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071194I RANDOLPH COUNTY BOARD OF COMMISSIONERS July 11, 1994 Minutes The Randolph County Board of Commissioners met in regular session at 2:00 p.m. on July 11, 1994 in the Commissioners Meeting Room, 725 McDowell Road, Asheboro, NC. Commissioners Kemp, Frye, Langley, Petty and Comer were present. The invocation was given by Rev. Alvin Latham, Browers Chapel United Methodist Church. Additions to the Agenda Chairman Kemp announced that three items would be added to the agenda and that these three people would be heard first. Contribution to Piedmont Triad Partnership Tom Moose, City Executive of Wachovia in Asheboro, presented a $1500 check to the Board from Wachovia. This check is Wachovia's contribution on behalf of Randolph County to the Piedmont Triad Partnership. Asheboro City Schools Disposal of Real Estate Roger Pritchard of the Asheboro City Schools announced that they plan to sell 4.63 acres on the corner of Hwy 64 and Country Club Drive. By law they must give the County Commissioners an opportunity to purchase real property before offering it for public sale. Consent Agenda On motion of Langley, seconded by Petty, the Board unanimously approved the consent agenda as follows: ° approve minutes of the June 6, 7, 13, 20, and 27 meetings; ° set August meeting for Monday, the 15th; set September meeting for Tuesday, the 6th; ° approve resolutions (ATTACHED) adding Creekridge Drive, Deerhorn Court, Shaw Street, Woodlance Court, Hoffman Street, Indian Trail, Horse Mountain Drive, and Colonial Street to the State System of Roads. Annual Settlement Reports Billy Chilton, Tax Assessor, presented the annual collection settlement reports. He said the ad valorem collection rate for 93-94 was 97.21%, and the ambulance fee collection rate was 72%. On motion of Frye, seconded by Petty, the Board unanimously accepted the ��/� settlement report. On motion of Frye, seconded by Petty, the Board unanimously voted not to Opurchase this property. Citizen Complaint Bill Smith stated that he disagrees with his tax value and that he has appealed it to the State. He also discussed a concern with the Emergency Services Department. He said he called for an ambulance on November 7, 1992, and the EMT's got lost on the way to his house. Then when they transferred his wife to a Charlotte hospital, they got lost again. Consent Agenda On motion of Langley, seconded by Petty, the Board unanimously approved the consent agenda as follows: ° approve minutes of the June 6, 7, 13, 20, and 27 meetings; ° set August meeting for Monday, the 15th; set September meeting for Tuesday, the 6th; ° approve resolutions (ATTACHED) adding Creekridge Drive, Deerhorn Court, Shaw Street, Woodlance Court, Hoffman Street, Indian Trail, Horse Mountain Drive, and Colonial Street to the State System of Roads. Annual Settlement Reports Billy Chilton, Tax Assessor, presented the annual collection settlement reports. He said the ad valorem collection rate for 93-94 was 97.21%, and the ambulance fee collection rate was 72%. On motion of Frye, seconded by Petty, the Board unanimously accepted the ��/� settlement report. 7-11-94 minutes Page 2 Reappoint Tax Assessor/Collector On motion of Petty, seconded by Langley, the Baord unanimously reappointed O Billy Chilton to another four-year term as Tax Assessor/Collector. Charge to Collect Taxes On motion of Frye, seconded by Langley, the Board unanimously approved the charge (ATTACHED) to Billy Chilton to collect taxes for the 1994-95 fiscal year. Requirement for Register of Deeds to Provide Tax Assessor with Name and Address of Grantee on Deeds Billy Chilton, Tar, Assessor, advised the Board that the Tax Department has difficulty finding correct addresses for new land owners, which they must have in order to mail tax bills. He said NCGS 105-303 allows the County Commissioners to require the Register of Deeds to provide this information. He noted that our Register of Deeds has agreed to help with this problem. On motion of Petty, seconded by Comer, the Board voted unanimously to require the Register of Deeds to provide to the Tax Assessor the name and address of the person to whom property is being conveyed. In order to provide time for the Register of Deeds to inform the public, this requirement will become effective on September 1, 1994. Revisions to Classification Plan Hal Scott, Jr., Personnel Director, outlined recommended revisions to the County's Job Classification Plan. On motion of Petty, seconded by Langley, the Board unanimously approved the O following changes to the Classification Plan: Add the following new job classes: Jailer (Transition Coordinator) grade 69 Real Property Appraiser Supervisor grade 75 Personal Property Appraiser Supervisor grade 75 Dentist I grade 84 County Attorney grade 78 Change the following Mental Health job classes to reflect changes made by the State Personnel Commission: Speech & Language Pathologist I - Move from grade 70 to grade 71 Speech & Language Pathologist II - Move from grade 71 to grade 72 Speech & Language Therapist I - Move from grade 68 to grade 70 Senior Psychologist I - Move from grade 76 to grade 77 Senior Psychologist II - Move from grade 78 to grade 79 Psychological Program Manager - Move from grade 77 to grade 78 Change the following Tax Department job classes: Tax Market/Sales Specialist - Move from grade 61 to grade 63 Real Property Appraiser I - Move from grade 67 to grade 68 Real Property Appraiser II - Move from grade 69 to grade 70 Real Property Appraiser III - Move from grade 71 to grade 74 County Safety Policy Barron Mills, Safety Officer, briefed the Board on the staff's proposed safety policy. He stated that Sedgwick James, the County's risk management 7-11-94 minutes page 3 company, has approved the proposed policy. He explained organization and Ostructure of the County Safety Committee as outlined in the policy. On motion of Langley, seconded by Petty, the Board unanimously approved the safety policy. Removal of Agenda Item Chairman Kemp announced that agenda item "Condemnation of Property" has been removed from the agenda. Order of Succession On motion of Frye, seconded by Comer, the Board unanimously approved an Order of Succession Policy (ATTACHED) for the exercise of administrative decisions during the County Manager's absence. Register of Deeds Records Retention Schedule Alice Dawson, Clerk to the Board, presented a revised records retention and disposition schedule for the Register of Deeds, which replaces the 1982 schedule in use. Ms. Dawson noted that a major difference in the proposed schedule is that, upon its adoption by the Board of Commissioners, records listed in the schedule may be destroyed after the specified retention periods without further approval of the Board if the Board gives blanket approval to do so. On motion of Petty, seconded by Langley, the Board unanimously adopted this records retention and disposition schedule (ATTACHED) and gave blanket approval for the destruction of these records. Sale of Surplus UPS System Frank Willis, County Manager, reported that the County has received sealed bids for the sale of an HER Power System: Data Power & Air, Hillsborough, responded with a NO BID. Cemco Systems, Inc., Charlotte, submitted a proposal to disconnect the old HDR system, which it currently services, for a cost of $1,250. Cemco has offered to accept the HDR unit in whole, remove it from the County's premises, and concede it as payment in full for the $1,250 amount of the disconnecting cost. Mr. Willis stated that the Purchasing Agent and Computer Services Director believe that this is the best offer the County will receive and that it should be accepted. On motion of Frye, seconded by Petty, the Board unanimously awarded the sale of the HDR Power System to Cemco Systems, Inc. as described above, and that Annette Lineberry be authorized to complete this transaction. Criminal Justice Partnership Advisory Board Mr. Willis advised the Board that they are required by the State to appoint individuals from specific categories to serve on this board. He listed O recommended appointments and requested permission to apply for a $6,000 State grant to pay for a facilitator to work with this board. The grant would require a $2,000 match from the County. 7-11-94 minutes page 4 On motion of Frye, seconded by Comer, the Board unanimously authorized Mr.' Willis to apply for this grant and appointed the following persons to the O Criminal Justice Partnership Advisory Board: Phil Kemp County Commissioner 3 years Garland Yates District Attorney 3 years Sheriff Litchard Hurley Sheriff 3 years Dare Oldham Community Service Coordinator 3 years MiMi Cooper Public Health 3 years Bill Brady Community -Based Corrections Program Petty, the Board unanimously approved Budget Amendment (House Arrest) 3 years Frank Willis County Manager 2 years Chief Paul Shephard Chief of Police 2 years Tim Poole Probation officer 2 years Robert Ferree Mental Health 2 years Judge Russell Walker, Jr. Superior Court Judge 1 year Carol McKenzie Employment & Training 1 year Private Industry Council On motion of Petty, seconded by Frye, the Board unanimously reappointed Kathryn Frazier and Deborah Bowman to three-year terms and appointed Mike Lee to an initial three-year term on the -Private Industry Council. Budeet Amendment - Health On motion of Langley, seconded by Petty, the Board unanimously approved Budget Amendment #1 (ATTACHED), which increases the Health Department budget by $64,151 ($46,151 from the Kate B. Reynolds Charitable Trust and $18,000 from additional Medicaid earnings) for the Maternity Outreach Project. O Budget Amendment - ADM Projects On motion of Langley, seconded by Petty, the Board unanimously approved Budget Amendment #2 (ATTACHED), which increases revenues from the State for ADM Project - Asheboro High School ($150) and ADM Project - Trinity Elementary School ($729,551). Budget Amendment - Timken CDBG Fund On motion of Langley, seconded by Petty, the Board unanimously approved Budget Amendment #3 (ATTACHED), which appropriates $189,181 from Fund Balance for the Timken CDBG Fund. Rezoning Public Hearing At 4:00 p.m. the Board adjourned to a duly advertised public hearing to consider rezoning requests. Hal Johnson, Zoning Administrator, presented the following request: Mitchell Hurley, Troy, is requesting that 4.17 acres on Randall Hurley Road, Union Township, be rezoned from RA to RM/CU to develop a 4 -space mobile home park. The Planning Board unanimously recommended denial of this request as inconsistent with land use patterns. Comments on Request Rhonda Callicutt, 6696 Randal Hurley Road, opposed this request, stating O that there is lack of control over renters and that this is a very old, quiet community that does not need a mobile home park. 7-11-94 minutes page 5 s Rachel Callicutt and Onnie Callicutt, both of Randal Hurley Road, similarly O opposed this request. The public hearing was closed. Board Action on Request On motion of Frye, seconded by Petty, the Board unanimously denied the request of Mitchell Hurley. Voting Delegate for NCACC Annual Conference On motion of Langley, seconded by Petty, the Board unanimously appointed Commissioner Frye voting delegate and Commissioner Comer alternate delegate for the NCACC annual conference in August. O Adjournment There being no further business, the K hi an Darrell Frye '(ar�ha Comer 5 Floyd Langley Alice D. Dawson, Clerk to the Board O O O �OpNTr. Ip9r RANDOLPH COUNTY BOARD OF COMMISSIONERS �a Randolph County Office Building ❑ 725 McDowell Road ❑ Post Office Box 4728 �)a 777% a Asheboro, North Carolina 27204-4728 ❑ Telephone: (910) 318-6300 RESOLUTION WHEREAS, the Department of Transportation has investigated Creekridge Drive, Deerhorn Court, Shaw Street, and Woodlane Court in the Oak Hollow West Subdivision; and WHEREAS, the subject street has been found to meet minimum requirements for addition; NOW, THEREFORE, BE IT RESOLVED by the Randolph County Board of Commissioners that Creekridge Drive, Deerhorn Court, Shaw Street and Woodlane Court in the Oak Hollow West Subdivision in Randolph County be added to the State System of Roads. OThis the 11th day of July, 1994. O lL K irman a ph C ty Board of Commissioners CERTIFICATE This is to certify that the foregoing resolution was duly adopted by the Randolph County Board of Commissioners at a meeting held on July 11, 1994. Alice D. Dawson, Clerk Randolph County Board of Commissioners — TOLL FREE NUMBERS — Greensboro Area: 218-4300 / Archdale -Trinity Area: 819-3300 / Liberty Area: 218-4300 t Gpu'1 Y. Ip'1 c RANDOLPH COUNTY BOARD OF COMMISSIONERS o �+ Randolph County Office Building ❑ 725 McDowell Road ❑ Post Office Box 4728 7779 Asheboro, North Carolina 27204-4728 ❑ Telephone: (910) 318-6300 RESOLUTION WHEREAS, the Department of Transportation has investigated Hoffman Street in the Hilldale Park Subdivision with Entrance Onto SR 1844 and 1845; and WHEREAS, the subject street has been recommended for addition under the Old Subdivision Improvement Program; and WHEREAS, the street would be subject to unpaved street maintenance and drainage; NOW, THEREFORE, BE IT RESOLVED by the Randolph County Board of Commissioners that Hoffman Street in the Hilldale Park Subdivision in Randolph County be added to the State System of Roads. This the 11th day of July, 1994. i hair -man Randolph ounty Board of Commissioners CERTIFICATE This is to certify that the foregoing resolution was duly adopted by the Randolph County Board of Commissioners at a meeting held on July 11, 1994. 