAFFIC STOP REPORTS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
TRAINEE INTERN PROGRAM FILE
See General Records Schedule: Local
Government Agencies, Standard 4 (Human
Resources Records), Internship Program.
434
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 20: LAW ENFORCEMENT RECORDS (MUNICIPAL)
TRAINING ATTENDANCE FILE
See General Records Schedule: Local
Government Agencies, Standard 4 (Human
Resources Records), Training and Educational
Records.
TRAINING RECORDS
See General Records Schedule: Local
Government Agencies, Standard 4 (Human
Resources Records), Law Enforcement
Training.
TRAINING RECORDS: PERSONNEL
See General Records Schedule: Local
Government Agencies, Standard 4 (Human
Resources Records), Training and Educational
Records, and Standard 6: Law Enforcement
Training.
TRANSIENT SOLICITOR REGISTRATION FILE
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Miscellaneous (Non-Building) Applications,
Licenses, and Permits.
TRESPASS RECORDS
Amended title and description. Adjusted
disposition instructions.
435
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 20: LAW ENFORCEMENT RECORDS (MUNICIPAL)
UNIFORM CRIME REPORTS (UCR)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
VEHICLE INSPECTION AND INVENTORY
REPORTS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Equipment and Vehicle Maintenance, Repair,
and Inspection Records.
WANTED PERSONS FILE
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Bulletins.
WARNING TICKETS
See Traffic Citations and Warnings.
WARRANTS FILE
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reference (Reading) File. Official records are
stored with the Administrative Office of the
Courts.
436
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 20: LAW ENFORCEMENT RECORDS (MUNICIPAL)
WARRANTS REGISTER
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
WORK RELEASE EARNINGS REPORTS
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
WRECKER SERVICE RECORDS
See Vehicle Towing Records.
437
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
STANDARD 21: TAX RECORDS (MUNICIPAL)
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 21: TAX RECORDS (MUNICIPAL)
ANNUAL REPORT ON PUBLIC DEPOSITS
Record custodian is Department of the State
Treasurer. Copies retained in municipal tax
office are reference copies and may be
destroyed at agency’s discretion.
ASSESSED VALUATION AND LEVIES REPORT
Record custodian is North Carolina
Department of Revenue. Copies retained in
municipal tax office are reference copies and
may be destroyed at agency’s discretion.
BEER AND WINE TAXES AND RECORDS
BICYCLE LICENSE RECEIPTS
See General Records Schedule: Local
Government Agencies, Standard 2 (Budget,
Fiscal, and Payroll records), Accounts
Receivable.
MOTOR VEHICLE LICENSE PLATE/DECAL
RECORDS
NC DMV has sole authority to issue motor
vehicle license plates and decals. Series
therefore removed from schedule.
438
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 21: TAX RECORDS (MUNICIPAL)
MOTOR VEHICLE LICENSE RECEIPTS
See General Records Schedule: Local
Government Agencies, Standard 2 (Budget,
Fiscal, and Payroll records), Accounts
Receivable.
MUNICIPAL VEHICLE TAX RECORDS
PRIVILEGE LICENSES, TAXES, AND FEES
RECORDS
Includes privilege licenses, privilege license
citation records, privilege tax ledgers, and
privilege tax receipts.
Applies only to general privilege tax items as
authorized by G.S. 160A-194. Specific
privilege licenses authorized by other
statutes are found in Animal Licensing
Records, Beer and Wine Taxes and Records,
Municipal Vehicle Tax Records, and Taxicab
and Limousine Tax Records.
PRIVILEGE LICENSES
See Program Records Schedule: Local
Government Agencies, Standard 21 (Tax
Records), Privilege Licenses, Taxes, and Fees
Records.
PRIVILEGE LICENSE CITATION RECORDS
See Program Records Schedule: Local
Government Agencies, Standard 21 (Tax
Records), Privilege Licenses, Taxes, and Fees
Records.
439
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 21: TAX RECORDS (MUNICIPAL)
PRIVILEGE TAX LEDGER
See Program Records Schedule: Local
Government Agencies, Standard 21 (Tax
Records), Privilege Licenses, Taxes, and Fees
Records.
PRIVILEGE TAX RECEIPTS
See Program Records Schedule: Local
Government Agencies, Standard 21 (Tax
Records), Privilege Licenses, Taxes, and Fees
Records.
REPORTS OF TAXES COLLECTED (DAILY AND
WEEKLY)
See General Records Schedule: Local
Government Agencies, Standard 1
(Administration and Management Records),
Reports and Studies.
ROOM OCCUPANCY TAX RECORDS
Phrase “by resolution” removed from item
description to allow for broader application
of item.
440
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
CHANGES NEW ITEMS DISCONTINUED ITEMS
STANDARD 21: TAX RECORDS (MUNICIPAL)
SCHEDULE “B” LICENSES
Based on statute changes, description now
specifies that this item only applies privilege
licenses issued to attorneys-at-law and other
professionals, installment paper dealers, and
pawnbrokers. Authority and confidentiality
statutes added. Disposition wording changed
for clarity and to allow for destruction of non-
specified items at the end of their reference
value. Disposition also changed to retain all
settlement records for three years rather
than only “detailed” settlements.
TAX EXEMPT PROPERTY FILE
Disposition changed to ensure that records
are kept so long as property exemption
remains in effect. New disposition requires
retaining exemption records for five years
after expiration of exemption or end of life of
the structure.
TAX LEDGER CARDS OR SHEETS
Disposition changed to “destroy in office 5
years after superseded or obsolete.”
TAX RECEIPT BOOK
TAX SALES CERTIFICATES
Item discontinued, as it is no longer
applicable.
TAXICAB AND LIMOUSINE TAX RECORDS
441
2021 LOCAL GOVERNMENT PROGRAM RECORDS RETENTION AND DISPOSITION SCHEDULE CHANGE LOG
442
Notice of Intent to Apply
Telamon/TRC hereby gives notice of its intent to re-apply for CSBG funding from the North Carolina
Office of Economic Opportunity for program year 2022-2023. This funding will allow Project PRIDE to
continue to provide support to low-income residents in North Carolina counties of Caswell, Person and
Rockingham who are 125% of the Federal Poverty Level or below. Telamon will hold informational
presentations open to the public each county’s board of commissioners’ meetings. During the
presentation, Project PRIDE staff will provide information about the proposed CSBG application,
available funding, and planned services. The presentation will also provide the community an opportunity
to ask questions and make suggestions. Information on each county’s board of commissioners meeting is
listed below. Community agency representatives, elected officials, and the public are encouraged to
attend. For more information, please contact Shatarra Williams at swilliams2@telamon.org or Alexis
Franks at afranks@telamon.org.
Project PRIDE presentations on CSBG funding at board of commissioner meetings:
Caswell County
Monday, January 3, 2022, 9 AM
Historic Courthouse
144 Court Square, Yanceyville, NC 27379
Person County
Monday, January 3, 2022, 7 PM
Person County Auditorium
County Office Building
304 S. Morgan Street, Roxboro, NC 27573
Rockingham County
Monday, January 3, 2022, 6:30 PM
Rockingham County Governmental Center, Commissioners’ Chambers
371 NC‐65, Reidsville, NC 27320
443
1
Community Services Block Grant Application Overview
Program Year 2022‐2023
What is Telamon Corporation?
Telamon is a 501c3 private nonprofit headquartered in Raleigh, NC. Our mission is to provide
educational services that lead to better jobs, better lives, and better communities. Telamon has
been in operation for over 50 years. We offer early childhood, employment/training, and
housing/financial services.
What are Community Services Block Grant Funds (CSBG)?
CSBG funds are federal dollars that are used to address the causes and conditions of poverty in
communities. North Carolina’s Division of Social Services’ Office of Economic Opportunity
administers these funds in our state. CSBG funds are allocated to Community Action Agencies.
What are Community Action Agencies (CAA)?
CAA is the national name for the entities that are designated to carry out CSBG‐funded services
in all 50 states and Puerto Rico. In North Carolina CSBG funds are designated in all 100 NC
counties. Telamon Corporation is designated to receive CSBG funds to serve three (3) NC
counties: Rockingham, Caswell, and Person. An 18‐member Advisory Council, with membership
from these three counties, provides oversight of the CSBG allocation.
Why Are Public Meetings Held?
As a CAA, Telamon must follow a process governed by NC Administrative Code 10A NCAC
97B.0402(3). The process requires us to inform communities about how we propose using the
CSBG funds that we have been allocated, and to solicit citizen views and comments.
Who is Eligible for CSBG‐funded Services?
Low‐income families with incomes at or below 125% of the federal poverty guidelines may be
eligible.
What is Telamon’s CSBG Funding Allocation?
Telamon received an allocation for FY22/23 of $422,503 broken out in the following amounts:
Caswell County ‐ $55,997; Person County ‐ $97,694; and Rockingham County ‐ $268,812.
What is Telamon’s Plan for Spending this CSBG Allocation?
Telamon plans to use the funds to continue the existing Project PRIDE program. To provide
support to program participants in becoming more self‐sufficient. Available support includes
financial literacy workshops and counseling, assistance with education and employment goals,
and case management to help participant overcome obstacles to better employment and
further their education.
444
2
Project PRIDE
Personal Responsibility in Daily Endeavors
Program Year 2021‐2022
Overview
Project PRIDE focuses on assisting low‐income individuals with achieving self‐sufficiency.
The program offers employment, training, and support resources.
Low‐income families and/or individuals whose income is at or below the 125% of the
current federal poverty guideline may be eligible for Project PRIDE services.
Services are available to the residents of Caswell, Person and Rockingham Counties.
Challenges Addressed
Lack of access to full‐time employment and jobs with benefits
Educational barriers, especially those concerning earning a high school diploma or its
equivalent
Financial barriers to accessing short‐term training programs through postsecondary
institutions
Limited levels of employment skills and job readiness
Limited access to supportive services to help meet identified goals
Services Offered
Education Employment Support Referrals
HS‐GED Completion Work Experience Transportation Housing
Vocational Assessments Career Exploration Tuition assistance Mental Health &
Substance Abuse
Occupational Skills
Training (hard skills)
Employment Counseling Assistance with purchase
of books
Domestic Violence
Work Skills Training (soft
skills)
Job Referrals Assistance with purchase
of uniforms/tools
Food security
Financial Literacy Linkages with NC Works
Career Centers
Childcare Health
Contact Information
Rockingham County 8340 NC Hwy Reidsville NC 27320 (NC Works Career Center)
Shatarra Williams, Program Coordinator ‐ 919‐612‐2142
Jodi Springer, Career Advisor ‐ 336‐314‐6641
Latorya Carter, Career Advisor ‐ 910‐705‐5439
Crystal Poteat‐Parker, Career Advisor ‐ 336‐314‐6641
445
_________________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 1 of 41
North Carolina Department of Health and Human Services
Division of Social Services
Community Services Block Grant Program
Fiscal Year 2022-23 Application for Funding Project Period July 1, 2022– June 30, 2023 Application Due Date: January 14, 2022
Agency Information
Agency: Telamon Corporation
Agency:
Federal I.D. 56-1022483
DUNS Number: 075579052
Administrative Office Address: 5560 Munford RD., Suite 201, Raleigh, NC 27612
Mailing Address (include the 4-digit zip code extension): 5560 Munford RD., Suite 201, Raleigh, NC 27612-2731
Telephone Number: (919)851-7611
Fax Number: (919)851-9044
Proposed Funding: CSBG:
$422,503.00
Additional Resources:
$
Agency Total Budget:
$
Application Period: Beginning: July 1, 2022 Ending: June 30, 2023
Board Chairperson: Mary Wedgeworth
Board Chairperson’s Address: (where communications should be sent) 5560 Munford Road Suite 107 Raleigh, NC 27616-2635 Board Chairperson’s Term of Office (enter beginning and end dates): August 2021-August 2022
Executive Director: Suzanne Orozco
Executive Director Email Address: sorozco@telamon.org
Agency Fiscal Officer: Michael Vazquez
Fiscal Officer Email Address: mvazquez@telamon.org
CSBG Program Director: Susan Oney
CSBG Program Director Email Address: soney@telamon.org
Counties Served with CSBG funds: Rockingham, Caswell and Person Counties, NC
Agency Operational Fiscal Year: October 1 – September 30
North Carolina Department of Health and Human Services Office of Economic Opportunity – 2420 Mail Service Center / Raleigh, North Carolina 27699-2420
446
Agency Name
_______________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 2 of 41
Proposed Funding
CSBG: Enter the proposed amount of CSBG funds allocated for FY 2022-23.
