1. Managing Changes; Managing Risk The 2013 County Tax Administration Records Retention and Disposition Schedule Presented by Tom Vincent State Archives of North Carolina September 27, 2013

2. Overview Public Records Law Using the Retention and Disposition Schedule What’s New Assigning Administrative Value

3. PUBLIC RECORDS LAW NCGS 121 Archives & History Act NCGS 132 Public Records Law

5. How does DCR give consent?

6. USING THE RETENTION SCHEDULE

7. www.ncdcr.gov/archives http://www.ncdcr.gov/ archives/ForGovernment/ RetentionSchedules/ LocalSchedules.aspx http://www.ncdcr.gov/ archives/ForGovernment/ RetentionSchedules/ LocalSchedules.aspx

8. How the schedule works

10. THE 2012 SCHEDULE What’s new?

17. ASSIGNING ADMINISTRATIVE VALUE Fiscal Budget Expenditure Ledgers Credit Card Reports Payroll Fiscal Budget Expenditure Ledgers Credit Card Reports Payroll Legal Contracts Agreements Marriage Licenses Property Records Legal Contracts Agreements Marriage Licenses Property Records Historical Oaths of Office Directors’ Correspondence Meeting Minutes Agency Histories Historical Oaths of Office Directors’ Correspondence Meeting Minutes Agency Histories Administrative Procedure Manuals Retention Schedules Memos Reports

18. Assigning Administrative Value “The local government agency hereby agrees that it will establish and enforce internal policies…” “If an agency does not establish internal policies and retention periods, the agency… is not authorized by the Department of Cultural Resources to destroy the records with the disposition instruction “destroy when administrative value ends.” Who? When? Your agency The custodian of the records

19. Assigning Administrative Value Managing Risks and Liabilities Something Concrete to Point to Putting Something You’ve Already Been Doing in Writing Your Mileage May Vary Why?

20. Assigning Administrative Value Who creates/uses these records? How long, in general, are they needed for your jobs? Do they need to be kept longer for reasons of liability? Is there an easy way to manage their retention period? How?

21. Assigning Administrative Value How long do you need to keep these records?

22. Assigning Administrative Value Don’t assign one blanket retention period to all record series Do consider using “buckets” Give retention periods that are either a specific time frame (e.g. “after 1 month” or based on a specific event (e.g. “after adoption of official minutes) Choose a reasonable minimum retention period (1 week, not 1 minute) Keep in mind that records can be kept past their written retention period Use rules and procedures to make destroying records with short retention periods easier More Tips

23. Assigning Administrative Value There’s no deadline It’s not impossible We’re in this together Don’t Panic!

24. Records Management Analysts Raleigh Office Asheville Office Tom Vincent (tom.vincent@ncdcr.gov) (919) 807-7364 Kurt Brenneman (kurt.brenneman@ncdcr.gov) (919) 807-7357 Jeremy Gibson (jeremy.gibson@ncdcr.gov) (919) 807-7368 Emily Hanna (emily.hanna@ncdcr.gov) (919) 807-7360 Mark Holland (mark.holland@ncdcr.gov) (919) 807-7358 Jason Woolf (jason.woolf@ncdcr.gov) (828) 296-7230 x224 www.ncdcr.gov/archives

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26. QUESTIONS?