1 Alice D. Dawson, Clerk Randolph County Board of Commissioners — TOLL FREE NUMBERS — Greensboro Area: 218-4300 / Archdale -Trinity Area: 819-3300 / Liberty Area: 218-4300 O O O RANDOLPH COUNTY BOARD OF COMMISSIONERS Randolph County Office Building ❑ 725 McDowell Road ❑ Post Office Box 4728 - Asheboro, North Carolina 27204-4728 ❑ Telephone: (910) 318-6300 RESOLUTION WHEREAS, the Department of Transportation has investigated Indian Trail in the Keyauwee Forest Subdivision; and WHEREAS, the subject street has been found to meet minimum requirements for addition; NOW, THEREFORE, BE IT RESOLVED by the Randolph County Board of Commissioners that Indian Trail in the Keyauwee Forest Subdivision in Randolph County be added to the State System of Roads. This the 11th day of July, 1994. O Mp" irman y Board of Commissioners O CERTIFICATE This is to certify that the foregoing resolution was duly adopted by the Randolph County Board of Commissioners at a meeting held on July 11, 1994. Alice D. Dawson, Clerk Randolph County Board of Commissioners — TOLL FREE NUMBERS — Greensboro Area: 218-4300 / Archdale -Trinity Area: 819-3300 / Liberty Area: 218-4300 I NUR RANDOLPH COUNTY BOARD OF COMMISSIONERS Randolph County Office Building ❑ 725 McDowell Road ❑ Post Office Box 4728 O Asheboro, North Carolina 27204-4728 ❑ Telephone: (910) 318-6300 RESOLUTION WHEREAS, the Department of Transportation has investigated Horse Mountain Drive in the LaDell Estates Subdivision; and WHEREAS, the subject street has been found to meet minimum requirements for addition; NOW, THEREFORE, BE IT RESOLVED by the Randolph County Board of Commissioners that Horse Mountain Drive in the LaDell Estates Subdivision in Randolph County be added to the State System of Roads. This the 11th day of July, 1994. AolRan airman ph my Bo ardd of Commissioners CERTIFICATE This is to certify that the foregoing resolution was duly adopted by the Randolph County Board of Commissioners at a meeting held on July 11, 1994. Alice D. Dawson, Clerk Randolph County Board of Commissioners O — TOLL FREE NUMBERS — Greensboro Area: 218-4300 / Archdale -Trinity Area: 819-3300 / Liberty Area: 218-4300 rt ef+r RANDOLPH COUNTY ADMINISTRATION DEPARTMENT Randolph County Office Building ❑ 725 McDowell Road ❑ P. O. Box 4728 Asheboro, North Carolina 2 72 04-472 8 ❑ County Manager: (910) 318-6300 RESOLUTION WHEREAS, the Department of Transportation has investigated Colonial Street in the Briarcliff Subdivision; and WHEREAS, the subject street has been found to meet minimum requirements for addition; NOW, THEREFORE, BE IT RESOLVED by the Randolph County Board of Commissioners that Colonial Street in the Briarcliff Subdivision in Randolph County be added to the State System of Roads. This the 11th day of July, 1994. O A m airman 1ph my Board of Commissioners O CERTIFICATE This is to certify that the foregoing resolution was duly adopted by the Randolph County Board of Commissioners at a meeting held on July 11, 1994. Finance: 318-6611 ❑ Personnel: 318-6600 O Purchasing: 318-6304 Greensboro Area: 218-4300 ❑ Archdale -High Point -Trinity Area: 819-3300 O Liberty Area: 218-4300 11 Alice D. Dawson, Clerk Randolph County Board of Commissioners Finance: 318-6611 ❑ Personnel: 318-6600 O Purchasing: 318-6304 Greensboro Area: 218-4300 ❑ Archdale -High Point -Trinity Area: 819-3300 O Liberty Area: 218-4300 11 la NORTH CAROLINA ) RANDOLPH COUNTY ) CHARGE TO TAX COLLECTOR To the Tax Collector of the County of Randolph: You are hereby authorized, empowered and commanded to collect the taxes set forth in the tax records filed in the office of the Tax Supervisor and in the tax receipts delivered to you, in the amounts and from the taxpayers likewise therein set forth. Such taxes are hereby declared to be a first lien upon all real property of the respective taxpayers in the County of Randolph and this order shall be a full and sufficient authority to direct, require, and enable you to levy on and sell any real and personal property of such taxpayers, for and on account thereof, in accordance with law. Witness my hand and official seal, this 11th day of July, 1994. Au irman and 1ph C ty Board of Commissioners O O O RANDOLPH COUNTY BOARD. OF COMMISSIONERS Randolph County Office Building ❑ 725 McDowell Road ❑ Post Office Box 4728 Asheboro, North Carolina 27204-4728 ❑ Telephone: (910) 318-6300 POLICY ORDER OF SUCCESSION (Exercise of Administrative Decisions During County Manager's Absence) In case of absence or incapacity of the County Manager and in the absence of contrary direction from the Chairman or majority of the Board of Commissioners, those named below in order of succession are hereby authorized to make all decisions of an administrative nature which are normally made by the County Manager, including decisions involving expenditures of budgeted funds if the proper conduct of County business or an existing emergency warrants a decision to be made prior to the Manager's return. In reaching such decisions, the successor shall be guided by what is known to be Board policy, County Manager policy, and customary practice. OIn cases of civil disturbance or natural disaster, the successor shall make every effort to notify the Manager, the Chairman, and/or members of the Board of Commissioners for guidance and direction. ME The order of succession is: 1. Alice Dawson, Assistant to the Manager/Clerk to the Board 2. Jane Leonard, Deputy Finance Officer 3. Hal Johnson, Planning & Zoning Director This document is to be filed with the Randolph County Clerk to the Board of Commissioners. Adopted this 11th day of July, 1994. 6A/ em irman Ran olph C my Board of Commissioners — TOLL FREE NUMBERS — 13 J.5 011 North Carolina Department'of Cultural Resources James B. Hunt, Jr., Governor Division of Archives and History Betty Ray McCain, Secretary William S. Price, Jr., Director March 21, 1994 Dear Register of Deeds: Enclosed is the latest revision of the records retention and disposition schedule for the county Register of Deeds. This schedule replaces the schedule dated July 1, 1982. Any destruction of public records should be carried out under the guidance of this new. schedule. Because of severe budget restrictions, only a limited number of copies were printed. We ask that each office feel free to reproduce. as many copies as may be needed. This Y= schedule is to remain in effect until superseded. Would you please, as custodian of your records, sign the signature sheet on page ii and also -obtain the signature of the Chairman, Board of County Commissioners. After signatures are completed please mail the original or photocopy of the signed signature sheet to us and then follow the procedure of item La (2) on page v. CP We hope this updated schedule enables your records management program to continue to work more productively and efficiently. If there are any questions regarding this schedule, please feel free to contact one of our county analysts at (919) 733-3540. DavidT Olson State Records Administrator Archives and Records Section Division of Archives and History Enclosure _..-....._..____---r� Murray�rker, Jr. Head, Local Records Unit Records Services Branch Division of Archives and History 109 East Jones Street • Raleigh, North Carolina 27601-2807 OUR RECORDS RETENTION AND DISPOSITION SCHEDULE REGISTER OF DEEDS O O North Carolina Department of Cultural Resources Division of Archives and History O Records Services Branch November 1, 1993 ORecords Retention and Disposition Schedule The records retention and disposition schedule and retention periods governing the records series listed herein are hereby approved. In accordance with the provisions of Chapters 121 and 132 of the General Statutes of North Carolina it is agreed that the records of each REGISTER OF DEEDS do not and will not have further use or value for official business after the respective retention periods specified herein. The N. C. Department of Cultural Resources consents to the destruction or other disposition of these records in accordance with the retention and disposition instructions specified in this schedule and the REGISTER OF DEEDS agrees to the provisions of this schedule as stated and endorses its use. This schedule is Oto remain in effect from the date of approval until it is reviewed and updated. APPROVAL RECOMMENDED William S. Price, Jr., Di for Register of Deeds Division of Archives and History APPROVED Betty Ray Cain, S$ retary OChairman, B County Commissioners Department of Cultural Resources November 1, 1993 ii 17 ABOUT THIS PUBLIC RECORDS SCHEDULE O This schedule identifies and provides approved disposition instructions for many records that have been identified as being produced and maintained in county administrative offices. These records are defined under Chapter 132 of the General Statutes of North Carolina as "public records." Chapter 121-5 mandates that these public records may be disposed of only in accordance with an official records retention schedule. Such schedules are written by the Department of Cultural Resources in cooperation with the agency or governing body, and include the official approval of these bodies, as required by law, for records disposition actions. WHAT THE SCHEDULE IS. This records retention and disposition schedule supersedes and replaces a similar schedule for Register of Deeds offices issued in 1982, which in turn superseded The County Records Manual published in 1970. The schedule contains a listing and brief description of the records maintained in the Registers of Deeds offices and identifies the minimum period of time each record series shall be retained. In effect, the schedule provides a comprehensive records disposition plan which, when followed, ensures that you are in compliance with G.S. 121 and 132. All provisions of this schedule remain in effect until the schedule is officially amended. Errors and omissions do not invalidate this schedule or render it obsolete. As long as the schedule remains in effect, destruction or disposal of records in accordance with its provisions shall be deemed to meet the provisions of G. S. 121-5(b) and be evidence of compliance of the law. However, in the event that a legal requirement, statute, local ordinance, or federal program requires that a record be kept longer than