Additional Resources: Enter the amount of other resources the agency expects to receive during the 2022
program year. If an exact figure is not known at this time, the best possible estimate.
Agency Total Budget: Enter the sum of CSBG and Additional Resources for the period of July 1, 2022 - June
30, 2023.
447
Agency Name
_______________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 3 of 41
Checklist to Submit a Complete Community Services Block Grant (CSBG) Application Please put a check mark in the appropriate box to show that you have included the completed document with your application. All documents are required with the exception of those that say “if applicable.”
Item Included (√)
Signed Application Certification (blue ink only) √
Signed Board Membership Roster (blue ink only) √
Board of Directors Officers and Committees √
Board of Directors Community Needs Assurance √ Planning Process Narrative √ Form 210 – Agency Strategy for Eliminating Poverty √
Form 212 – One-Year Work Program √
Monitoring, Assessment and Evaluation Plan √
Form 212A – CSBG Administrative Support Worksheet (if applicable) √
Form 225 – Agency Budget Information √
Form 225N-Budget Narrative √ Appendices (to be attached by the Applicant):
• Organizational Chart (do not include names) √
• Job Description and Resume for the Agency’s Executive Director √
• Job Description and Resume for the Agency’s Chief Financial Officer √
• Job Descriptions for all CSBG employees (do not include names) √
• Affirmative Action Plan √
• Documentation of Public Hearings for Initial Planning Process:
Copy of Public Notice(s) from Newspaper(s) Agenda of Public Meeting(s) Copy of Attendance Sheet(s)
Minutes of Public Meeting(s)
• Documentation for Notice of Intent to Apply:
Copy of advertisement(s)
• Documentation of Submission to County Commissioners:
Notarized document from county clerk
Commissioners’ comments or minutes (if applicable)
• Cognizant-Approved Indirect Cost Agreement √
• Copy of the Proposal Application submitted to the cognizant agency for approval of the Indirect Cost Rate
• Cost Allocation Plan (if applicable)
• Vehicle Registrations (must be up-to-date and after July 1, 2021)
• State Certification-No Overdue Tax Debts
• State Certification-Contractor Certification required by N.C. Law
• Federal Certifications
• Cost Allocation Plan Certification
• Federal Funding Accountability and Transparency Act (FFATA)
• Central Contractor Registration (CCR) (must be up-to-date and after July 1, 2021)
448
Agency Name
_______________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 4 of 41
Checklist to Submit a Complete Community Services Block Grant (CSBG) Application (continued)
Item Included (√)
• IRS Tax Exemption Verification- verifies the agency’s 501 (c) (3) status (must be dated after July 1, 2016) √
• Conflict of Interest Policy (must have been approved within the past 5 years and must be notarized) √
• Contractual Agreements/leases (must be current within contract period)
449
Agency Name
_______________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 5 of 41
Community Services Block Grant Program Fiscal Year 2022-23 Application for Funding Certification and Assurances Public Hearing on the Initial Plan We herein certify that a public hearing as required by 10A NCAC 97B .0402 Citizen Participation in the Application Process occurred on for the initial planning process for the agency’s current project plan and the agency has maintained documentation to confirm the process of the public hearing. For multi-county providers, indicate the date and the county the hearing was held. Date County Date County January 3, 2022 Caswell January 3, 2022 Person January 3, 2022 Rockingham
County Commissioners’ Review We herein certify that the application for this project period was submitted to the Board of County Commissioners for review and comment on _____________________________________ as required by 10A NCAC 97C .0111 and 10A NCAC 97C .0307(9). For multi-county providers, indicate the county and date the application for funding was presented to the Board of County Commissioners as required by 10A NCAC 97C .0111(B). Date County Date County January 3, 2022 Caswell January 3, 2022 Person January 3, 2022 Rockingham
Board of Directors Approval of the Application I hereby certify that the information contained in the attached application is true and the Board of Directors has reviewed and approved this application for the Community Services Block Grant Program. Date of Board Approval: Board Chairperson: (Signature) (Date) Finance Committee Chairperson: (Signature) (Date)
450
_________________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 6 of 41
Board of Director’s Membership Roster Total Seats Per Agency Bylaws 13 Total Current Vacant Seats 0
Total Number of Seats Reserved for Each Sector Poor Public Private
Total Number of Vacant Seats Per Each Sector Poor Public Private
Name County of Residence Community Group/ Area Represented Date Initially Seated [month/year] Number of Terms Served [completed] Current Term Expiration [month/year] Representatives of the Poor
1. Amanda Lopez Wabash, IN Community Expertise 8/2020 0 8/2022 2.Mary Wedgeworth Montgomery, AL Community Development Expertise 8/2017 7 8/2022 3.Herbert Williams Valdosta, GA Community Development Expertise 8/2020 5 8/2022 4.Christopher Schuster Chattanooga, TN Information Systems Expertise 8/2020 0 8/2022 5.Thomas Jeff Carmon III Wake, NC Legal Expertise 8/2022 6. Ronald Funderburk Raleigh, NC Financial Expertise 8/2020 0 8/2022 7.Esther Graham Wyoming, DE Head Start Expertise 8/2017 7 8/2022 8.Annie Graham Roxboro, NC Low-Income Neighborhood Rep 2/2017 2 8/2022 9.Jennifer McEntire Durham, NC Former Telamon Director 8/2019 1 8/2022 10. David Hood Wake, NC Finance Expertise 8/2022 11. Joan Grim Knox, TN Early Childhood Expertise 8/2022 12.Cindy Santiago Oceana, MI Community Expertise 8/2022 13. Chelsie Jaramillo Madison, IN Community Expertise 8/2022 Public Elected Officials 1. 2. Representatives of Private Organizations 1. 2. The signature of the Board of Directors Chairperson certifies that the persons representing the poor were selected by a democratic process and that there is documentation on file that confirms the selection of all board members. In addition, by signing below, the Board of Directors Chairperson confirms that the selection of all board members coincides with the directives outlined in the agency’s bylaws and that a current Board of Directors Member Profile is on file for each member. Board of Directors Chairperson
451
_________________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 7 of 41
Community Action Advisory Council Membership Roster Total Seats Per Agency Bylaws 18 Total Current Vacant Seats 4
Total Number of Seats Reserved for Each Sector Poor 6 Public 6 Private 6
Total Number of Vacant Seats Per Each Sector Poor 1 Public 3 Private 0
Name County of Residence Community Group/ Area Represented Date Initially Seated [month/year] Number of Terms Served [completed] Current Term Expiration [month/year] Representatives of the Poor
1. Shante Neal Rockingham Former WEX Participant 01/2020 1 10/2022 2. Charlene Wilson Person Housing Resident 02/2017 4 10/2022 3. Annie Graham Person Roxboro Housing Authority 02/2017 4 10/2022
4. Marilyn Corbett Caswell Senior Program Representative 01/2019 2 10/2022
5. Cordelia Russell Caswell Former PRIDE Participant 01/2019 2 10/2022
Public Elected Officials
1. Virginia Hoover Rockingham Alderman for Madison 02/2020 1 10/2022
2. Charlie Palmer Person County Commissioner 01/2021 0 10/2022
3. Freda Tillman Person Person County School Board 02/2017 1 10/2022
4. 5. Representatives of Private Organizations 1. Cheyenne Moore Rockingham Tutoring Program 01/2020 0 10/2022 2. Ophelia Wright Rockingham Rockingham Public Schools 02/2017 1 10/2024 3. Sandra Stanfield Person Person County 10/2020 0 10/2023 4. Latonya McIver Penny Person Faith Based Organization 11/2018 1 10/2024 5. Yolanda Simpson Caswell Believe Services 02/2017 1 10/2024 6. Sharon Sexton Caswell Chamber of Commerce 02/2018 1 10/2023 The signature of the Board of Directors Chairperson certifies that the persons representing the poor were selected by a democratic process and that there is documentation on file that confirms the selection of all board members. In addition, by signing below, the Board of Directors Chairperson confirms that the selection of all board members coincides with the directives outlined in the agency’s bylaws and that a current Board of Directors Member Profile is on file for each member. Board of Directors Chairperson
452
_________________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 8 of 41
Board of Directors’ Membership Contact Listing Board Member Physical Address Email Address 1. Amanda Lopez 144 S. Wabash Street Wabash, IN 46992 a.lopez@transformconsultinggroup.com
2.Mary Wedgeworth 3425 Herbert Dr. Montgomery Al 36116 MWedgeworth@scadc.net
3.Herbert Williams 2828 Sapelo Drive, Valdosta, GA 31605 Herb28@bellsouth.net
4.Christopher Schuster 2151 Sargent Daly Drive Chattanooga, TN 37421 Chris.schuster79@gmail.com
5.Thomas Jeff Carmon III 11201 Mason Bay Trail, Apt 1G Raleigh, NC 27614
tjeffcarmon@yaho.com
6. Ronald Funderburk 319 Fayetteville Street nit 408 Raleigh, NC 27601 funderburk@gmail.com
7.Esther Graham 592 Ashland Ave. Wyoming, DE 19934 evgraham@comcast.net
8.Annie Graham 1528 Semora Rd. Roxboro, NC 27574 agraham@roxboroha.com
9.Jennifer McEntire 116 Chattleton Ct. Durham, NC 27712 Jmcentire17@gmail.com
10. David Hood 3903 Stags Leap Circle Raleigh, NC 27612 Davidhood1@aol.com
11. Joan Grim 413 Bailey Education Complex Knoxville, TN 37996 Jgrim2@utk.edu
12.Cindy Santiago 6989 N. 12th Ave. Hart, MI 49420 Cindy.wmmrc@gmail.com
13. Chelsie Jaramillo 3424 Mounds Rd. Anderson, IN 46017 cjarami@purdue.edu
453
Agency Name
_______________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 9 of 41
Community Action Advisory Council Membership Contact Listing Board Member Physical Address Email Address 1. Ophelia Wright 115 Apple Gate Dr. Reidsville NC, 27320 Owright8515@triad.rr.com
2. Charlene Wilson 209 Holly St. Roxboro NC, 27573 Charlenewilson97@gmail.com
3. Charlie Palmer 304 S. Morgan St. Roxboro NC, 27573 cpalmer@personcountync.gov
4. Sandra Stanfield 355 B South Madison Blvd. Roxboro NC, 27572 sstanfield@personcounty.net
5. Annie Graham 1528 Semora Rd. Roxboro NC, 27574 anniegraham@yahoo.com
6. Freda Tilman PO BOX 1202 Roxboro NC, 27573 tilmanfboe@person.k112.nc.us
7. Yolanda Simpson 559 Foster Rd. Yanceyville NC, 27379 Ibelieve4u2@gmail.com
8. Sharon Sexton 15 Main St. E Yanceyville NC, 27379 Sharon9@caswellchamber@gmail.com
9. Latonya Penny 305 Walker St. Roxboro NC, 27573 latonympenny@gmail.com
10. Marilyn Corbett 3228 Stoney Creek School Rd. Reidsville NC, 27320 Corbettm77@gmail.com
11. Virginia Hoover PO Box 314 Madison NC, 27205 Vhoover1@triad.rr.com
12. Cheyenne Moore 110 Cresent Dr. Apt 3 Reidsville NC, 27320 Moorecheyenne73@yahoo.com
13. Shante Neal 814 Lawndale Dr. Apt 90 Reidsville NC, 27320 Taesemail103@yahoo.com
14. Cordelia Russell 84 Community Circle Milton NC, 27305 Annr022771@yahoo.com
454
Agency Name
_______________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 10 of 41
Board of Directors’ Officers and Committees Note: All committees of the board should fairly reflect the composition of the board (10A NCAC 97C .0109). Be sure to identify the chairperson and other committee positions. Name Office Sector Represented County Represented* Officers of the Board Mary Wedgeworth Chairperson Annie graham Vice-Chair Jennifer McEntire Secretary David Hood Treasurer Committee Name: Executive Mary Wedgeworth Chairperson Annie Graham Vice Chair David Hood Treasurer Jennifer McEntire Secretary Esther Graham Member Amanda Lopez Member Committee Name: Operations Esther Graham Chairperson Cindy Santiago Member Joan Grim Member Committee Name: Finance Jennifer McEntire Chairperson Christopher Schuster Member Ronald Funderburk Member
Committee Name: Audit David Hood Chairperson Herb Williams Member Annie Graham Member Committee Name: Governance & Leadership Amanda Lopez Chairperson Thomas Jeff Carmon III Member Chelsie Jaramillo Member Committee Name: Chairperson *To be completed by agencies serving multiple counties.
