Title
Municipal Records Retention and Disposition Schedule Update
Action
Action:
Approve the updated North Carolina Municipal Records Retention and Disposition Schedule.
Body
Staff Resource(s):
Stephanie C. Kelly, City Clerk’s Office
Ariel Smith, City Clerk’s Office
Explanation
§ The schedules being updated list records series commonly found in local government offices, provide an assessment of their value, and indicate when (and if) these records should be destroyed.
§ North Carolina’s Public Records law mandates that the North Carolina Department of Natural and Cultural Resources (DNCR) through the State Archive of North Carolina administer records management standards and procedures for any agency of North Carolina government or its subdivisions. Pursuant to state law, a municipality may only dispose of records with the consent of the DNCR.
§ The retention and disposition schedules are tools created to assist employees of local government agencies in managing the records in their offices.
§ The 2021 update will replace the City of Charlotte’s current Municipal Records Retention and Disposition Schedule with the new Program Records Schedule for Local Government Agencies. When adopted it supersedes the following standards on all local schedules published prior to October 27, 2021:
- Airport Authority Records,
- Animal Services Records,
- Code Enforcement Records,
- Emergency Medical and Fire Department Records,
- Parks and Recreation Records,
- Planning and Regulation of Development Records,
- Public Housing Authorities and Redevelopment Commission Records,
- Public Transportation Systems Records,
- Public Utilities and Environmental/Waste Management Records,
- Street Maintenance, Public Works, and Engineering Records,
- Law Enforcement Records (Municipal), and
- Tax Records (Municipal).
§ The 2021 update covering General Records is taking the form of a General Local Records Retention Schedule. When adopted it supersedes the following standards on all local schedules published prior to October 27, 2021:
- Administration and Management Records,
- Budget, Fiscal, and Payroll Records,
- Geographic Information System Records,
- Human Resource Records,
- Information Technology Records,
- Legal Records, and
- Risk Management Records.
§ A link to the new schedule will be accessible on the City Clerk’s website and a hard copy maintained on file in the City Clerk’s Office.
Attachments
Attachment(s)
2021 Local Government Agencies General Records Retention and Disposition Schedule
2021 Local Government Agencies Program Records Retention and Disposition Schedule