specified in this schedule, the longer retention period shall be applied. All O questions concerning the legal requirement for retaining a record should be referred to the county attorney. PUBLIC RECORDS DEFINED. Chapter 132-1 of the General Statutes of North Carolina states: "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 transaction of public business by any agency of North Carolina government or its subdivisions. Agency of North Carolina govemment 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. NOT ALL PUBLIC RECORDS ARE OPEN TO THE PUBLIC. Public records belong to the people. However, not all official public records are open to the public. Many records are protected from general access or casual reference by "need to know" restrictions, by federal or state laws, or by legal precedent and can be seen only by court order. Therefore, even though G. S. 132-6 and 132-9 provide for public O accessibility to most records, certain records should be considered confidential in order to protect the privacy rights of agency personnel and the public. It is the responsibility of each records custodian to be familiar with G. S. 126-22/29, agency policy, and all other pertinent state and federal legislation and regulations in order to ensure the proper 11'C O protection of restricted information." If in doubt; consult the Division of Archives and History or your county attorney. DATA PROCESSING AND OTHER MACHINE READABLE RECORDS. Many paper records are being eliminated when the information they provide has been placed on magnetic tapes, disks, or other data processing media. In these cases, the information on the data processing medium should be treated for the length of time specified in this schedule. For more information on the retention and disposition of records in machine readable form, see Standard -7 of this schedule. CHANGING THE SCHEDULE. You may request an addition, deletion, or retention period change by completing and sending form RC -3C (copy included on p. 32) to the Division of Archives and History. See the instructions on the form for more information. EARLY DISPOSAL OR DISPOSAL OF UNSCHEDULED RECORDS. Custodians desiring to dispose of records earlier than specified in this schedule or to dispose of records not listed in the schedule may use form RC -4C (copy included on p. 33) to obtain the concurrence of the Department of Cultural Resources. PERMANENT RECORDS. Records scheduled for permanent preservation, even after being microfilmed, may not be destroyed without specific written permission of the Department of Cultural Resources. PROTECTING PUBLIC RECORDS. Public record O should remain in the care of the government agency collected in the course of public business and then be specified in this records schedule. O iv s are public property. They where they were created or disposed of only when and as DESTRUCTION OF PUBLIC RECORDS O 1. AUTHORIZED PROCEDURES. One of the following procedures shall be followed when it is desired to destroy public records. a. Records listed in this schedule, or added later by amendment, may be destroyed after the specified retention periods without further approval of the Department of Cultural Resources or the governing body providing: (1) the governing body has authorized the records listed herein for destruction to be destroyed by blanket approval of this retention - disposition schedule. (2) the governing body has entered this approval along with a copy of the schedule in the governing board minutes, or as an attachment to the minutes. (3) the Chairman of the Board of Commissioners has indicated the governing body's approval by signing the agreement sheet of this schedule. (4) the Secretary, Department of Cultural Resources has certified that such records in the retention -disposition schedule have no O further use or value for research or reference by signing the same agreement sheet of this schedule. Records listed in this schedule, or added later by amendment, may be destroyed after the specified retention periods without further reference to the Secretary, Department of Cultural Resources; however, if the governing body, for some reason, declines blanket approval of the retention -disposition schedule or fails to enter their approval and a copy of the schedule in governing board minutes; then the authorization of the governing body must be obtained each time records are destroyed. The certification and authorization must be entered each time in the governing minutes. C. One-time destruction of an accumulation of an unscheduled or a discontinued record series should be referred to the Department of Cultural Resources and the governing body for authorization. 2. DESTRUCTION OF ORIGINAL RECORDS THAT HAVE BEEN DUPLICATED. Original records that have been duplicated on microfilm, microfiche, data processing or word processing equipment, or other form may be destroyed prior to the retention period specified in the records schedule without further approval from the Department of Cultural Resources, provided the following conditions are met: a. The duplicate copy of the information contained in the original record is O maintained for the specified time. b. The original record has not been scheduled for permanent preservation. C. The governing body has agreed to the destruction of the original records Oand the destruction is recorded in a permanent record. 3. DESTRUCTION OF DATA PROCESSING RECORDS. Computer printouts and other data processing input/output may be destroyed without specific authorization and recording, provided the following conditions apply: a. The information is maintained on magnetic media (e.g. magnetic tape, diskettes, etc.) and the media is schedules in a records retention and disposition schedule. b. The output copy is not specifically listed and scheduled in this records retention and disposition schedule. For more information on the retention and disposition of records in machine readable form, see Standard -4 (p. 13) of this schedule. METHODS OF DESTRUCTION. Local government records provide documentation of the actions and processes of government at its most direct level. These records should remain in the custody and control of the agency that created them or received them pursuant to law until such time as they are eligible for disposition. Public records scheduled for destruction should be destroyed by burning, shredding, pulping, or burying under dirt at a landfill. 5. DISPOSITION OF RECORDS NOT AUTHORIZED FOR DESTRUCTION BY THIS SCHEDULE. Custodians with records not authorized for destruction O or other disposition by this schedule may dispose of these records by following one of the procedures listed below. a. Address correspondence using Form RC -4C (copy included on p. 33) to the address indicated on the form. O Custodians with records no longer in current use which are identified as permanent and not authorized for destruction by this schedule, or with paper records that have been microfilmed, are authorized and empowered to turnoversuch records to the Department of Cultural Resources. The Department of Cultural Resources is authorized, at its discretion, to accept custody of these records. providing they have adequate space and staff in the state archives. A written offer of the records should be made to the Assistant records Administrator, Records Services Branch, 109 E. Jones Street, Raleigh, North Carolina 27601- 2807. Vi NIA RECORDS MANAGEMENT WORKSHOPS O TECHNICAL AND PROFESSIONAL TRAINING. Staff training helps to make a good agency records management program better. The records management workshops listed below are available to all governmental agencies and can be presented at your office or at periodic intervals in the State Records Center Building in Raleigh. At least 15 people should be scheduled to attend before an agency outside of the Raleigh area requests a workshop be held on their premises. Agencies that cannot meet this requirement may contact Records Services at 109 E. Jones Street, Raleigh, NC 27601-2807 or telephone (919) 733-3540 to reserve spaces in workshops conducted in Raleigh. Workshops conducted in Raleigh are limited to a total of 20 persons. Our workshops are free but we ask that agencies reimburse the Division of Archives and History with the current cost per mile and, if overnight travel is required, the current cost of per diem rates. MICROGRAPHICS AND GOVERNMENT RECORDS. This workshop presents the various microforms available in the industry today; micrographic principles, technology and production, state technical standards and procedures to ensure the legal admissibility of microforms, and micrographic systems and equipment. Also included are a basic introduction to micrographics, the advantages and limitations of microfilm, quality controls, suggested specifications for vendor services, state technical standards for in-house O operations or micrographic services provided by vendors, and choosing and implementing a micrographic system. Normally, this workshop is conducted in the State Records Center building in Raleigh. The workshop is shortened for presentation outside of our classroom. This course is designed for state, county, and municipal government agencies with existing in-house systems, for microfilm operators and supervisors who perform or supervise source document microfilming and for those who are interested in developing or maintaining micrographic systems and who need to know the overall -picture. The Raleigh workshop includes equipment demonstrations and operator maintenance tips to keep a microfilm system operating with a minimum of equipment failures. RECORDS DISPOSITION. This workshop presents the management methods and procedures for controlling the active and inactive records in state, county, and municipal government offices through the use of records retention and disposition schedules. Included are pertinent laws, the identification of record and non -record documents and materials, protecting essential records, determining historical and other record values, disposition procedures, and the relationship of disposition with other records management activities. This course is designed for all management, staff, and clerical levels in county, municipal, and state government agencies engaged in controlling the growth of paperwork. O Vii NOV,, a3. O EFFECTIVE WRITING. This eVoi-kshop presents a common-sense approach for writing. letters and memorandums that are easy to read and understand. It is not a course in grammar but a combination of do's and don'ts, examples, and classroom exercises in writing. The workshop includes the use of shortness, simplicity, strength, and sincerity to produce clear, plain, sensitive, and informative letters. This course is designed for managers, upper level staff, and supervisors of programs or activities in which corresponding and reviewing the correspondence prepared by others is part of the workload. The workshop may also be used to prepare agency members to instruct others in their agency in effective, simple, letter -writing techniques. O FILES AND FILING. This workshop presents the step-by-step procedures for organizing and maintaining subject files in an efficient, easy to use system. The workshop includes the following: ordering and using the correct supplies, organizing files by the function they perform, color coding files to increase retrieval speed and reduce misfiles, a single point reference system with everything about a particular case, subject, person or location in one folder (case filing); eliminating the "General" and "Miscellaneous" files, and generally creating a filing system in which anyone can find a folder even if the files technician or secretary is out of the office. This course is designed for personnel who perform or supervise filing operations, or the secretary looking for something better than a straight alphabetical filing system. V111 tm MICROFILM