455
Agency Name
_______________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 11 of 41
Community Action Advisory Council Officers and Committees Note: All committees of the board should fairly reflect the composition of the board (10A NCAC 97C .0109). Be sure to identify the chairperson and other committee positions. Name Office Sector Represented County Represented* Officers of the Board Freda Tilman Chairperson Elected Official Person Ophelia Wright Vice-Chair Private Sector Rockingham Latonya Penny Secretary/ Treasurer Private Sector Person Committee Name: Executive and Governance Freda Tilman Chairperson Elected Official Person Ophelia Wright Vice Chair Private Sector Rockingham Latonya Penny Secretary/Treasurer Private Sector Person Annie Graham Governing Board Liaison Low Income Representative Person Committee Name: Planning and Financial Latonya Penny Chairperson Private Sector Person Yolanda Simpson Member Private Sector Caswell Charlene Wilson Member Low Income Representative Person Committee Name:
Committee Name: Committee Name: Committee Name: *To be completed by agencies serving multiple counties.
456
Agency Name
_______________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 12 of 41
Community Service Block Grant
Board of Directors Contractual Certifications
I, __Mary Wedgeworth, Chair of Telamon Corporation’s Governing Board (board
chairperson name and name of applicant) certify the information in the following
categories by initialing each certification and signing below:
× A. Conflict of Interest: I certify that a Conflict-of-Interest Policy in place and that a copy
of the policy can be found in the Employee Policy Manual and in the Board Member
Handbook. I also certify that all members of the Board of Directors and all staff annually
sign “Conflict of Interest” forms and that copies of Board member signatures are kept in
the Board Minutes Book while copies of employee signatures are retained in the
personnel files.
× B. Board of Director Orientation/Training: I certify that a Board Member Orientation
Policy is in place and that it is utilized as new Board members are assigned to the Board.
I also certify that all Board members attend an annual Board Training each year and
record of such is reflected in the Board minutes. The most recent Board Training
occurred on Tuesday December 14, 2020.
× C. Agency-wide Audit: I certify that (NC Department of Health and Human Services)
performs an audit annually. The audit is completed each year and submitted for review
by the Board. The most recent audit for program year 9/30/2021 was submitted and
accepted by the Board at the (date) meeting and is on record in said minutes.
Certification (Original Signature)
_______
Signature of Chairperson/President Date
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Community Service Block Grant
Certification of Community Assessment The __Telamon Corporation ____________________ (applicant) has conducted a Community Assessment of its service area within the past three (3) years utilizing the following method(s): (Check one or more of the following methods)
√ Surveys of the community(s) - door to door, telephone, etc.
√ Review of Records - agency intake forms, program participant records, etc. (may be used with at least one other type of needs assessment; will not meet compliance on its own)
√ Review of demographical information - U.S. Census, welfare statistics, unemployment statistics, etc.
Discussions/information/testimony provided by individuals and community members - social service professionals, agency staff, program participants, etc.
√ Public meetings to solicit input on community needs
Other (Describe) ____________________________________________________________
_________________________________________________________________________
The most recent Community Assessment was completed on: _______May 2020___________ (date) The Community Assessment was completed by: _Telamon Corporation_____ (agency or contractor) It is expressly understood that this Community Assessment should include community and consumer input. It is to be used as a basis for prioritizing the needs of the low-income population in the service area and for planning the applicant’s projects to meet those needs. It is further understood that documentation validating that a Community Assessment was completed and is to be retained by the applicant and is subject to review by the Office of Economic Opportunity. Please provide a 4-5 sentence summary of your most recent Community Needs Assessment:
Community needs have become evident that require more intensive research. Issues such as a lack of high- wage career pathways, opioid abuse, and needs for partnerships with faith-based organizations in the survey area require more analysis to identify potential partners, growing occupations, and ways to connect Telamon’s customers with the jobs and opportunities needed to rise out of poverty. The three areas of focus identified by staff and the Project PRIDE CSBG Advisory Committee are addressed in greater detail: access to career pathway occupations, opioid abuse in the community, and developing faith-based partnerships in the three-county community that Telamon serves. While Telamon will not be able to meet every need of our customers and community partners face, we can begin to formulate solutions.
(continue to next page)
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The following is a list of needs as prioritized, with community input, through the needs assessment process.
1. Increase access to Career Pathways Occupations 4. Increase financial wellness and self-sufficiency in preparation for unanticipated emergencies.
2. Provide referrals and resources for Opioid Abuse 5. Increase access to community resources and information.
3. Developing Faith-Based Partnerships to leverage community resources. 6.
Certification (Original Signature) Signature of Chairperson/President Date
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Community Services Block Grant Program Fiscal Year 2022-23 Application for Funding Planning Process Narrative 1. Explain in detail how each of the following was involved in the planning and development of this strategic plan. a. Low-Income Community: Since 1965, Telamon Corporation has provided services to low-income and underserved communities in North Carolina. Originally formed as the Migrant Project of the North Carolina Council of Churches, we have been dedicated to assisting migrant farmworkers. Our mission has expanded to offer services across eleven states to low-income families for Workforce and Career Services programs, Head Start and Early Head Start, and Financial Empowerment and Housing services. Telamon Corporations service strategy of providing family centered services through the 2Gen Approach seeks to build family well-being by intentionally and simultaneously working with children and adults to access resources, solve problems, and sharpen existing skills. The low-income community provides input in their representation on our PRIDE Advisory Council as well as Telamon Corporations Governing Board. Telamon Corporation continuously collects and analyzes data from key stakeholders to ensure that programs effectively address community needs. Our community assessment includes updated qualitative data to public resources, customer satisfaction surveys, community public meetings, as well as various data from other programs and community resources. Telamon also utilizes, NCCARE360 to ensure participants can take advantage of access to local resources for health supports. b. Agency Staff: Telamon staff members have assisted in designing a program to aid participants in navigating barriers that inhibit low-income individuals and families from obtaining self-sufficient employment opportunities, building assets, and reducing poverty. Staff have been trained to understand local Labor Market Information to guide participants on a career pathway. The US Census Small Area Income and Poverty Estimate program (SAIPE) has been utilized to identify gaps in need and patterns for strategic outreach. Staff have identified areas of high poverty are driven by factors including low academic attainment, lack of basic skills and employment training, and a lack of transportation in the three-county service area. Project PRIDE employs Career Advisors in Rockingham, Person, and Caswell counties to be present in each community and actively establish rapport with customers and affiliates. The Career Advisor has the responsibility of carrying out all program activities while guiding a customer in their career choices. By understanding local Labor Market Information, Career Advisors can provide information on the in-demand occupations and certifications that will lead to employment. Career Advisors maintain relationships with training providers and public and private organizations to assist in meeting customer needs. A Project PRIDE Program Coordinator oversees each location to ensure equitable access to program activities. The Program Coordinator also tracks goals and expenditures to be met each year. The Deputy Director and State Director work in conjunction with the Program Coordinator to develop partnerships and implement initiatives to benefit the communities we serve. Support staff including a Budget Analyst work with other agency staff to ensure funds are utilized according to guidelines received from the Office of Economic Opportunity.
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c. Agency’s Board Members: Project PRIDE’s Advisory Council has taken the lead in program oversight. The Advisory council has 15-18 members representing one-third elected officials, one-third private sector representatives, and one-third low-income representatives. Council members ensure that community voices heard and guides program goals. The council meets quarterly to review program reports and successes, and shares information with Telamon staff about community resources events, needs, and developments. A Telamon Governing Board liaison serves as an officer on the executive committee of the Project Pride Community Action Advisory Council. The liaison reports annually to the Telamon Governing Board regarding the program's activities. Telamon’s Governing Board advocates for programs and services that will enable individuals and families to achieve self-sufficiency. In addition to providing advocacy and a voice for low-income families, the Governing Board ensures that projects undertaken are within the scope of Telamon Corporation's mission. 2. Describe how and what information was gathered from the following key sectors of the community in assessing needs and resources during the community assessment process and other times. These should ideally be from each county within your agency’s service area: a. Community-based organizations: Data from community-based organizations representing the housing, employment, and health sectors have been integrated into the Community Needs Assessment. Qualitative survey’s provided feedback on availability of resources and needs of the local community. These organizations also make referrals to Project PRIDE to co-enroll participants and leverage resources across organizations. b. Faith-Based Organizations: Project PRIDE staff partner with local faith-based organizations to provide services for program participants. Faith based community representative serve on the Advisory Council, refer participants, and partner with staff to meet community member needs. c. Private Sector: Employer partners are a key stakeholder in providing valuable local industry information. Employer feedback is used guide decisions on chosen career paths and available opportunities. The Caswell County Chamber of Commerce is currently represented on our Advisory Council and is key to providing information on local incoming industries and business needs. By participating in employer-led sector partnerships, we seek to include local employers demands as priority in workforce activities. d. Public Sector: Project PRIDE has relationships with county commissioners in each of the three-county service area and some county elected officials serving on the advisory council. Community agency representatives also regularly provide feedback on continuous service improvement and reassessment of needs through advisory council meetings. e. Educational Sector: Educational analysis from the North Carolina department of education shows that reading levels are lower for youth in Rockingham and Caswell counties. According to additional data from the community assessment, adult educational attainment is also low in the service area. Project PRIDE will partner with k12 education institutions, community colleges, and private providers to refer customers needing education assistance. 3. Describe your agency’s method and criteria for identifying poverty causes including how the agency collected and analyzed qualitative and quantitative data in identifying those causes. Telamon collects reliable quantitative and qualitative data from various sources to ensure accurate causes for poverty are identified. Telamon actively engages community partners, elected officials, and community members to provide feedback on needs and services. Recent data collected informed our community assessment on the impact of the COVID-19 pandemic on our three-county service area. Factors such as fewer available jobs, decreasing populations, and fewer healthcare facilities amplified vulnerability to poverty.
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4. Describe activities that your agency has undertaken to advocate for and empower low-income individuals and families to achieve economic independence and security. Telamon administers all programs with the motive of “Empowering Individuals, Improving Communities”. This guiding philosophy is that through individual efforts in tandem with Telamon and partners, economic security and independence can become a reality and impact our communities. Telamon Corporation’s key programs along with activities and advocacy efforts include:
• Community Service Block Grant (CSBG) Programs: Telamon currently operates Project PRIDE (Personal Responsibility in Daily Endeavors), a designated community action agency and self-sufficiency initiative. This initiative is primarily focused on eliminating barriers to better employment and educational opportunities for adult residents of Caswell, person, and Rockingham counties.
• National Farmworker Jobs Program (NFJP): this program provides outreach, assessment, career pathways training, job placements, and supportive services to agricultural workers and their dependents. This program also provides training to upgrade skills for current agricultural workers. Career Advisors provide support and guidance while participants navigate through their career.
• Head Start (Early, Migrant, and Seasonal): This program provides early childhood education to enable children in low-income families to prepare for school. Head Start delivers comprehensive services including health and dental screenings, mental health services, nutrition services, and family support services. Parents receive training on how to advocate for their children and continue the learning process at home. Family Services staff help parents to access community resources including English as a second language, financial literacy, and job training. Project PRIDE can leverage this connection to provide needed support for parents to become self-sufficient.
• Housing and Financial Empowerment: Housing counselors assist participants in navigating the home purchasing process including financial preparations, applying for mortgages, and understanding home inspection results. Our Housing programs also offer services on budgeting and reducing debt. Telamon also offers programs on financial literacy that focus on becoming the benefits of banking, improving credit scores, and creating savings. Project pride partners leverages Housing staff to provide financial literacy workshops and individualized homeownership counseling. 5. Describe how your agency plans to make more effective use of, coordinate and form partnerships with other organizations and programs including: State welfare reform efforts; public and private resources; religious organizations, charitable groups, and community organizations. When engaging with customers, staff will utilize a series of assessments to guide services received in partnership with other organizations. Our objective assessment process will use open ended questions to discern current or previous services received by Temporary Assistance for Needy Families (TANF), Workforce Innovation and Opportunity Act (WIOA), and other resources from private, religious, community, and charitable organizations as listed below. Program Welcome Packets will provide additional information and marketing materials for customer being referred to other programs. Strategic Partnerships Faith Based New Mount Zion, Christian Help Center, Outreach Ministry, Family Abuse Services, Church World Services, Faith Action International House, Youth Haven, Belonging Fellowship Private Sector Safe Haven, Help Inc., Rockingham County Re-entry Council, Roots and Wings, Caswell County Chamber of Commerce, Caswell Health Collaborative, Southeast
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Health Care, Skyline Personnel, United Way, Salvation Army, Pace of the Triad
Public Sector Roxboro Housing Authority, NCWorks, North Carolina Community Action Agency Association, Division of Social Services, County Health Department, Reidsville Housing Authority, Reidsville Senior Center, Person County Schools Local Government Rockingham, Person, and Caswell Board of County Commissioners, NC Department of Health and Human Services
Education Board of Education, Piedmont Community College, Rockingham Community College, Elite Driving School, Matchbox Childcare, Millennium Trade Academy Poverty Reduction Agencies
Head Start, Goodwill, Telamon Housing and Financial Empowerment, Second Harvest Food Bank
Project PRIDE will regularly host RAP (Reaching All People) Sessions to deliver information on all partner resources including welfare reform programs, public and private resources, faith-based organizations, and community-based organizations. During these sessions partners will be invited to review program offerings, discuss eligibility, and provide next steps on obtaining services. By partaking in these regular partnership sessions staff can coordinate the provision of services with educational institutions, learn about existing resources from other health organizations, and refer our participants to those services as barriers are identified. Recently staff are promoting the use of an electronic referral system. With this referral, partners and potential customers can answer 10 survey questions to determine initial need and location to receive services. Partners can provide information on the referral as needed to explain services that are currently being provided. Staff use the results of this survey to inform initial decisions regarding enrollment and immediate needs. 6. Describe how your agency will establish linkages between governmental and other social services programs to assure the effective delivery of such services to low-income individuals, to avoid the duplication of such services and to fill identified gaps in services, through the provision of information, referrals, case management and follow-up consultations. While conducting a comprehensive initial assessment and objective assessment of all new program participants, staff will work with customers to identify areas where services may already be received. Once identified, staff will coordinate additional services to supplement support of the customer. An Action Plan will be created with the customer with goals and activities achieve overall goals. Activities will include referrals to partner programs as well as regular updates from on the progression of services. Staff members have been trained in ROMA implementation and in the customer tracking system Accountable Results for Community Action (AR4CA). Local community resource guides are used to refer customers to the appropriate government agency or community contact. Staff coordinate services through co-enrollment into Wagner Peyser (WP) services, Workforce Innovation and Opportunity Act (WIOA) programs, and Department of Social Services programs to support overall well-being. Other community-based partners provide access to networks to maximize customer support. 7. Provide a description of how your agency will support innovative community and neighborhood-based initiatives related to the purposes of the Community Services Block Grant (fatherhood
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initiatives and other initiatives with the goal of strengthening families and encouraging effective parenting). Telamon Corporation currently uses the Two Generational service approach with a focus on Family Centered Employment Solutions that seeks to provide services with positive outcomes for entire families. These services will frequently be provided across multiple systems. In this approach, we along with partners provide services in areas including family planning services, childcare, and healthcare. We will strategically partner with agencies delivering these services and coordinate events for participants to engage in. Project PRIDE will host quarterly Family Centered Advising Sessions to actively meet with a sample of participants and their families to discuss family planning, parenting services, and other needs as identified to provide access to all resources. Partner organizations will be invited to participate onsite to accept initial referrals. 8. Describe activities that your agency has undertaken or plans to undertake, on an emergency basis, for the provision of such supplies and services, nutritious foods and related services, as may be necessary to counteract conditions of starvation and malnutrition among low-income individuals. Based on funding availability, Telamon provides emergency services related to housing assistance. Telamon also relies on our network of partner organizations to assist in the provision of food, clothing, and other supportive services. Staff coordinates with local faith-based organizations, the American Red Cross, the Salvation Army, Department of Social Services, Department of Health and Human Services, and the Christian Help Center to meet emergency needs. 9. Describe how your agency will coordinate the provision of employment and training activities with entities providing activities through statewide and local workforce investment systems under the Workforce Innovation and Opportunity Act. Provide the dollar amount of your allocation that will go towards employment training. Telamon Corporation has a close relationship with Workforce Innovation Opportunity Act programs under the oversight of local Workforce Development Boards. Through co-enrollment into the local NCWorks Career Centers (America’s One Stop Centers), we will leverage resources to support customers to credential attainment and employment. Local Workforce Development Boards have identified career pathways with employer feedback to guide decisions regarding occupational skills training, apprenticeship, and work-based learning opportunities. Staff will support community colleges providing training in the industries of Advance Manufacturing, Information Technology, Health and Life Sciences, Construction and Skilled Trades, Hospitality and Tourism, and Transportation. Short Term occupational skills training provide the opportunity for customers to efficiently transition from training to employment in a short amount of time. Project PRIDE will present regular career exposure activities including campus and employer tours, information sessions, and job fairs to introduce customers to local employment opportunities. Customers seeking educational training in Project PRIDE will work with staff to develop clear education and training plans that align with their career goals. These goals will be included on the customers Action Plan in AR4CA. Customers will sign Classroom Training Agreements to understand their responsibility of reporting any grades, changes to training, and barriers preventing
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successful completion. Staff will provide support to pay for needed uniforms, supplies, tools, and equipment based on the identified pathway. Project PRIDE has allocated $107,360 to employment and training related expenses in the 2022-2023 program year budget. 10. Describe how your agency will ensure coordination with the emergency energy crisis intervention program under title XXVI (relating to low-income home energy assistance). Telamon Corporation staff will coordinate and provide referrals with governmental and other human services programs by networking with contacts at the Department of Social Services, faith and community-based agencies, and website resources. Staff will closely collaborate with local providers of low-income home energy programs to avoid duplication of services. 11. Describe the needs of low-income youth and your agency’s efforts to promote increased community coordination and collaboration in meeting the needs of low-income youth. Locally, low-income youth face significant barriers in lack of career opportunities, educational attainment, financial support, and employability skills. According to the 2019 community assessment, 87% of children in the service area schools are eligible for free or reduced lunch programs. Youth under 18 will be referred to partner services in partnership with k12 guidance counselors and in school youth programs. Services for youth ages 18-24 will be coordinated with regional NCWorks NextGen youth WIOA programs. Co-enrollment into these programs will allow staff to provide support while customers continue to work to reach career goals. Staff will utilize local community colleges as a referral source for youth seeking to obtain a GED or short-term certifications that will lead to employment. Youth will also participate in career exposure activities including Work Experience to gain work-based learning skills that can lead to employment. Participants will be encouraged to engage in other fourteen WIOA youth element activities including mentoring activities, leadership development opportunities, and entrepreneurship planning events. Project PRIDE will also continue to make efforts to offer family centered employment solutions for youth and their families. We will seek to provide resources for school supplies, health care, nutrition services, financial literacy, and family planning. 12. Describe your agency’s method for informing custodial parents in single-parent families that participate in CSBG programming about the availability of child support services. In addition, describe your method for referring eligible parents to the child support office[s]. Staff informs custodial parents in single-parent families about the availability of child support services or “Work First”, the program through which North Carolina administers the federally funded Temporary Assistance to Needy Families (TANF) program. Telamon CSBG staff can both provide services and refer families to begin receiving support through Work First, as well as support families as they transition out of participation in Work First by promoting employment services and facilitating participation in social support programs. Through the referral process, staff will refer parents to the Department of Social Services for Work First eligibility determination for financial assistance. Staff will inform parents that Work First recipients are eligible for all Child Support Enforcement services at no cost and refer them to all available resources.
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13. Describe activities that your agency has undertaken or plans to undertake, to address the Department’s priorities which includes: o Combat the Opioid Crisis by focusing on policies and practices that prevent opioid misuse, addiction, and overdose;
Project PRIDE will include opportunities for customers to be assessed to receive guidance and counseling on health concerns including mental health and
substance abuse. Staff will support and cohost events promoting exposure to
mental health resources.
o Develop better outcomes for Early Childhood learners to ensure that they are healthy,
safe, and nurtured, learning and ready to succeed;
Project PRIDE has access to Telamon’s Head Starts and will continue to make
referrals to Head Start and conduct outreach to parents of Head Start children to
cross enroll eligible participants
o Expand NCCARE360, a statewide database that provides resource information for
medical providers and human services professionals in response to social determinants of
health like housing stability, food security, transportation access and interpersonal safety; and
Project PRIDE will continue usage of NCCARE360 as a method of sending and receiving referrals and utilize tools for demographic and resource data collection as a part of future program planning. The 2019 community needs assessment indicates that 25% of residents in the three-county service area report a lack of social and emotional support system, potentially indicating a need to engage community members and ensure that their voice is heard and that they are related to resources to assist with overall wellness.
o Implement Healthy Opportunities that improve the health, safety, and well-being of North Carolinians by addressing conditions in which people live that directly impacts health.