ADVANTAGES. Microfilm is an economical and practical means of preserving a security copy of essential records, and it is used increasingly by government agencies to eliminate the problem of excess paper. LEGAL AUTHORITY AND ACCEPTANCE. Legal authority for microfilming county records is contained in G.S. 153A-436. This statute provides that the method of reproduction must give legible and permanent copies and that the reproduction of the public records must be kept in a fire-resistant file, vault, or similar container. G.S. 8-45.1 and 153A-436 provide that microfilm copies of public records shall be admissible as evidence in the courts and administrative agencies of the state. To ensure uniformity and legal acceptability in microfilmed records, certain forms, targets, and procedures should be used when microfilming public records. The Division of Archives and History has published Micrographics: Technical and Legal Procedures to aid state, county, and municipal agencies in producing good quality microfilm which meets all legal requirements. O TECHNICAL STANDARDS. Certain technical standards must be met to assure quality microforms that are readily reproducible and, where necessary, capable of permanent O preservation. There are four basic groups of standards that establish criteria for microfilm to be of archival or permanent quality: the standards for the manufacture of raw film; the standards affecting the method of filming in order to produce good overall results; the standards involved in processing (developing) microfilm; and the standards for the storage of processed microfilm. These standards are listed and explained in the Division of Archives and History's publication, Micrographics: Technical and Legal Procedures. SERVICES AVAILABLE. The Division of Archives and History offers free microfilming - budget permitting - of minutes and other selected permanent records. An appointmentto microfilm the records is necessary and may be obtained by calling (919) 733-3540. The records scheduled to be microfilmed must be brought to Raleigh for filming. The silver original reel will be stored for security in the State Archives' environmentally controlled vault. Duplicate reels for office use may be obtained as use copies from the Records Services Branch. Micrographic feasibility studies are provided, on request, to help agencies determine the most cost effective micrographic system to meet their particular needs. Evaluations of existing micrographic applications are performed to ensure that microfilm meets the state technical standards and is of archival quality. Agencies microfilming their own records should send the silver (camera) film to the Division of Archives and History to be stored in the vault. The duplicate film can be used in the office as the working copy. M O ODISASTER ASSISTANCE IS AVAILABLE Throughout our state's history, county and municipal records have been vulnerable to man- made and natural disasters. Even with modem facilities and improved security and protective measures, public records still are susceptible to fire and water damage, and several disasters involving public records have occurred in other states during recent years. The most common form of disaster has been a fire (usually at night or during a weekend). In these instances, valuable and often irreplaceable records that escaped the flames were ruined by water and mud resulting from firefighting. In most cases, records that were irreparably damaged could have been saved if state and local officials had known what to do with damaged records and had acted promptly. In order to help state, county and municipal agencies cope with fires, floods, and other disasters involving records, the North Carolina Division of Archives and History has formed a Disaster Preparedness Team. Upon request, members of this team will advise local officials in the retrieval of damaged records. When possible, they will also provide further assistance upon request. What should you do when a disaster occurs? The first and most important step to take is to notify the Division of Archives and History at (919) 733-3952 immediately. [During nights or weekends, call (919) 828-7813 or (919) 469-8176.] Next secure the area containing the damaged records as soon as possible. Don't let anyone but firefights or other safety personnel O into the area. Next, ventilate the area as much as possible. This will delay the growth of mold and make the salvage and restoration of records easier. Finally, and most important - DON'T LET ANYONE REMOVE OR ATTEMPT TO CLEAN RECORDS. Damaged records are fragile and attempts to move or clean them may cause unnecessary destruction. Trained personnel normally will be on the scene within hours, and they will direct recovery of the damaged records. O M STANDARD -1. ADMINISTRATION AND MANAGEMENT RECORDS. Official records pertaining to the authority, operating philosophy, purposes, methods, and primary functions of the office of the Register of Deeds. 1. AGENDAS FILE. Agendas used for meetings. DISPOSITION INSTRUCTIONS: Destroy in office after 1 year. 2. ASSOCIATIONS AND COMMITTEES FILE. Records concerning various associations and committees. File may include correspondence, listing of members, newsletters, and other related material. DISPOSITION INSTRUCTIONS: Destroy in office after 2 years. 3. BLUEPRINTS FILE. Blueprints for county social services buildings and facilities. File may include specifications concerning plumbing, electrical, and constructional design. DISPOSITION INSTRUCTIONS: Retain for life of structure. 4. BULLETINS FILE. Routine administrative notices issued by authorized agency officials. DISPOSITION INSTRUCTIONS: Destroy in office after 1 year. 5. CONFERENCES AND WORKSHOPS FILE. Records concerning conferences and workshops O conducted by or attended by county employees. File may include correspondence, agendas, programs, reports, training materials, handouts, reservations, critiques, questionnaires, and other related records. DISPOSITION INSTRUCTIONS: Destroy in office after 2 years. 6. CORRESPONDENCE/MEMORANDUMS FILE. Administrative and management correspondence/memorandums written and/or received by office. DISPOSITION INSTRUCTIONS: a. Transfer correspondence with obvious historical value after 3 years to the Histories File (item 14). b. Destroy remaining records after 3 years. 7. DIRECTIVES FILE. Official policy statements and directives concerning or affecting office. DISPOSITION INSTRUCTIONS: a. Retain one copy in office permanently. b. Destroy remaining records after 3 years. O 1 a7 O 8. DONATIONS AND SOLICITATIONS FILE. Documents concerning donations and solicitations made. by office personnel. DISPOSITION INSTRUCTIONS: Destroy in office after 1 year. 9. EMERGENCY MANAGEMENT FILE. Documents concerning preparations for disasters and emergency management operations. File may include plans and records documenting the role office personnel should play in disaster situations. Destroy in office when superseded or obsolete. 10. EVACUATION PLANS FILE. Documents concerning emergency plans for evacuation of building(s). DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete. 11. FIRE AND SAFETY FILE. Documents concerning office safety measures. DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete. �\ 12. GOALS AND OBJECTIVES FILE. Office goals and objectives. DISPOSITION INSTRUCTIONS: a. Transfer records with obvious historical value after 3 years to the Histories File (item 14). b. Destroy remaining records after 3 years. 13. GRANTS PROPOSALS FILE. Proposals submitted for grants. File may include applications, correspondence,-ancFother related records. DISPOSITION INSTRUCTIONS: a. If approved, transfer to Grants File (item 14) immediately. b. If rejected or withdrawn, destroy in office when reference value ends. 14. HISTORIES FILE. Documents concerning the history of the organization and its employees. DISPOSITION INSTRUCTIONS: Retain in office permanently. 15. INDEX FILE. Listings of where specific information can be found. ODISPOSITION INSTRUCTIONS: Destroy in office when reference value ends. F 16. MANAGEMENT STUDIES FILE. Internal studies conducted by administrators. O DISPOSITION INSTRUCTIONS: a. Transfer studies with obvious historical value after 3 years to the Histories File (item 14). b. Destroy remaining records after 3 years. 17. MINUTES FILE. Official copies of minutes of committees, commissioners, boards, etc. DISPOSITION INSTRUCTIONS: a. Transfer all unmicrofilmed signed minutes to the State Records Center to be microfilmed for security and returned. b. Transfer official signed photocopies of future minutes after each meeting to the State Records Center. c. Retain original minutes in office permanently. 18. ORGANIZATION CHARTS FILE. Charts indicating administrative lines of responsibility. DISPOSITION INSTRUCTIONS: 0 a. Transfer official copy to Histories File (item 14) when superseded or obsolete. b. Destroy all other copies in office when superseded. 19. PLANNING AND DEVELOPMENT FILE. Data concerning the planning and development of special projects and programs. DISPOSITION INSTRUCTIONS: a. Transfer records with obvious historical value to Histories File (item 14) when administrative value ends. b. Destroy remaining records in office when administrative value ends. 20. POLICIES AND PROCEDURES FILE. Policies and procedures. a. Retain one (official) copy of county initiated policies and procedures in office permanently. b. Destroy reference copies and copies of policies and procedures initiated by outside O agencies 1 year after superseded or obsolete. 3 O 21. PROTECT FILE. Correspondence, drafts, proposals, and other materials related to active or proposed projects. DISPOSITION INSTRUCTIONS: Destroy in office 1 year after project ends. 22. REFERENCE FILE. Reference information concerning subjects pertinent to or of interest to office. DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends. O O 23. REPORTS FILE. Various administrative reports submitted to or produced by office. File may include biennial, annual, monthly, periodic, quarterly, and routine reports. a. Retain 1 copy of biennial and annual reports in office permanently. b. Destroy in office all other reports after 3 years. 24. RESEARCH AND STUDIES FILE. External research and study data concerning office programs. File may include publications, brochures, and other related records. Destroy in office when reference value ends. 25. STATE AND/OR OTHER COUNTY PROGRAMS FILE. Resource materials, program information, etc. Destroy in office when reference value ends. 4 30 STANDARD -2. BUDGET AND FISCAL RECORDS. Official documentation created and accumulated O incident to the development, operation, managerial control, budgeting, disbursement and collection of, and ' accounting for the office of the Register of Deeds. 1. ANNUAL BUDGET FILE. Recordsdocumenting the budget process for the completed fiscal year. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years or when released from all audits, whichever occurs later. 2. AUDIT REPORTS FILE. Annual statement of agency's financial activities within the year. DISPOSITION INSTRUCTIONS: a. Retain 1 copy of each audit in office permanently. b. Destroy in office other copies when reference value ends. 3. AUTHORIZATION FORMS FILE. Authorization to purchase materials. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years or when released from all audits, whichever occurs later. 4. BANK STATEMENTS CANCELLED CHECKS, DEPOSIT SLIPS, AND RECONCILIATIONS O FILE. Daily transactions of all accounts of funds by bank, DISPOSITION INSTRUCTIONS: Destroy in office after 3 years or when released from all audits, whichever occurs later. 5. BIDS FILE. Request for cost quotations for equipment, supplies, or services. (File is used in purchasing contract items or services for which the cost must be known before purchase orders are - issued.) DISPOSITION INSTRUCTIONS: Destroy in office after 3 years if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated destroy in office after completion of action and resolution of issues involved. 