Project PRIDE will support Health Opportunity programs by continuously building
partnerships with organization within the NCCARE360 network to support health and well-being. Where funding allows, Project PRIDE will continue to assist
eligible community members in homelessness prevention and re-housing assistance with hygiene- and health- related items. PRIDE staff also plans to
collaborate with Charlotte-based Connect Center to assist those who need
financial support in paying for medications and medical supplies.
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Community Services Block Grant Program Fiscal Year 2022-23 Application for Funding OEO Form 210 Agency Strategy for Eliminating Poverty
Planning Period: July 1, 2022- June 30, 2023 Section I: Identification of the Problem (use additional sheets if necessary)
1. Give the Poverty Cause name(s), rank the poverty cause(s) and identify which one(s) the agency will address. Per Telamon’s review of existing community assessments and statistical data, as well as input from colleagues in the governmental and nonprofit sectors in all three counties, the following economic determinants of poverty in the three-county service area have been identified: a. Lack of access to full-time, stable, good-paying jobs (especially ones with benefits). b. Lack of key educational attainments, especially attainment of a high school diploma or equivalent. c. Low levels of employment skill and career readiness. d. Limited availability of supportive services that allow individuals to both complete diploma/degree programs, and to search for and secure jobs. Key supportive services identified as high need are childcare and transportation. While Telamon Corporation cannot directly address the availability of jobs, we can provide employment training and educational and supportive services that will help customers in the three counties become more competitive in the labor markets within the three-county area. 2. Describe the poverty cause(s) in detail in the community with appropriate statistical data (include data sources). (A) Explain why the problem exists. Based on the U.S. Census 2019 SAIPE, 16.8% of the national population live in poverty (below the federal poverty level) and 13.6% of all North Carolinians live in poverty. Although some low-income North Carolinians find themselves in poverty because of the Great Recession of 2009, the larger majority lack the necessary knowledge, education and skills to acquire employment opportunities which yield an income level sufficient to support their families, acquire standard housing, obtain childcare, pay medical expenses, get transportation maintain adequate nutrition manage finances and handle crisis situations. Per community assessments there are multiple causes for poverty. As traditional industries shut down, such as light manufacturing, people become displaced from the workforce. The three counties are each suffering from high levels of migration, particularly among youth and young adults. For those that remain rooted in their communities, unable or unwilling to leave, as industry leaves, a gap remains in the available jobs and the skills present in affected, unemployed workers. These workers do not have the needed skills, education, or soft skills needed to seek out, apply, and acquire new positions that are entering the market, or show to potential employers looking into the tri-county area for opening new businesses that the area has enough skilled workers to meet the demand.
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(B) Identify the segment of the population and give the number of people experiencing the problem. The 2019 Community Needs Assessment focused on the population of unemployed and under employed individuals and displaced workers as well and youth and older adults affected by the COVID-19 pandemic. Participants indicated minimal job opportunities, needs for basic education, transportation, childcare, financial stability, and emergency assistance. The North Carolina Department of Commerce Labor and Economic Analysis Division reports the following numbers of individuals unemployed by county as of September 2021: (1) Rockingham county- 1,718, (2) Person county- 757, and (3) Caswell county- 410. (C) Provide demographic information of those adversely effected inclusive of: (a) Gender Both male and female residents of the Tri-County are affected at about an even split among displaced workers, but according to demographics used for the 2019 community needs assessment, single parent homes headed by women earn significantly less income. (b) Age Primarily among displaced workers, in the Tri-County Area the target population for services will be ages 40 and older. For young, single mothers, the age range is between 18 and 35. However, residents in need of training and job placement assistance will be served no matter their age. (c) Race/Ethnicity for the agency’s service area In Person and Caswell Counties, the primary population for service are African American, but in Rockingham County, the primary targeted population will be Caucasian. This is due to the demographics of poverty of the areas affected, where African Americans are at a higher risk of poverty in Caswell and Person, and where Caucasians are more heavily affected in Rockingham, along the same lines of the race/ethnicity breakdown in each county. Per capita income was lower than both the state and national average for all three counties, but ethnic and racial disparities in per capita income with minorities earning about $8,000 less than whites within the service area. Hispanic residents are also affected, but at a much smaller percentage of the population. (D) Explain how the persons are adversely affected. Community residents of the three-county services area are adversely affected because they reside in an increasingly depopulating area. Overall educational attainment is low among residents. Younger people migrate to other areas of North Carolina and the United States, and limited numbers of businesses enter the area. Many residents are unable to relocate due to family and other personal demands, and limited funding. For young, single mothers, the demands of family and lack of resources keep them from being able to obtain financial self-sufficiency. Lack of affordable, accessible childcare, and transportation are also hinderances. Section II: Resource Analysis (use additional sheets if necessary)
(E) Resources Available:
a. Agency Resources: Telamon has been serving low-income families in North Carolina since 1965. Since that time Telamon has developed customer and program-based expertise and institutional capacity in working with families living in poverty, including families with children, farmworker and low-income youth, at-risk homeowners, and other
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at-risk populations. This expertise includes outreach, case management, assessment and counseling, early childhood advocacy, education, and health screening, mentoring adults and youth, employment counseling and placement, home purchasing and foreclosure prevention counseling, financial literacy education, immigration counseling, and referral services. Project PRIDE has successfully partnered with Telamon’s internal Housing and Development department to provide housing and financial literacy training for participants, both in group sessions and individual counseling appointments. Housing staff have committed to offering services to CSBG clients in the tri-county area. PRIDE’s WDS II employee has been trained in financial literacy and coaching to impart these skills on each family, and all customers will be invited to take part in financial literacy workshops and classes offered at each office. b. Community Resources: Telamon has positive working relationships with many service agencies in North Carolina that can be relied upon to meet some of the needs of families in poverty. The information and referral process we use will be expanded to include Rockingham, Caswell, and Person Counties. We will reach out to DSS in each county to set up a referral process for social services. We will work closely with local Workforce Development Boards to leverage and complement existing resources in employment and training. We will contact Piedmont Community College (Caswell and Person) and Rockingham Community College when adults need training, ABE, and GED. In addition, the Salvation Army and Goodwill can provide emergency assistance as required. These agencies have worked cooperatively with us over the years in other territories and we are confident that the positive working relationships will extend to the new community action service area. The Roxboro Housing Authority is a committed partner, allowing Telamon and the RHA’s Family Self-Sufficiency Program to co-enroll young, single mothers to receive childcare assistance, training, and enhanced job placement assistance from Telamon, along with counseling and housing support from the RHA.
(F) Resources Needed:
c. Agency Resources: Overcoming the barriers of poverty, lack of job-ready skills, limited transportation to employment centers and training providers will require resources to deliver basic workplace readiness, job skills training and counseling services. This funding will provide direct customer services in the form of outreach/case management staff, instruction, and employment- and education-supports for CSBG customers (please refer to budget for expenditure details). To support customers effectively, we believe it is necessary to have at least one person in all three counties. Current program funding sources for WIOA funded employment and training services require that participants have a high school diploma, job ready math and reading skills, and are ready to sit for the WorkKeys Career Readiness Certificate. This leaves a significant portion of people in poverty unserved. For customers who are at risk of losing their housing or are in substandard housing or homeless situations, we will evaluate customer needs for the appropriate service either Project PRIDE emergency funds, or a referral to Telamon Housing Services, or to Reidsville Housing Authority, Caswell County Section 8 Housing Services, or Roxboro Housing Authority. d. Community Resources: Through research and contact with community representatives, it was determined that there is a significant need in the counties is for coordination of services. Project PRIDE staff work to serve a liaison between
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different available services and advocates for participant needs utilizing Advisory Council connections, NCCARE360, and leveraging resources of other partner agencies to ensure program participants are equipped with the knowledge and resources to advocate for themselves and access available tools to accomplishing their goals. Section III: Objective and Strategy
(G) Objective Statement: Support 100 vulnerable households to advance their educational attainment and secure and maintain income and housing. Strategies for Objective: The COVID-19 pandemic has further highlighted inequities in rural, low-income, communities of color. Residents of the three-county service area are especially at-risk during this time. Social determinants of health such as household size, social economic status, access to healthcare, and other factors. To combat the exacerbated consequences of poverty during a pandemic, Telamon will provide comprehensive services to participants, resulting in measurable outcomes, which reduce or remove economic barriers. To achieve this, the following will be provided: (1) Case Management Services: Orientation and enrollment, coaching/counseling and direct service delivery including information & referral, education/training, employment readiness/employment opportunities and supportive (crisis prevention, childcare, transportation, etc.) services. (2) Agency Capacity building: Technology supports, training/technical assistance, incorporation of applicable organizational standards, etc. (3) Community Collaboration: Partner meetings with other human service organizations for participant advocacy, developing Memoranda of Agreements, when applicable, for shared programming objectives, and collaboration with community partners and applicable advisory councils to stay informed of community needs and available resources. Goal and Mission Project PRIDE will increase self-sufficiency among program participants with the eventually goal of participants raising above poverty level. Project PRIDE will achieve this goal by combating the combined lack of job skills, basic educational attainment, and employment supports by leveraging existing resources and supplementing participant resources to improve access to better education and employment for low-income residents of the tri-county service area. Strategic framework Telamon shall: conduct a thorough community needs assessment to best utilize available resources for anti-poverty programming; recruit eligible, low-income participants in need of CSBG programming; execute the activities prescribed in the one-year work program to support performance measure achievements; monitor, assess and evaluate service delivery model to ensure outcome based performance; maintain documentation to support outcome based reporting; and adhere to Federal and State Labor Laws in conjunction with related agency governing bylaws, policies and procedures. The national Results Oriented Management Accountability (ROMA) framework (adopted by sponsoring federal office, US HHS Office of Community Services, in 2001), outcomes occur at the Family, Agency and Community levels under six specific goals: (1) low-income people become more self-sufficient (family level outcome) a. new or better employment, increase education and skills, increase income, secure housing, secure childcare, and assist participants to increase access resources and alleviate burdens hindering progress.