6. BILLING/CLAIMS FILE. Information concerning the billings and claims for services rendered. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years or when released from all audits, whichever occurs later. 7. CASH RECEIPTS FILE. Records of cash receipts by agency. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years or when released from all O audits, whichever occurs later. 5 31 O 8, CREDIT CARD USE FILE. Receipts concerning the use and possession of credit cards issued to office. employees. DISPOSITION INSTRUCTIONS: Destroy in office when released from all audits. 9. CONTRACT BUDGET AND EXPENDITURE REPORTS FILE. Reports concerning county budget transactions. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years or when released from all audits, whichever occurs later. 10. CUSTODIAL ACCOUNTS FILE. Records pertaining to fiscal accounts of clients under foster or other custodial care. Destroy in office after 3 years or when released from all audits, whichever occurs later. 12. EARNINGS FUM Information detailing earnings of employees. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years or when released from all audits, whichever occurs later. 13. FACULITY SERVICE AND MAINTENANCE AGREEMENTS FILE. Documents supporting cost of } space, amortization schedules, and other related records. DISPOSITION INSTRUCTIONS: 1) Destroy depreciation schedules 3 years after asset is fully depreciated or disposed. 2) Destroy in office remaining records after 3 years or when released from all audits, whichever occurs later. 14. FISCAL CORRESPONDENCE FILE. Correspondence concerning changes in budget codes, budgets, transfer of funds, request for additional or revised allotments, and other related material. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years or when released from all audits, whichever occurs later. 15. ' FINANCIAL JOURNALS AND LEDGERS FILE. Records used for posting specific types of transactions as they occur each business day. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years or when released from all Oaudits, whichever occurs later. ■ 3a 16. 17 18. 19. 20. 21. 22. W 24. INCREMENTS FILE. Information concerning incremental increases in an employee's salary. DISPOSITION INSTRUCTIONS: Destroy in office when released from all audits. INSURANCE FILE. Information concerning insurance coverage for each employee and family. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved. INSURANCE DEDUCTION FILE. Records concerning insurance deductions from each employee's salary. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years or when released from all audits, whichever occurs later. INTERNAL REVENUE SERVICE (IRS) TAX FORMS FILE. Completed IRS tax forms for agency and employees. DISPOSITION INSTRUCTIONS: Destroy in office after 4 years. INVOICES FII.E. Invoices for purchased material or services. DISPOSITION INSTRUCTIONS: Destroy in office when released from all audits. LOCAL GOVERNMENT COMMISSION FINANCIAL STATEMENTS FILE. Copies of fiscal reports forwarded to the Local Government Commission in compliance with G.S. 159-33 and 159-33.1. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years. Reports listing the salary retirement deductions of employees. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years. MONTHLY BUDGET REPORTS FILE. Monthly budget reports and related records. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years or when released from all audits, whichever occurs later. PAID ADMINISTRATIVE AND ASSISTANT CHECKS PAID BILLSIVOUCBERS FILE. Documentation of individual account transactions. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years or when released from all audits, whichever occurs later. 7 _ O O O Alw.. 35 O 25, PAYROLL FELE. Information conceming salaries paid to permanent and temporary employees. DISPOSITION INSTRUCTIONS: a. Transfer administrative data documenting personnel actions to appropriate individual personnel files when action is approved. b. Destroy in office remaining records after 3 years or when released from all audits, whichever occurs later. 26. PAYROLL DEDUCTIONS FILE. Information detailing deductions from each employee's salary. File concerns deductions for insurance, parking, and other obligations. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years or when released from all audits, whichever occurs later. 27. PRICE OUOTATIONS FILE. Documents listing cost of goods and services. Destroy in office when superseded or obsolete. 28. PROCUREMENTS AND PURCHASING FILE. Records concerning procurements and purchases for the office. File may include purchase orders and requests, correspondence, shipping information, and Oother related records. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years or when released from all audits, whichever occurs later. O 29. PURCHASE ORDERS FELE. Information concerning purchases for which the transactions have been completed or are in the process of being completed. File may include purchase orders and invoices. DISPOSITION INSTRUCTIONS, Destroy in office when released from all audits. 30. RETIREMENT FELE. Records concerning retirement deductions, anticipated benefits, interest accrued, and other related information. Destroy in office after 3 years or when released from all audits, whichever occurs later. 31. SALES TAX FELE. Information concerning the collection of sales and use taxes from various sources in an agency. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years or when released from all audits, whichever occurs later. I;3 31/ 32. SOCIAL SECURITY FILE. Records concerning social security deductions from each employee's salary. O DISPOSITION INSTRUCTIONS: Destroy in office after 3 years or when released from all audits, whichever occurs later. 33. TELEPHONE LOGS (BILLINGS) FII E. Logs used to record telephone calls, charges and costs. DISPOSITION INSTRUCTIONS: Destroy in office when released from all audits. 34. TRAVEL REMBURSEMENTS FILE. Requests for reimbursement for travel and related expenses. DISPOSITION INSTRUCTIONS: Destroy in office when released from all audits. 35. TRAVEL REQUESTS FILE. Requests for travel authorization. File includes travel authorization and related correspondence. DISPOSMON INSTRUCTIONS: Destroy in office after 1 year. 36. VEHICLE MAINTENANCE FILE. Records concerning the use and maintenance of agency vehicles. DISPOSITION INSTRUCTIONS: Destroy in office when released from all audits. O 37. WITHHOLDING TAX FELE. Information detailing payroll withholding exemptions (state and federal) for each employee. DISPOSITION INSTRUCTIONS: a. Transfer official copies when action is taken to appropriate individual personnel file. b. Destroy in office after 3 years or when released from all audits, whichever occurs later. O 9 35 - STANDARD -3 5' STANDARD-3 LEGAL RECORDS. Official law and legal documentation created or accumulated to substantiate the rights, obligations, or interests of the office of the Register of Deeds or an individual employee. 1. CIVIL. RIGHTS FILE. Data concerning each civil rights case opened under Section 1983 of the Civil Rights Act. Each case file includes petitions, writs, judgments, transcripts, and other documents relating to the case. DISPOSITION INSTRUCTIONS: a) Retain permanently in office all legal records, including court petitions, courts orders, etc. b) Destroy remaining records such as working papers after completion of action and resolutions of issues involved. 2. COMPLAINTS (DISCREWNATION) FILE. Data concerning formal discrimination complaints and allegations filed against agency. DISPOSITION INSTRUCTIONS: Destroy in office after 1 year if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved. O3. CONTRACTS/AGREEMENTS FOR CONSTRUCTION. EQUIPMENT. AND SUPPLIES FILE. Contracts and agreements, with supporting documents, entered into by agency. O DISPOSITION INSTRUCTIONS: Destroy in office 3 years after termination or expiration if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved. 4. CONTRACTS/AGREEMENTS FOR PURCHASE OF SERVICES, SPECIAL PROGRAMS, AND PROTECTS FILE. Contracts. and agreements, with supporting documents, entered into by agency. DISPOSITION INSTRUCTIONS: Destroy in office 3 years after termination or expiration if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved. 5. EQUAL EMPLOYMENT OPPORTUNITY COMMISSION (EEOC) FILE. Documentation of agency's compliance with federal EEOC regulations. Information in file does not relate to specific legal case files. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years. 10 3( 6. INSURANCE POLICIES FILE. Insurance policies entered into by agency. O DISPOSITION INSTRUCTIONS: Destroy in office 3 years after termination or expiration if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved. LEASES FILE. Leases, with supporting documents, entered into by agency DISPOSITION INSTRUCTIONS: Destroy in office 3 years after termination or expiration if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved. 8. LITIGATION FILE. Records involving litigation in which agency is party. File includes legal opinions and briefs, correspondence, affidavits, photographs, medical reports, records of appeals, information regarding court, legal documents, and other related records used in preparing proceedings. (Portions of file may be considered confidential.) DISPOSITION INSTRUCTIONS: a) Retain official copy in office permanently. b) Destroy reference or duplicate copies 3 years after case is closed. O 9. OATHS OF OFFICE FILE. Oaths of office taken by agency officials. DISPOSITION INSTRUCTIONS: a) Transfer official copy to Clerk of Court immediately. b) Destroy in office reference copies 3 years after official termination. 10. ORDINANCES FILE. Reference copies of ordinances adopted by the Board of County Commissioners. DISPOSITION INSTRUCTIONS: Destroy in office 1 year after termination of ordinances. 11. OWNERSHIP RECORDS (DEEDS TITLES) FILE. Deeds and titles for land that have been acquired by the county. DISPOSITION INSTRUCTIONS: Retain in office permanently. 12. VEHICLE TITLES FILE. Titles of state-owned vehicles used by agency. DISPOSITION INSTRUCTIONS: Dispose of in accordance with instructions by State Property O Office upon disposition of vehicle. O 14. WARRANTIES FILE. Warranties that accompany equipment or commodities purchased by agency. DISPOSITION INSTRUCTIONS: Destroy in office upon expiration of warranty. O O 15. WORKERS' COMPENSATION LITIGATION FILE. Records concerning workers' compensation litigation. File includes accident reports, medical reports, affidavits, medical bills, photographs, legal briefs, case records, legal opinions, appeals and other related records. (Portions of file may he considered confidential in accordance with G.S. 97-24.) DISPOSITION INSTRUCTIONS: a. Transfer official copy to Industrial Commission when claim is filed. b. Destroy in office remaining records 1 year after claim is closed. 