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Agency Name
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(2) the conditions in which low-income people live are improved (community level outcome) a. Project PRIDE will work to raise awareness of available resources, increase collaboration between community partners, and involve participants and community members in decisions regarding services and program implementation. (3) low-income own a stake in their community (community level outcome) a. Project PRIDE will be a voice and be a liaison and advocate for conversations for progressive change and growth via public meetings, surveys, community needs assessments, and council participation give the community. (4) partnerships among supporters and providers of services to low-income people are achieved (agency level outcome) a. Project will work to continuously expand its network of supporters and providers to include relevant faith-based, private sector, public sector, poverty-reduction, government, and educational representatives. (5) providers increase capacity to achieve results (agency level outcome) a. Staff and/or council members will attend relevant conferences, trainings, and community events to improve agency efficiency and effectiveness. b. At least one staff member will obtain ROMA Implementer or ROMA trainer certification or enlist the help of another ROMA-trained Telamon staff member or Community Action Agency representative to ensure ROMA is appropriately incorporated in every stage of program activity. c. Project PRIDE will strive to satisfactorily meet CSBG Organizational Standards each year. (6) low-income people, especially vulnerable populations, achieve their potential by strengthening family and other support systems. (Family level outcome) a. Project PRIDE will track results and analyze via databases approved and supported by the Office of Economic Opportunity, as well as internal agency client and service tracking methods. Outcomes will be reported to and analyzed by the council and the Office of Economic Opportunity at least quarterly. Activities that are not furthering outcomes may be revised to ensure program is effectively serving the community. Section IV: Results Oriented Management and Accountability Cycle (use additional sheets if necessary) Organizational Standard 4.3 requires that an agency’s strategic plan and Community Action Plan document the continuous use of the ROMA cycle and use the services of a ROMA trainer. (H) Community Needs Assessment: Please summarize the primary needs of your community as determined through the Community Needs Assessment, and explain which of those are Family, Agency, or Community Needs, and why. The 2019 Community Needs Assessment provided 3 main areas of need including access to career pathway occupations, addressing opioid abuse, and developing faith-based partnerships. Due to an increase in unemployment, communities are seeking way to take advantage of entrance into career pathways to seek self-sufficient employment. Project PRIDE will seek to address this by offering short- term certifications leading to employment. Family and community needs of addressing opioid abuse seek to support individual health and well- being and provide resources for family members of abusers to receive mental health supports. An agency defined need continues to be developing partnerships especially those of faith-based organizations that regularly conduct outreach and provide support for community members.
471
Agency Name
_______________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 27 of 41
(I) Achievement of Results and Evaluation: Please discuss your agency’s achievement of results from last year. What were the successes and why were those areas successful? What areas did not meet targets or expectations and why were those areas not as successful? What Improvements or changes will be made for this year’s work plan to achieve desired results and better meet the needs of the community? Project PRIDE managed three funding sources in PY 20-21. In addition to CSBG funds, which focused primarily on employment and education services, PRIDE also managed CARES funding and Duke Endowment funds awarded by NCCAA. All funding sources provided emergency assistance to the Caswell-Person-Rockingham service area. Project PRIDE assisted 89 participant families, falling short of the goal of 125 individuals served. Customer needs proved to be more expensive during this time, but also, with multiple funding streams some customers with more specific pandemic-related needs were assisted with either CARES or Duke Endowment Funding ultimately lowering the overall number served. Nine Project PRIDE customers gained new employment, surpassing the goal of 5 customers obtaining employment. One customer obtained employment with medical benefits. Twenty-two customers completed education or training credentials of a target of 25. Thirty customers were provided with emergency assistance, surpassing the goal of 25. Only 2 customers of a targeted 5 were assisted in obtaining housing. Fewer customers required moving assistance during the pandemic though CSBG assisted 17 participant families in maintaining their homes. Also, the Christian Help Center, perhaps our most active referral source for housing assistance, also received CARES funding and did not make referrals during this period. CSBG had no participant families rising above poverty last year due to elevated income eligibility. Changes implemented in PY 21-22 included training and utilization of new software to make completing applications remotely a more user-friendly experience for customers. During program year 22-23 staff will engage potential customers through additional in -person outreach events in each county, focus on leveraging funds in partnership with other organizations to better serve the community, and strategically encourage development of career pathways to support employment and training goals. (J) Please name the ROMA trainer who provided services used in developing this community Action Plan and describe what specific services were provided. Program Coordinator, Shatarra Williams is a certified ROMA Implementor and Certified Community Action Professional who developed the Strategic Plan and Community Action Plan, oversaw completion of Organizational Standards, and ensured incorporation of the ROMA cycle in program participant assessments, the community needs assessment, and advisory council training and procedures.
472
_________________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 28 of 41
Community Services Block Grant Program Fiscal Year 2022-23 Application for Funding One-Year Work Program OEO Form 212 Section I: Project Identification
1. Project Name: PROJECT PRIDE
2. Mission Statement: Project PRIDE will increase self-sufficiency among program participants with the goal of participants raising above poverty level.
4. Objective Statement:
Project PRIDE will achieve this goal by combating the combined lack of job skills, basic educational attainment, and employment supports by leveraging existing resources and supplementing participant resources to improve access to better education and employment for low-income residents of the tri-county service area.
5. Project Period: July 1, 2022 – June 30, 2023
6. CSBG Funds Requested for this Project: July 1, 2022 To June 30, 2023 $422,503
7. Total Number Expected to Be Served: 140
a. Expected Number of New Clients 120
b. Expected Number of Carryover Clients 20
473
Agency Name
_______________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 29 of 41
One-Year Work Program OEO Form 212 (continued)
Section II: One-Year CSBG Program Objective and Activities
Identified Problem
Service or Activity
Outcome Expected NPIs (List all NPIs applicable to activity) Position Title(s)
Limited access to community resources
Referrals,
Increased support and access to resources/ increased self-sufficiency
FNPI 5b The number of individuals who demonstrated improved physical health and well-being. FNPI 5c The number of individuals who demonstrated improved mental and behavioral health and well-being. FNPI 5d The number of individuals who improved skills related to the adult role of parents/ caregivers. FNPI 5i The number of individuals with no recidivating event for six months. FNPI 5i.2 Adults (ages 18+)
Program Coordinator, Career Advisor
Limited access to community resources
partnership building,
Increased agency capacity/ expansion of available resources for participants
Program Coordinator, Career Advisor
Limited access to community resources
participation in community events,
Increased awareness and self-sufficiency for participants, increased agency capacity
FNPI 6a The number of Community Action program participants who increased skills, knowledge, and abilities to enable them to work with Community Action to improve conditions in the community.
Program Coordinator, Career Advisor
Limited access to community resources
updates from council members on community events and resources to be provided to participants
Continuous updates on community needs and progress
FNPI 6a The number of Community Action program participants who increased skills, knowledge, and abilities to enable them to work with Community Action to improve conditions in the community. CNPI 6 G3a Percent increase of people with low incomes who support the CSBG Eligible Entity's delivery of service and/or implementation of strategies to address conditions of poverty in the identified community.
Program Coordinator, Career Advisor
Financial barriers to continuing
Childcare assistance
Increased preparedness for employment/
FNPI 1b The number of unemployed adults who obtained employment (up to a living wage).
Program Coordinator, Career Advisor
474
Agency Name
_______________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 30 of 41
Section II: One-Year CSBG Program Objective and Activities
employment or education education employment/job retention/ new employment
"FNPI 1c The number of unemployed adults who obtained and maintained employment for at least 90 days (up to a living wage). " "FNPI 1d The number of unemployed adults who obtained and maintained employment for at least 180 days (up to a living wage)." FNPI 1e The number of unemployed adults who obtained employment (with a living wage or higher). "FNPI 1f The number of unemployed adults who obtained and maintained employment for at least 90 days (with a living wage or higher). " "FNPI 1g The number of unemployed adults who obtained and maintained employment for at least 180 days (with a living wage or higher). " FNPI 1h The number of employed participants in a career-advancement related program who entered or transitioned into a position that provided increased income and/or benefits. FNPI 1h.1 Of the above, the number of employed participants who Increased income from employment through wage or salary amount increase. FNPI 1h.2 Of the above, the number of employed participants who increased income from employment through hours worked increase. FNPI 1h.3 Of the above, the number of employed participants who increased benefits related to employment. FNPI 2f The number of adults who demonstrated improved basic education. FNPI 2g The number of individuals who obtained a high school diploma and/or obtained an equivalency certificate or diploma. FNPI 2h The number of individuals who obtained a recognized credential, certificate, or degree relating to the achievement of educational or vocational skills. FNPI 2i The number of individuals who obtained an Associate’s degree. FNPI 2j The number of individuals who
475
Agency Name
_______________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 31 of 41
Section II: One-Year CSBG Program Objective and Activities
obtained a Bachelor’s degree.
Financial barriers to continuing employment or education
Transportation assistance
Increased preparedness for employment/ education employment/job retention/ new employment
FNPI 1b The number of unemployed adults who obtained employment (up to a living wage). "FNPI 1c The number of unemployed adults who obtained and maintained employment for at least 90 days (up to a living wage). " "FNPI 1d The number of unemployed adults who obtained and maintained employment for at least 180 days (up to a living wage)." FNPI 1e The number of unemployed adults who obtained employment (with a living wage or higher). "FNPI 1f The number of unemployed adults who obtained and maintained employment for at least 90 days (with a living wage or higher). " "FNPI 1g The number of unemployed adults who obtained and maintained employment for at least 180 days (with a living wage or higher). " FNPI 1h The number of employed participants in a career-advancement related program who entered or transitioned into a position that provided increased income and/or benefits. FNPI 1h.1 Of the above, the number of employed participants who Increased income from employment through wage or salary amount increase. FNPI 1h.2 Of the above, the number of employed participants who increased income from employment through hours worked increase. FNPI 1h.3 Of the above, the number of employed participants who increased benefits related to employment. FNPI 2f The number of adults who demonstrated improved basic education. FNPI 2g The number of individuals who obtained a high school diploma and/or obtained an equivalency certificate or diploma. FNPI 2h The number of individuals who obtained a recognized credential, certificate, or degree relating to the
Program Coordinator, Career Advisor
476
Agency Name
_______________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 32 of 41
Section II: One-Year CSBG Program Objective and Activities
achievement of educational or vocational skills. FNPI 2i The number of individuals who obtained an Associate’s degree. FNPI 2j The number of individuals who obtained a Bachelor’s degree. CNPI 3b Number of existing assets/resources made accessible to the identified community: CPNI3b.4 – Transportation
Financial barriers to continuing employment or education
Emergency assistance
Increased preparedness for employment/ education employment/job retention/ new employment
FNPI 4e The number of households who avoided eviction. FNPI 4f The number of households who avoided foreclosure.
Program Coordinator, Career Advisor
Lack of shelters and other homelessness resources in service area
Homelessness and homeless prevention assistance
Housing support for participants
FNPI 4a The number of households experiencing homelessness who obtained safe temporary shelter. FNPI 4b The number of households who obtained safe and affordable housing. FNPI 4c The number of households who maintained safe and affordable housing for 90 days. FNPI 4d The number of households who maintained safe and affordable housing for 180 days. FNPI 4e The number of households who avoided eviction. FNPI 4f The number of households who avoided foreclosure.
Program Coordinator, Career Advisor
477
Agency Name
_______________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 33 of 41
One-Year Work Program OEO Form 212 (continued) Section III: Program Administration and Operations
Administration, Services, Operations Outcome Expected Position Title(s) Implementation Schedule
Objective Statement: Support 120 vulnerable households to advance their educational attainment and secure and maintain income and housing. First Quarter Second Quarter Third Quarter Fourth Quarter
Outreach and Recruitment: Provide outreach through such means as colocation at the NCWorks Career Centers, referrals from partner agencies such as DSS, and grassroots outreach to serve 140 customers with 20 carryover customers adding new participants each quarter.
Program Coordinator, Career Advisor 30 (50) 30 (80) 30 (110) 30 (140)
Intake and Assessment: Orienting customers to program, finding interests, aptitude, and skill levels of the 120 participants recruited to the program.