12 V 6 STANDARD -4. MACHINE READABLE RECORDS. This standard applies to any electronic data processing, information processing, word processing, or other maacbone readable records in the physical and legal custody of office --- O the oce of the Register of Deeds. Such records may exist on mainframe computer systems, supermini and minicomputer systems, microcomputers linked in a local area network, or individual personal computers (PCs). This schedule applies to public records only and does not apply to non -record materials (working drafts and convenience copies, for example). If there is any question concerning the public status of machine readable records that a Register of Deeds wishes to destroy or erase, he/she should seek the advice of legal counsel and the NC Division of Archives and History. This standard is unique in that it identifies records by format. If a record exists only in machine readable form the records custodian is advised to check the other sections of this schedule to see if the record under consideration is listed under a functional heading. If the record is listed in another section of this schedule, follow the minimum retention period listed to determine when the record may be deleted, erased, or destroyed. If the record is not listed in another section of this schedule, follow the disposition instructions listed below for machine readable records. In many cases the same or similar official public records will exist in both machine readable and hard copy form. in this situation, the disposition instructions included here should be used in coniunction with disposition instructions included elsewhere in this schedule. For example, if payroll information is kept in both machine readable and hard copy format, first determine which format constitutes the official public record (it may be determined that both formats are official or that the paper copy is a duplicate working copy, or that the computer record is the duplicate working copy.) Once it has been determined which format constitutes the official public record, follow the general instructions below which apply to the handling of computer records and the specific instructions for payroll records included in Standard -2, Budget and Fiscal Records. Whatever the format, when a specific retention period for a particular record series is included within a section of this schedule the record series must be retained for that time. O 1. MASTER FILES. Official copies of original electronic data processing, information processing, and word processing public records, produced by various computer systems applications by the office of Register of Deeds. Master files may be housed on magnetic tapes, magnetic disks, floppy diskettes or optical disk. DISPOSITION INSTRUCTIONS: a. Duplicate copies may be erased/destroyed at the discretion of the agency. Back-up by copying all official master files containing public records and store the copy at a secure, protected, off-site location. Public records custodians should update these back-up files periodically by erasing and/or exchanging the tapes or disks, etc., as necessary. C. Erase electronic mail public records when agency need ends except those which specifically concern an agency's policies, procedures, directives, regulations, rules, and other information that might provide the public with evidence of the organization, functions, and accomplishments of the agency. Print to hard copy records which fit this description and follow the disposition instructions listed under Standard 1 - Administration and Management Records (p. 1). 13 O 2;q 0d. The erasure or destruction of any other machine readable master file containing public records which is not listed above or by function elsewhere in this schedule is not " authorized by this public records retention and disposition schedule. Public records custodians with unlisted or unscheduled machine readable master files of no further value to the agency should either complete and submit Form RC-MRR-1 (see p. 34) to the Department of Cultural Resources for approval for the erasure/destruction or arrange with the Division of Archives and History to inventory, appraise, and schedule in a jointly approved document all such master files containing public records. 2. PROCESSING FILES. Official and duplicate copies of machine readable processing files used in the preparation of or in conjunction with master files for various computer systems applications operated by local government agencies. DISPOSITION INSTRUCTIONS: a. Duplicate copies may be erased/destroyed at the discretion of the agency. b. Erase and/or update official copies of processing files when the final master file is created, if agency need has ended. The Department of Cultural Resources and the Department of State Auditor recommend that processing files be retained for three (3) cycles [son, father, grandfather]. 3. SYSTEMS DOCUMENTATION. Official and duplicate copies of machine readable records or paper documentation which are used and needed to run master or processing files. O DISPOSITION INSTRUCTIONS: a. Duplicate copies may be erased/destroyed at the discretion of the agency. O b. Erase and/or destroy official copies when agency need ends except systems documentation concerning master files as described in paragraph Id on page 2. Public records custodians should either complete and submit Form RC-MRR-1 to the - Department of Cultural Resources for concurrence in the erasure/destruction or arrange - with the Division of Archives and History to inventory, appraise, and schedule in a jointly approved document all master file documentation. 4. NONRECORD MATERIALS. Machine readable nonrecord materials include preliminary drafts and worksheets, convenience copies, off -the -shelf software, and records that have been converted to official hard copy format. Material is usually considered to be nonrecord because of one or more of the following reasons. 1) It is an extra copy of a document already in an official file. 2) It has no real documentary or informational value, or it has only a very short-term value. 3) It consists of processed or printed material maintained only for reference. Destroy in office when agency need ends. 14 qo :,; STANDARD -5 OFFICE ADMINISTRATION RECORDS. Official records and materials created and O accumulated in the performance of routine office administration tasks in the office of the Register of Deeds. BUILDING SPACE AND MAINTENANCE FILE. Records concerning maintenance and repair services conducted for each building and facility. File may include correspondence, maintenance instructions, space needs studies, contracts, and other related records. DISPOSITION INSTRUCTIONS: Destroy when administrative value ends. 2. CALENDAR OF EVENTS FILE. Listings of upcoming agency events. DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete. 3. COURIER SERVICE FILE. Records related to courier service. DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete. 4. EMERGENCY NOTIFICATION FILE. Data concerning duty roster and personnel locator. DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete. 5. EOUIPMENT FILE. Records concerning county equipment and supplies. File may include operating O manuals, warranties, service contracts, inventories, and other related records. DISPOSITION INSTRUCTIONS: a. Destroy operating manuals, warrantees, and service contracts in accordance with instructions of Property Office upon final disposition of equipment. b. Destroy inventories in office 3 years after being superseded if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated; destroy in office after completion of action and resolution of issues involved. c. Destroy accounting records in office after disposition of equipment and when released from all audits. d. Destroy remaining records in office when superseded or obsolete. 6. MAILING LISTS FILE. Mailing lists of individualsfagencies receiving materials from agency. DISPOSITION INSTRUCTIONS: Destroy in office after 2 years. 15 O VA O S. 9. 10. 11. O 12. 13. 14. O '�vae MOTOR POOL LOGS FILE. Log sheets used to denote name of driver, trip dates, places of travel, odometer readings, and amount of mileage charge. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years or when released from all audits, whichever occurs later. PARKITIG FILE. Correspondence and memorandums concerning parking assignments for agency personnel. DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete. PRINTING REQUEST FILE. Requisitions submitted to the printing office requesting services. Destroy in office when reference value ends. READING FILE. Information copies of outgoing correspondence. Destroy in office when administrative value ends, but within 1 year RECORDS MANAGEMENT FILE. Data concerning records management topics. File may include records disposition schedules. Destroy in office when superseded or obsolete. SURPLUS PROPERTY FILE. Records concerning surplus property and its disposition. File may include inventories, records of disposal, accounting information, and other related records. DISPOSITION INSTRUCTIONS: Destroy in office 3 years after disposition of property or when released from all audits, whichever occurs later. — VEHICLE REQUEST FILE. Completed forms used to request county vehicles. DISPOSITION INSTRUCTIONS: Destroy in office after 2 years. WORK ORDERS (EOUIPMENT REPAIR) FILE. Work orders submitted for the repair of equipment. DISPOSITION INSTRUCTIONS: Destroy in office 1 year after completion of work.. 16 nil qa STANDARD -6. PERSONNEL RECORDS. Official records and materials created and accumulated incident toO the employment, qualifications, training and pay status of the office of the Register of Deeds employees. 1. ABOLISHED POSITION FILE. Documents concerning positions which have been abolished. DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends. 2. ADDRESS FILE. Listing of employees' addresses and telephone numbers. DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete. 3. AFFIRMATIVE ACTION FUM Documents concerning plans, outlines, timetables, goals, objectives, purposes, and reports that are used to document an agency's compliance with federal affirmative action regulations. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years. 4. APPLICATIONS/RESUMES FILE. Completed application forms for employment, with resumes and other supporting documents. DISPOSITION INSTRUCTIONS: a. Transfer applications of individuals hired to appropriate personnel file when individual O accepts position. b. Destroy in office applications that are unsolicited and for 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. 5. CORRESPONDENCE/MEMORANDUMS FILE. Office correspondence- and memorandums concerning personnel related matters. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years. 6. DEFERRED COMPENSATION FILE. Information concerning the deferred compensation program for employees. DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends. 7. DISABILITY SALARY CONTINUATION CLAIM FILE. Forms used by disabled employees to apply for salary continuation benefits. DISPOSITION INSTRUCTIONS: a. Transfer original forms to Teacher's and State Employees' Retirement System for O action when received. 17 O O O b. Destroy in office reference copies after 1 year. 8. DUAL EMPLOYMENT FILE. Information concerning employees engaged in dual employment. Destroy in office when reference value ends. 9. EDUCATIONAL LEAVE/REIMBURSEMENT FILE. Document used to request educational leave and/or tuition reimbursement. a. Destroy in office records concerning approved requests when released from all audits. b. Destroy in office records concerning disapproved request 6 months after disapproval. 10. EMPLOYEE SUGGESTIONS (ES) FILE. Information concerning suggestions of employees received through the ES System. DISPOSITION INSTRUCTIONS:. a. Destroy in office adopted suggestions after 2 years. b. Destroy in office non -accepted suggestions after 1 year. 11. EOUAL EMPLOYMENT OPPORTUNITY FILE. Information documenting agency's compliance with federal Equal Employment Opportunity Commission (EEOC) regulations. File may include regulations, guidelines, policies, reports, correspondence, and other related records. Destroy in office after 3 years. 12. FRINGE BENEFITS FILE. Information concerning fringe benefits available to employees. Destroy in office when reference value ends. 13. GRIEVANCE FILE. Records concerning disputed employee grievances. (File is considered part of employee's official personnel file and is considered confidential in accordance with G.S. 126-22/29 and 132-1.1.) Destroy in office 3 years after resolution of grievance. 14. INSURANCE DEDUCTIONS PRINTOUTS FILE. Record showing insurance payroll deductions for each agency employee. Destroy in office after 2 years. 