Program Coordinator, Career Advisor 30 (50) 30 (80) 30 (110) 30 (140)
Education and Training- Occupational Skills Training: 35 participants earning a certificate or other measures of completion in work skills training. Career Advisors 10(12) 7 (19) 11 (30) 5 (35)
Work Experience: 8 participants enrolled in a paid work experience to get work-based learning training. Career Advisors 2 (0) 2 (4) 2 (6) 2 (8)
Support Services Provided: 35 participants received direct employment and education supports. Career Advisors 10 (0) 10 (20) 10 (30) 5 (35)
Employment: Assist 16 participants in obtaining employment or better employment through resume preparation, job development, job referrals, and job fairs.
Career Advisors 4 (6) 4 (10) 4 (14) 2 (16)
Partnership Building: Outreach to local agencies to identify customers, establish referral processes, and MOU’s.
SE Director, Program Coordinator
7/1- 9/30 10/1 – 12/31 1/1- 3/31 4/1- 6/30
Employer Relationships: Build and maintain relationships to establish worksites for Work Experiences and Direct Placement referrals.
Program Coordinator 7/1- 9/30 10/1 – 12/31 1/1- 3/31 4/1- 6/30
Staff Training and Development: Provide workforce development case management training to front line Career Advisors.
SE Director, Program Coordinator
7/1- 9/30 10/1 – 12/31 1/1- 3/31 4/1- 6/30
Advisory Council: Coordinate meetings to review and approve vital program documents, reports, and facilitate fundraising to support programs.
SE Director, Program Coordinator
7/1- 9/30 10/1 – 12/31 1/1- 3/31 4/1- 6/30
478
_________________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 34 of 41
Community Services Block Grant Program Fiscal Year 2022-23 Application for Funding One-Year Work Program OEO Form 212 (continued) 9. Use the tables below to enter your agency’s targeted outcome results. The performance measures will be included in the agency’s CSBG contract. All CSBG grantees operating self-sufficiency projects are required to enter program targets in Table 1. Please refer to Performance Measures and Outcomes Definitions on page 7 of the Fiscal Year 2022-23 CSBG Application Instructions. If your agency operates more than one project, you will also need to complete Table 2 on the following page and also enter specific program targets. There should be one table of outcome measures per project. Table 1 Outcome Measures for Project 1 (PRIDE)
Measure Expected to Achieve the Outcome in Reporting Period (Target) The number of participant families served. 140
The number of low-income participant families rising above the poverty
level.
3
The number of participant families obtaining employment. 11
The number of participant families who are employed and obtain better
employment.
5
The number of jobs with medical benefits obtained. 5
The number of participant families completing education/training
programs.
35
The number of participant families securing standard housing. 10
The number of participant families provided emergency assistance. 25
The number of participant families provided employment supports. 10
The number of participant families provided educational supports. 25
The average change in the annual income per participant family
experiencing a change.
This measure does not require a target but must be reported.
The average wage rate of employed participant families. This measure does not require a target but must be reported. The number of participant families served.
140
479
_________________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 35 of 41
Community Services Block Grant Program
Fiscal Year 2022-23 Application for Funding One-Year Work Program OEO Form 212 (continued) CSBG Expenditure by Service Category
A.2. CSBG Expenditures Domains Target CSBG Funds Actual Q1 Actual Q2 Actual Q3 Final
A.2a. Employment
A.2b. Education and Cognitive Development A.2c. Income, Infrastructure, and Asset Building A.2d. Housing A.2e. Health and Social/Behavioral Development (includes nutrition)
A.2f. Civic Engagement and Community Involvement A.2g. Services Supporting Multiple Domains A.2h. Linkages (e.g. partnerships that support multiple domains) A.2i. Agency Capacity Building 8000 4000 4000 8000
A.2j. Other (e.g. emergency management/disaster relief) 20063 5015.75 5015.75 5015.75 20063
A.2k. Total CSBG Expenditures (auto calculated)
480
_________________________________________________________________ Fiscal Year 2020-21 Community Services Block Grant Application Page 36 of 41
Community Services Block Grant Program
Fiscal Year 2022-23 Application for Funding One-Year Work Program OEO Form 212 (continued) 10. For Community Action Agencies that serve multiple counties, provide a breakdown of the expected number of persons served in each designated county in the table below. Show the total number of persons served in the table.
Number of Families to be Served Per County
Agency Name: Telamon Corporation
Project Name: Project PRIDE
County Rockingham Caswell Person Total
Total Planned 88 20 32 140
Project Name:
County Total
Total Planned
481
Community Services Block Grant Program
Fiscal Year 2022-23 Application for Funding Monitoring, Assessment and Evaluation Plan 1. Describe the role and responsibilities of the following in the assessment and evaluation of agency programs. a. Board of Directors: Telamon’s Governing Board meets on a quarterly basis to provide oversight of all programs including monitoring findings. Add a more detailed level of the operations committee of the governing board reviews programming and financial performance of all telamons projects to ensure that funders objectives and needs of customers are being met. If a program is falling short of performance expectations, the state director in charge of running the subject project is required to develop and implement a project improvement plan to correct the situation. Resolution of this plan, in turn, is reported to the operations and oversight committee. A member of this committee is also a project pride Community Action Advisory Council, serving on the council's executive committee as liaison to telamons governing board. The governing board and Advisory Council liaison annually presents’ a report to the governing board on project pride activities. b. Low-Income Community: Low-income families are represented on the Advisory Council by 1/3 of membership. The oversight of program content and results as it pertains to low-income households is a critical element in evaluating the efficacy of programs. Input is also sought from low-income households to gauge their awareness and perception of programs via annual public meetings, through which service area residents can have input regarding community needs and suggest uses for all allocated funds. data collected from low-income community help to develop future outreach and service strategies. c. Program Participants: program participants provide direct input via customer satisfaction surveys, participation in focus groups, and through representation on the Advisory Council. In addition, data is also collected from other programs such as housing and developments surveys and head starts parent policy councils. Program participants, applicants, and the community at large can also use telamons complaint procedure if they are dissatisfied with services, staff, or how their application has been handled to hopefully get a satisfactory outcome. In cases that go beyond service issues and part element policy, participants can report waste, abuse, or fraud observed in programs via a confidential toll-free number, email, or web enabled form. d. Others: project pride's Community Action Advisory Council is comprised of 1/3 low-income representatives, one third elected officials, and 1/3 private sector representatives. Council members are participants, low-income community residents, low-income service providers, county commissioners, local mayors, town clerks, Chamber of Commerce representatives, public school system staff, faith-based community members, and business owners. The diapers collective of dedicated community members grants Telamon access to a multifaceted perspective of community needs, resources, and solutions. 2. Describe the systematic approach for collecting, analyzing and reporting customer satisfaction data to the Board of Directors. Customer satisfaction data and still stakeholder input is collected by program staff on an ongoing basis. Data is collected and analyzed quarterly by the program coordinator. Data is then presented to the Community Action Advisory Council chorally. Annually satisfaction data is compiled and presented to that element governing board by the CAA council slash governing board liaison. Also, the governing board and its committee review policies and procedures on an ongoing basis. These includes reviews of personnel manual and human resource policies by the personnel bylaws committee- grants administration procedure by the planning and development committee-head start policy and procedures through the head start committee-financial and audit policies and procedures to the finance and audit committee- and program assessment policies and procedures through the operations and oversight committee. 482
3. Describe how administrative policies and procedures are monitored by the Board of Directors. Tell my corporation's governing board conducts a fiscal assessment annually. This looks at how the corporate systems comply with federal cost principles. The governing board reviews and approves all program monitoring reports and associated correction action plans via their operations and oversight committee. In addition, employee performance is evaluated at least annually. 4. Describe how the Board acts on monitoring, assessment, and evaluation reports. The board will use its governance committee (described below) to direct the implementation of a process ongoing continuous improvement of board operations. 5. Describe the Board’s procedure for conducting the agency self-evaluation. The governing board completed an annual fiscal self-assessment. The Community Action advising council completes a self-assessment questionnaire designed to review the effectiveness actions taken, the relationships between members, with leadership, and with program staff. 6. Summarize the results of the Board’s most recent self-evaluation. Describe how the information has been or will be used to develop the agency’s next Strategy for Eliminating Poverty. Indicate the timeframe and planned activities for the next evaluation. In 2019, the Community Action Advisory Council to overseas pride project activities conducted a self-assessment. Overall, council members express positive with program progress, agency communication, and staff accessibility, council members were also satisfied with the communication of my members and frequency of training. Council members approved and updated the strategic plan in July of 2019 and will continue to collaborate on the best methods of meeting objectives with their communities. And updated strategic plan and self-assessment will be completed no later than 2024. In 2017, the Telamon governing board conducted a self-assessment. The ad hoc committee revised nomination form, developed expectations for the board member involvement, established new orientation process in orientation and quarterly training was provided for new members. Due to the limited indirect budget, board training priorities were revised the board engaged a consultant to address priorities from self-assessment, including review of bylaws and membership.
483
Community Services Block Grant Program
Fiscal Year 2022-23 Application for Funding CSBG Administrative Support Worksheet OEO Form 212A 1. Administrative Support requested for (Name of Grant): Project PRIDE
2. Total amount of Administrative Support requested: $ 0
3. Brief description of grant including the name of the funding source:
4. Total Grant Amount: $ 422,503.00
5. Give the reason for requesting Administrative Support from CSBG and describe how the funds will be used: (Attach supporting documentation in the Appendices)
6. How will the agency track the CSBG funds used for Administrative Support?
7. Basis for determining amount of Administrative Support needed. (Please select either Indirect Costs or Cost Allocation, not both.)
Indirect Costs
Indirect Cost Base:
Indirect Cost Rate %: 12.7%
Indirect cost base amount for this grant: $
Percent indirect allowed by funding source for this grant: 12.7%
Dollar amount indirect allowed by funding source for this grant: $
Cost Allocation
Percent of administrative costs allowed by funding source for this grant %: %
Dollar amount of administrative costs allowed by funding source for this grant: $
8. Actual numerical calculation used to determine Administrative Support needed:
9. Administrative Support to be applied: (choose one) Monthly
Quarterly Annually X
484
CONTRACT BUDGET NARRATIVE STATE OF NORTH CAROLINA DIVISION OF SOCIAL SERVICES OFFICE OF ECONOMIC OPPORTUNITY Form 6844N
Name of Agency:
Section A – Salaries and Wages
Section B – Fringe Benefits
Section C – Equipment Purchases
Section D - Communication
Section E – Space costs
Section F – Travel/Employee Development
Section G - Supplies and Materials
Section H – Contractual Services
Section I - Client Services
Section J - N/A
Section K - Other
Section L – Indirect Costs
485
Community Services Block Grant [CSBG] Documentation of Submission to County Commissioners
Background: The North Carolina Administrative Code [10A NCAC 97C.0111 (b)(1)(A)] requires that each CSBG grant recipient submit its Community Anti-Poverty Plan [grant application] to each County Commissioner Board that it serves. Instructions: This form is to be completed and notarized by the Clerk to the Board.
Agency Name: Telamon Corporation County: Date of Application Submission: [Note: This application should be submitted to the County Commissioners at least thirty [30] days prior to application submission to the Office of Economic Opportunity [OEO]. The grant application is due to OEO January 14, 2022. Clerk to the Board should initial all items below. ____ The agency submitted a complete grant application for Commissioner review. ____ The Clerk to the Board will be responsible for assuring that the application is distributed to the Commissioners. ____ Commissioners’ comments provided those to the agency. (If applicable) ___________________________________ _________________________ Clerk to the Board Date
___________________________________ _________________________ Notary Date
486
Contractor Budget Worksheet (DPHrev101118)Page 1 of 3
DSS updated 083120 by HLC
Category Line Item Amount Detail Narrative
Human Resources
Salary/Wages 159,342.00$ detail
Fringe Benefits 81,266.00$ detail
Other (includes temporary employees)
Total Human Resources 240,608.00$
Operational Expenses/Capital Outlays
Furniture
Other 3,600.00$
Communication
Office
IT 1,000.00$
Assistive Technology
Medical
Vehicles
Scientific
Other
Contractor Staff 840.00$
Board Members Expense
Supplies and Materials
Equipment
Travel
150 miles quarterly travel for group meetings $210 per quarter
Contract Number:
(Full Legal Name) Contractor:Telamon Corporation
Workfroce Development Specialist I and II provide case management and
lf ffi i i t li ibl ti i t St ff l d t t hTelamon calculated FICA and other benefits together as 51% of salaries.
Ab l l ti i 51% (li t d ICR ti t d ith DHHS) f l i
Complete this form such that amounts for state funds are shown when entering line item detail. Add rows as needed.
Enter information in yellow shaded cells only. Do NOT enter or delete anything in blue shaded cells. The aqua cells contain formulas that are
NOT to be overridden. Be sure to complete the additional required worksheets by clicking on the word "detail".
Postage, office and meeting supplies and copies, $800 x 12 months
2 Laptops @ $500 each
487
Contractor Budget Worksheet (DPHrev101118)Page 2 of 3
Gas
Electric 1,200.00$
Telephone 5,280.00$
Water
Other
7000
Advertising 500.00$
Logos
Promotional Items 200.00$
Publications 500.00$
PSAs and Ads
Reprints
Text Language Translation
Websites and Web Materials
Office Space 7,500.00$
Equipment 240.00$
Furniture
Vehicles 1,500.00$
Other 2,400.00$
Legal
IT
Accounting
Payroll
Audiovisual Presentations, Multimedia,
TV, Radio Presentations
Utilities
Repair and Maintenance
Staff Development (contractor staff only)
Media/Communications
Rent
Professional Services
Announcements advertised in local papers
average monthly charge - $100 x 12 months
mobile, internet, landline - $440 x 12 months
5 staff - conference registrations $500 each, 2 - staff NCCAA training $954
h d 3 t ff C M t T i i $864 h
Giveaways for community outreach events, $50 each for 4 events
Program brochures
Monthly rent - $625 x 12 months
Maintenance - $20 x 12 months
Maintenance - $125 x 12 months
Insurance monthly charge - $140 x 12 months; build maintenance - $60 x
12 th
488
Contractor Budget Worksheet (DPHrev101118)Page 3 of 3
Security
13,590.00$
Audit Services
Service Payments
Incentives and Participants 107,360.00$
Insurance and Bonding
Other 120.00$
152,830.00$
-$ detail
29,065.00$
422,503.00$
OR
Total Operational Expenses/Capital Outlays
Subcontracting and Grants
Indirect Cost
Other
Dues and Subscriptions
Contractor Match
Total Cost Per Service
Total Budged Expenditures
The cost per service line item is seperate from total budgeted expeditures and is used when creating a deliverable based contract and no other
detail is required for the line item budget.
Tuition, books, uniforms, WEX, WEX Fringe, transporation, housing, food
Background check and screening
AR4CA subscription $4,990, NCCAA membership dues $3,600 and Annual
Li f FCES t ft $5 000
489
AGENDA ABSTRACT
Meeting Date: January 3, 2022
Agenda Title: Website Redesign Update
Summary of Information:
Staff have been working diligently with the website vendor for the last three (3) months. The first
step was to gather information via vendor-conducted surveys of website users and other
stakeholders, a heatmap study, and user testing. The survey indicated that most people use
smartphones to access the website and only do so when looking for specific information. They
also indicated that they would like to see clearer language and less information overall. The
heatmap indicated that the “employment” and “GIS” links were, by far, the most clicked links on
the homepage followed by the search feature. The user testing showed that users not familiar with
the inner-workings of county government have difficulty completing tasks such as finding the
requirements for a marriage license and overall difficulty navigating the website.
The designers were able to address the requests and needs indicated by the citizens and other
website users in the new website design. The new layout features more user-friendly menu titles,
a service finder to quickly locate services, and a fully integrated search feature. The designers also
incorporated more relevant “call to action” buttons along the bottom of the main image on the
homepage for easier access to regularly requested information.
Staff are continuing to work with the vendor for minor adjustments and are on schedule for delivery
of the final product in April of 2022.
Recommended Action: Informational only.
Submitted By: Chris Puryear, IT Director
490
AGENDA ABSTRACT
Meeting Date: January 3, 2022
Agenda Title: Appointments to Boards and Committees
Summary of Information:
Attached are interested citizen applications for current vacancies received in response to an ad
published in the local newspaper and on the county website. The Board of Commissioners and
committee liaisons are encouraged to recruit citizens to fill current vacancies.
Adult Care Home Community Advisory Committee
1-Year Initial Term; 3-Year Reappointment: 2 positions available
Airport Commission
3-Year Term: 1 at-large position available
1)Norman Carden III requests appointment
2)Henry Newell, Jr. requests reappointment
Board of Health
1 position for an engineer for an unexpired term to June 30, 2023
Environmental Issues Advisory Committee
3-Year Term: 1 position for a citizen residing in each of the following townships:
Bushy Fork: 1) Larry Williams requests appointment
Cunningham for an unexpired term to June 30, 2022:
Holloway:
Mt. Tirzah:
Woodsdale: 1) Joe Hodges requests appointment
Juvenile Crime Prevention Council
1-Year Initial Term: 2-Year Reappointment
1 position available for a citizen under the age of 18:
1 position available for a citizen under the age of 18 serving on the State Youth Council:
2-Year Term:
1 position for the Chief of Police or designee: Ricky Hughes requests reappointment
1 position for the Sheriff or designee: Aron Lappin requests appointment
1 position for the School Superintendent or designee:
1 position for the District Attorney or designee: Alisa Black request reappointment
1 position for the Social Services Director or designee: Ashley Stone requests reappointment
1 position for the Chief District Court Judge or designee:
1 position available for a Juvenile Defense Attorney:
1 designated seat for a representative for Parks & Recreation: John Hill requests reappointment
up to 5 citizens-at-large: Louise Wright-Oliver requests reappointment
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Kerr Tar Regional Council of Government Board
1 citizen-at-large alternate position representing the private sector business
Nursing Home Advisory Committee
1-Year Initial Term: 3-Year Reappointment; 4 positions available
Person Area Transportation System Board
3-Year Term:
1 position available for an occupational affiliation representative of the following:
Health Department: Kimberly Nichols requests appointment
Social Services:
Medical related entity: Cindy Chandler requests appointment
private industry:
citizen-at-large:
Region K Aging Advisory
3-Year Term: 5 positions available
Tourism Development Authority
3-Year Term: 1 position available
1) Sally Humphries request reappointment
Workforce Development Board
1-Year Initial Term; 2-Year Reappointment
1 position available for a member or an officer of organized labor, and
1 position available for a small business representative
Recommended Action: Board nomination for appointment as deemed appropriate.
Submitted By: Brenda B. Reaves, Clerk to the Board
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AGENDA ABSTRACT
Meeting Date: January 3, 2022
Agenda Title: Amendment to the Resolution Establishing 2022 Schedule of Regular
Meetings for the Person County Board of Commissioners
Summary of Information:
The Board of Commissioners took action to set its regular schedule of meetings for 2022 at its
November 15, 2021 meeting. Since that time, the NC Supreme Court moved the March 8, 2022
Primary to May 17, 2022. Due to this recent change, and the fact that the Person County Office
Building Auditorium serves as a One-Stop site and an official polling site, the Board of
Commissioners will need to change the location of its May 2, 2022 meeting to its Boardroom
215. Also due to this recent change, the Auditorium is now available for the Board of
Commissioners’ to hold its March 7, 2022 meeting in the auditorium.
As retreat planning is underway, the Board has the option to hold its annual retreat either in the
FEMA Shelter Room as was adopted in November or to change the location to be held in the
Kirby Upstairs Main Hall, should this location be preferred.
Recommended Action: Consider the changes as presented and take action to adopt an Amended
Resolution Establishing 2022 Schedule of Regular Meetings so to cause copy of such to be
distributed and posted.
Submitted By: Heidi York, County Manager
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Resolution Establishing
2022 Schedule of Regular Meetings for the
Person County Board of Commissioners
WHEREAS, NC General Statute 153A-40 requires boards of commissioners to hold a regular-scheduled
meeting at least once a month; and
WHEREAS, the Person County Board of Commissioners meets is its Commissioners' Boardroom 215 in
the Person County Office Building, located at 304 S. Morgan Street in Roxboro, North Carolina, unless
otherwise noted below.
WHEREAS, amendments are proposed due to the 2022 Primary was moved from March to May affecting
the availability of the Auditorium. Now therefore, be it
RESOLVED by action of the Person County Board of Commissioners, the following Schedule of Regular
Meetings for 2022 is set forth as following:
January 3, 2022 7:00 p.m. County Auditorium**
January 18, 2022 (Tuesday) 9:00 a.m. County Auditorium**
February 7, 2022 7:00 p.m. County Auditorium**
February 22, 2022 (Tuesday) Retreat 9:00 a.m. FEMA Shelter Room***
March 7, 2022 7:00 p.m. County Auditorium**
March 21, 2022 9:00 a.m. County Auditorium**
April 4, 2022 7:00 p.m. County Auditorium**
April 18, 2022 9:00 a.m. County Auditorium**
May 2, 2022 7:00 p.m. Boardroom 215
May 16, 2022 9:00 a.m. Boardroom 215
June 6, 2022 7:00 p.m. County Auditorium**
June 20, 2022 9:00 a.m. County Auditorium**
July 18, 2022 9:00 a.m. County Auditorium**
August 1, 2022 7:00 p.m. County Auditorium**
August 15, 2022 9:00 a.m. County Auditorium**
September 6, 2022 (Tuesday) 7:00 p.m. County Auditorium**
September 19, 2022 9:00 a.m. County Auditorium**
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October 3, 2022 7:00 p.m. County Auditorium**
October 17, 2022 9:00 a.m. County Auditorium**
November 7, 2022 7:00 p.m. Boardroom 215
November 21, 2022 9:00 a.m. County Auditorium**
December 5, 2022 6:00 p.m. County Auditorium**
**County Auditorium is located within the County Office Building at 304 S. Morgan St., Roxboro, NC
27573
***FEMA Shelter Room is located with the Human Services Facility at 355 S. Madison Blvd. Roxboro,
NC 27573
BE IT FURTHER RESOLVED that a copy of this Resolution shall be posted on the Board of
Commissioners’ bulletin board located outside the Commissioners’ meeting room 215 of the County Office
Building at least ten (10) days before the first meeting to which it applies, and that the adopted Schedule of
Meetings dates shall be posted on the County website and distributed with the Sunshine email group.
Adopted this, the 3rd day of January 2022.
__________________________________
Gordon Powell, Chairman
Person County Board of Commissioners
Attest:
__________________________________
Brenda B. Reaves, NCMCC, MMC
Clerk of Board
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