18 15. INTERVIEWS FILE. Interviewers' comments concerning individuals applying for employment. DISPOSITION INSTRUCTIONS: O a. Transfer records concerning individuals hired to appropriate personnel file when individual accepts employment. b. 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. 16. JOB EVALUATION DESCRIPTION FILE. Forms used to evaluate the primary purpose of a job. DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends. 17. LEAVE FILE. Records concerning leave by office personnel. File may include leave requests, monthly leave reports, yearly leave recapitulations, and related correspondence. DISPOSITION INSTRUCTIONS: Destroy in office after 4 years if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved. 18. LONGEVITY PAY REOUESTS FILE. Form PO -135 and other supporting documents concerning employees eligible for longevity pay. O DISPOSITION INSTRUCTIONS: Destroy in office when released from all audits. 19. MERIT FILE. Information used by supervisors to evaluate employees being considered for a merit increase. DISPOSITION INSTRUCTIONS: Destroy in office after 2 years if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved. 20. PERSONNEL JACKETS FILE. Official individual personnel file for each agency employee. Each file contains records relating to individual's aggregate service history and may include application, selection or nonselection, promotions, transfers, leave, salary, suspension, performance evaluation, disciplinary actions, and termination of employment wherever located and in whatever form. (Comply with provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.) DISPOSITION INSTRUCTIONS: Transfer to county personnel office for incorporation into official file 1 year after employee becomes inactive. Destroy duplicate material. O 19 YD 21. POLICIES AND PROCEDURES FILE. Personnel rules, regulations, or guidelines established by the OState Personnel Commission, Office of State Personnel, county, or agency. a. Retain in office one official copy of internal agency personnel policies permanently. b. Destroy in office reference copies and external policy procedures when superseded or obsolete. 22. POSITION CLASSIFICATION (FORM PD -1010) AND POSITION CLASSIFICATION - POSITION HISTORY (PD -118R) FILE. Data concerning classification and complete history of salaried positions within agency. Retain in office permanently. 23. POSITION CONTROL CARDS (FORM PD -120) FILE. Data concerning personnel actions and position control, and showing status of each established permanent/temporary full-time or part-time position. DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends. 24. SERVICE AWARDS FILE. List of employees eligible for and receiving awards. ODISPOSITION INSTRUCTIONS: Destroy in office 5 years from date of award. 25. TIME SHEETS/CARDS FELE. Employee time sheets/cards. DISPOSITION INSTRUCTIONS: Destroy in office 4 years after release of records from all audits. 26. TRAINING PROGRAM FILE. Records concerning training programs for employees. O DISPOSITION INSTRUCTIONS: Destroy in office after 3 years. 27. WORKERS' COMPENSATION PROGRAM ADMINISTRATIVE FILE. Records conceming the administration of workers' compensation programs or policies. File may include regulations, guidelines, policies, reports, correspondence, reference material, and other related records. DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends. 20 q to *v 28. WORKERS' COMPENSATION PROGRAM CLAIMS FILE. Records concerning workers' compensation claims by agency employees. File may include accident and medical reports, affidavits, - O medical bills, photographs, legal briefs, court documents, transcripts, legal opinions, appeals, and other related documents. (Portions of file may be considered confidential in accordance with G.S. 97-92(b).) DISPOSITION INSTRUCTIONS: a. Transfer official copies to Industrial Commission in accordance with G.S. 97-92 when claim is filed. b. Destroy in office remaining records 1 year after claim is closed. 29. WORK PLANNING AND PERFORMANCE REVIEW (WPPR) FILE. Information used to establish employees' goals and primary tasks. Records are used to evaluate each employee's work performance. DISPOSMON INSTRUCTIONS: Destroy in office after 3 years. O O 21 1117 O STANDARD -7, PROGRAM OPERATIONS RECORDS. Records received, recorded, and created in the Register of Deeds offices in order to meet all statutory requirements. 1. ARMED FORCES DISCHARGES, RECORD OF AND INDEX TO (G.S. 47-109 TO 47-113). Verbatim copies of honorable discharges from the armed forces of the United States. DISPOSITION INSTRUCTIONS: Retain in office permanently. 2. DELAYED BIRTH CERTIFICATES, APPLICATIONS AND PAPERS FOR (G.S. 130A-104). Applications and related material submitted as evidence in support of the delayed registration. DISPOSITION INSTRUCTIONS: Retain as long as of administrative value, but retain no longer than 2 years, then destroy. 3. BONDS, CLERK OF SUPERIOR COURT (G.S.58-72-50). Taken or renewed bonds belonging to the office of Clerk of Superior Court. DISPOSITION INSTRUCTIONS: Retain in office until expiration or until -termination of employment and for 6 years thereafter, then destroy in office. 4. BONDS OF COUNTY OFFICIALS. REGISTER OF (G.S.58-72-50). Registration of bonds taken or O renewed by the Board of Commissioners executed to the State for the performance of any duty belonging to any county office. O DISPOSITION INSTRUCTIONS: Retain in office permanently. 5. BRANDS OR MARKS, RECORDS OF Brands or earmarks that differentiate an owners livestock from that of another. DISPOSITION INSTRUCTIONS: Transfer immediately to the State Archives. 6. CEMETERIES, PUBLIC. LIST OF (G.S. 65-1). List of all public cemeteries in the county outside the limits of incorporated cities and towns and not established and maintained for their use. This list also contains a list of public cemeteries abandoned. DISPOSI'T'ION INSTRUCTIONS: Retain in office permanently or transfer for permanent preservation to State Archives when agency need ends. 22 7. CHATTEL MORTGAGES (including agricultural liens conditional sales contracts, etc.) AND INDEX TO. Verbatim copies of all chattel mortgages made in the county, with order of registration. • -- O Usually includes copies of all other chattel conveyances. DISPOSITION INSTRUCTIONS: Series discontinued. Destroy immediately if all mortgages and chattel mortgage filings have been satisfied since 1967. 8. COHABITATION. RECORD OF. Records of cohabitation during slavery filed by freedmen after emancipation. Includes names of cohabitants and the period of cohabitation. DISPOSITION INSTRUCTIONS: Retain in office permanently or transfer for permanent preservation to State Archives when agency need ends. 9. CORPORATIONS (INCORPORATIONS) RECORD OF (G.S. 554. 55A-4). Copies of charters and of certificates of dissolution of corporations whose principal office is in the county. DISPOSITION INSTRUCTIONS: Retain in office permanently. 10. DEEDS AND OTHER REAL ESTATE CONVEYANCES ORIGINAL (not called for) (G.S. 161- 17). Original deeds not returned to grantee after registration. DISPOSITION INSTRUCTIONS: Retain in agency 20 years, then transfer for permanent preservation to State Archives. 0 11. DEEDS RECORD OF AND INDEX TO (G.S. 47-17, 47-113,161-14). A verbatim copy of all deeds to real estate in the county, with the order of registration. DISPOSITION INSTRUCTIONS: Retain in office permanently. 12. DEEDS OF TRUST RECORD OF AND INDEX TO (G.S. 45-4 to 45-43. 47-17 to 47-36. 161-141. A verbatim copy of all Deeds of Trust in the county with the order of registration. DISPOSITION INSTRUCTIONS: Retain in office permanently. 13. DEEDS AND OTHER REAL ESTATE CONVEYANCES TEMPORARY INDEX TO (G.S. 161 - DISPOSITION INSTRUCTIONS: Destroy when agency need ends but retain no longer than 2 years. 14. DIVISIONS AND DOWERS RECORD OF (G.S. 29-30, 46-1 to 46-44). Copies of reports of Commissioners appointed to partition real estate and allot dowers, with certificate of approval of Clerk of Superior Court. DISPOSITION INSTRUCTIONS: Retain in office permanently. O 23 15. ELECTIONS, RECORD OF. A record of the total number of votes cast for each candidate in each, election in the county. This is an inactive record series. DISPOSITION INSTRUCTIONS: Transfer for permanent retention to State Archives when agency need ends. 16. FARM NAMES, REGISTER OF (G.S. 80-33). Contains description of farm lands, name registered, name of registrant, and date of registration. DISPOSITION INSTRUCTIONS: Transfer immediately for permanent retention to State Archives. 17. HEALTH CERTIFICATES, MARRIAGE (G.S. 51-9). Certificate from a regularly licensed physician stating no evidence of venereal disease, tuberculosis in the infectious or communicable stage, and that the applicant was found to be mentally competent. Destroy in office after 1 year. 18. HIGHWAY RIGHT-OF-WAY MAPS AND INDEX TO (G.S. 136-19.4). Plan and profile sheets of the final right-of-way plans for all Department of Transportation projects under which right-of-way or other interest in real property is acquired or access is controlled. ODISPOSITION INSTRUCTIONS: Retain in office permanently. O 19. JURORS. LIST OF (G.S. 94, 9-7). List contains the name and address of each qualified person selected for jury duty within the county. Destroy 2 years after new list is prepared. 20. JURY COMMISSION. REPORTS OF (G.S. 94). DISPOSITION INSTRUCTIONS: Destroy 2 years after new list is prepared. 21. LAND ENTRY BOOK (G.S. 146-22). A record of entries of claims to vacant land, including name of person entering claim, description of land claimed, and date claim was filed. Retain in office permanently. 22. LAND GRANTS. REGISTER OF. Grants, original or certified copies, obtained by any person from the office of the Secretary of State. DISPOSITION INSTRUCTIONS: Retain in office permanently. 24 11- 50 , 23. LAND SOLD FOR TAXES, RECORD OF. Record of land sold for county taxes, giving name of delinquent taxpayer; years for which taxes due; and brief description of property. DISPOSITION INSTRUCTIONS: Retain in office permanently. 24. MAPS AND MAP BOOKS AND INDEX TO (G.S. 47-30) . DISPOSITION INSTRUCTIONS: Retain in office permanently. 25. MARRIAGE LICENSES (G.S. 51-8). File of original marriage licenses returned to Register's office by magistrate or minister performing ceremony, giving name, age, race, and residence of bride and groom with a certificate of the marriage endorsed thereon, signed by the minister and witnesses, showing the place and date of the ceremony. DISPOSITION INSTRUCTIONS: a. Destroy applications or marriage license stubs after 5 years. Before destroying, all applications or stubs for which the executed licenses are not returned should be listed on the marriage index (for use in preparing a delayed marriage record.) b. Retain licenses permanently. 26. MARRIAGE REGISTER (G.S. 51-18). Record of all marriages in the county, giving date of issue of license; name, residence, age, and race of bride and of groom; place and date of ceremony; name of O minister or magistrate performing ceremony; and names of three witnesses. DISPOSITION INSTRUCTIONS: Retain in office permanently. 27. MERCHANT RETURNS (obsolete). Merchant's annual_ reports of total wholesale purchases made, used in determining amount of franchise tax to be levied. DISPOSITION INSTRUCTIONS: Destroy in office any remaining records immediately. 28. MERIDIAN RECORDS (obsolete). A record of the testing of surveyors' instruments, giving date tested, direction and amount of declination from county meridian line, and signature of surveyor. DISPOSITION INSTRUCTIONS: Series discontinued. Transfer records for appraisal to State Archives. 29. MINERAL RIGHTS. RECORD OF. DISPOSITION INSTRUCTIONS: Retain in office permanently. 30. MORTGAGES REAL ESTATE RECORD OF AND INDEX TO (G.S. 45-1 to 4543. 47-17 to 47- O 36,161-14). DISPOSITION INSTRUCTIONS: Retain in office permanently. 25 31. O 32. 33. 34. 35. O 36. 37 O NOTARIES PUBLIC. RECORD OF (G.S. 10-2). List of notaries public in each county, with date of appointment and of expiration of term and certificate of qualifications of each. DISPOSITION INSTRUCTIONS: Retain in office permanently. PARTNERSHIPS AND ASSUMED NAMES, RECORD OF AND INDEX TO (G.S. 66-68. AND 66 - DISPOSITION INSTRUCTIONS: Retain in office permanently. PETROLEUM LEASES, REGISTER OF (G.S. 113-414). Record indicating the leases which have been renewed for the ensuing year by every person, firm or corporation holding petroleum leases within the county. Retain in office permanently. PLATS AND PLAT BOOKS, AND INDEX TO (G.S. 47-30). Retain in office permanently. POWERS OF ATTORNEY, RECORD OF (G.S. 47-28). Verbatim copies of powers of attorney conveying authority to sell real estate. Retain in office permanently. REGISTRATION OF TITLES (Torrens Act) (G.S. 43-13). Register of Certificates of title to real estate established by judgments of the Superior Court under the Torrens Act. DISPOSITION INSTRUCTIONS: Retain in office permanently. STRAYS, RECORD OF (G.S. 79-1). Notices of,discovery of lost livestock, with reports of commissioners appointed to determine proper reimbursement of finder for caring for animal.- DISPOSITION nimal: DISPOSITION INSTRUCTIONS: Destroy when agency need ends. 26 '51 5a 38. SURVEYS, RECORD OF. DISPOSITION INSTRUCTIONS: Retain in office permanently. 39. TIMBER MARKS (G.S. 80-16). Copies of letters, figures, or words constituting the duly executed timber trademarks of any person or business within the county. DISPOSITION INSTRUCTIONS: Retain in office permanently. 40. UNIFORM COMMERCIAL CODE (G.S. 25-9491 DISPOSITION INSTRUCTIONS: a. Destroy filing docket and fee book 6 years after final entry. b. Destroy financing statements, continuation statements, and statements of assignments, amendments, or partial releases relating thereto 6 years after date filed. C. Destroy debtor index to financing statements 6 years after final entry. d. Retain termination statements as long as the financing statement or continuation statements would have been in effect, then destroy. 41. VITAL STATISTICS -BIRTHS (G.S. 130A-99). Copies of official birth certificates deposited O annually with Register of Deeds by state Board of Health, giving place and date of birth, full name, sex, and race of child; a statement as to legitimacy; name, residence, race, education, age birthplace, and occupation of father and of mother; number of children born to mother and number living and a statement as to whether birth was single or plural. DISPOSITION INSTRUCTIONS: Retain in office permanently 42. VITAL STATISTICS -DEATHS (G.S. 130A-99). Copies of official death certificate deposited annually by state Board of Health, giving place, date, hour, and cause of death; name, sex, race, age, occupation, birthplace; and place and date of burial, signed by attending physician or health officer, undertaker, and any other informant. DISPOSITION INSTRUCTIONS: Retain in office permanently. 43. VITAL STATISTICS -DELAYED BIRTHS (130A-104). Copies of certificates registering the birth of a person born in this state but not registered within one year after birth. DISPOSITION INSTRUCTIONS: Retain in office permanently. 27 O 53 44. VITAL STATISTICS. AMENDMENTS TO. ODISPOSITION INSTRUCTIONS: Destroy when agency need ends but retain no longer than 5 years. O O 45. VITAL STATISTICS, INDEX TO (G.S. 130A-99). Alphabetical index to birth, death and delayed birth certificates . DISPOSITION INSTRUCTIONS: Retain in office permanently. 28 C511 STANDARD -S. PUBLIC RELATIONS RECORDS. Official records and materials created and accumulated by internal public information programs operated by the office of the Register of Deeds. - -- O 1. ADVERTISEMENTS FILE. Records concerning advertisements for agency. File may include correspondence, marketing research, surveys, studies, master copies of advertisements, billing information, contracts, and other related records. DISPOSITION INSTRUCTIONS: a. Destroy in office contracts 3 years after expiration if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved. b. Destroy in office billing information and other fiscal records when released from all audits. C. Transfer items with obvious historical value to Histories File (Standard -1, item 14) . when reference value ends. d. Destroy in office remaining records when reference value ends, but within 5 years. 2. AGENCY PUBLICATIONS FILE. Departmental publications created at county expense. DISPOSITION INSTRUCTIONS: O a. Transfer 5 copies of each publication to the Documents Section, North Carolina State Library. b. Retain one copy in office permanently. C. Destroy in office remaining copies when administrative value ends. 3. AUDIO TAPES FILE. Sound recordings produced by agency. DISPOSITION INSTRUCTIONS: a. Transfer items with obvious historical value to Histories File (Standard -1, item 14) when administrative value ends. b. Destroy in office remaining records when administrative value ends. 29 O O 4, BIOGRAPHICAL DATA FELE. Biographical sketches, news releases, newsclippings, and photographs of various agency officials. a. Transfer items with obvious historical value to Histories File (Standard -1, item 14) when reference value ends. b. Destroy in office remaining records when reference value ends. 5. CORRESPONDENCE/MEMORANDUMS FILE. Office correspondence and memoranda concerning public relations matters. DISPOSITION INSTRUCTIONS: Destroy in office after 3 years. 6. FILMS FILE. Films produced by agency for public or departmental use. DISPOSITION INSTRUCTIONS: a. Transfer items with obvious historical value to Histories File (Standard -1, item 14) when administrative value ends. b. Destroy in office remaining films when administrative value ends. O7. NEWSCLIPPINGS FILE. Clippings from newspapers concerning the agency and agency officials. O a. Transfer items with obvious historical value to Histories File (Standard -1, item 14) when reference value ends. b. Destroy in office remaining items when reference value ends. 8. NEWS AND PRESS RELEASES FILE. News and press releases issued conceming programs, activities, and services of agency. - -. DISPOSITION INSTRUCTIONS: a. Transfer items with obvious historical value to Histories File (Standard -1, item 14) when administrative value ends. b. Destroy in office remaining items when administrative value ends. 30 55 5 I 9. PHOTOGRAPHS FILE. Photographs and negatives used in publicizing programs, services, and other O related matters. DISPOSITION INSTRUCTIONS: a. Transfer items with obvious historical value to Histories File. (Standard -1, item 14) when administrative value ends. b. Destroy in office remaining items when administrative value ends. 10. SLIDES FILE. Slides produced by public relations offices concerning programs, services, and other related agency matters. DISPOSITION INSTRUCTIONS: a. Transfer items of obvious historical value to Histories File (Standard -1, item 14) when administrative value ends. b. Destroy in office remaining items when administrative value ends. 11. SPEECHES FILE. Speeches made by the director and other agency officials. DISPOSITION INSTRUCTIONS: a. Transfer items with obvious historical value to Histories File (Standard -1, item 14) O when administrative value ends. b. Destroy in office remaining items when administrative value ends 12. VIDEO TAPES FILE. Video tapes produced by agency. DISPOSITION INSTRUCTIONS: a. Transfer items with obvious historical value to Histories File (Standard -1, item 14) when administrative value ends.. - b. Destroy in office remaining items when administrative value ends. 13. VISUAL AIDS FILE. Slides, charts, transparencies, and other related records used in presentations. DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends. 31 O DCR-DAH-ARS-RSB (Reproduce this form as needed) 57 FORM -RC -3C O NORTH CAROLINA DEPARTMENT OF CULTURAL RESOURCES DIVISION OF ARCHIVES AND HISTORY, RECORDS SERVICES REQUEST FOR CHANGE IN RECORDS SCHEDULE INSTRUCTIONS: Use this form to request a change in the records retention and disposition schedule governing the records of your agency. Prepare in duplicate for each change desired. Send signed original to the Assistant Records Administrator, 109 E. Jones St., Raleigh, NC 27601-2807. Keep copy for your file. A proposed amendment will be prepared and submitted to the appropriate state and local officials for their approval and signature. On approval the signed copies of the amendment will be furnished to all parties for insertion in their copy of the schedule. CHANGE REQUESTED (Check one) _Add new item _Delete existing item _Change retention period NAME OF COUNTY AND TITLE OF RECORDS SERIES IN SCHEDULE OR PROPOSED TITLE 1(EELRUNUE (1t any) Page_ Item Number_ None INCLUSIVE DATES OF RECORDS VOLUME OF RECORDS IN LINEAR INCHES DESCRIPTION OF RECORDS PROPOSED RETENTION PERIOD REASON FOR CHANGE NAME, TITLE AND SIGNATURE OF REQUESTOR TELEPHONE NUMBER DATE 32 59 DCR-DAH-ARS-RSB (Reproduce this form as needed) FORM -RC -4C REQUEST AND APPROVAL OF UNSCHEDULED RECORDS DISPOSAL Date To: Assistant Records Administrator N.C. Division of Archives and History 109 E. Jones St. Raleigh, N.C. 27601-2807 From: Subject: Request for approval of the disposal of unscheduled public records O In accordance with the provisions of G.S. 121 and 132, approval is requested for the destruction of records listed below. These records have no further use or value for official or administrative purposes. --------------------- Inclusive Record Title and Description Dates Quantity * Microfilmed * Enter "yes" or "no" if microfilmed. Requested by Signature Approved Signature Concurred (except as indicated) Title Date Chairman, Board of Date Signature Assistant Records Administrator N.C. Division, Archives and History 33 Date 59. DCR-DAH-ARS-RSB (Reproduce this form as needed) Form RC-htRR-I OREQUEST FOR DISPOSAL OF ELECTRONIC DATA PROCESSING PUBLIC RECORDS Date: To: Assistant Records Administrator Records Services Branch 109 E. Jones Street Raleigh, NC 27601-2807 From: Subject:Request for approval to dispose of electronic data processing public records and applicable documentation. - In accordance with the provisions of G.S. 121 and 132, approval is requested for the destruction of the records listed below. These records have no further use of value for official or administrative purposes. Tvoe or Print Leeibiv-Need Heln: Call (919) 733 -3540 -Ask for Local Records Analvst Title and Description of Records Inclusive Master (M) or Present Dates Processing (P) Retention Number of Files Period Requester's Signature and Telephone Title Date Signature of approving Agency Official For Department of Cultural Resources Use only ❑ Concur ❑ Do Not Concur, Explanation Attached and Signature 34 Title Title Date Date NC Division of Archives and History 0 ABOLISHED POSITION FILE., 17 ADDRESS FILE., 17 ADVERTISEMENTS FILE., 29 AFFIRMATIVE ACTION FILE., 17 AGENCY PUBLICATIONS FILE., 29 AGENDAS FILE., 1 ANNUAL BUDGET FILE., 5 APPLICATIONS/RESUMES FILE., 17 ARMED FORCES DISCHARGES, RECORD OF AND INDEX TO (G.S. 47-109 TO, 22 ASSOCIATIONS AND COMMITTEES FILE., 1 AUDIO TAPES FILE., 29 AUDIT REPORTS FILE., 5 AUTHORIZATION FORMS FILE., 5 B BANK STATEMENTS, CANCELLED CHECKS, DEPOSIT SLIPS, AND RECONCILIA, BIDS FILE., 5 BILLING/CLAIMS FILE., 5 BIOGRAPHICAL DATA FILE., 30 BLUEPRINTS FILE., 1 BONDS OF COUNTY OFFICIALS, REGISTER OF (G.S.58-72-50)., 22 BONDS, CLERK OF SUPERIOR COURT (G.S.58-72-50)., 22 BRANDS OR MARKS, RECORDS OF, 22 BUILDING SPACE AND MAINTENANCE FILE., 15 BULLETINS FILE., 1 CALENDAR OF EVENTS FILE., 15 CASH RECEIPTS FILE., 5 CEMETERIES, PUBLIC, LIST OF (G.S. 65-1)., 22 CHATTEL MORTGAGES, 23 CIVIL RIGHTS FILE., 10 COHABITATION, RECORD OF., 23 COMPLAINTS (DISCRIMINATION) FILE., 10 CONFERENCES AND WORKSHOPS FILE., 1 CONTRACT BUDGET AND EXPENDITURE REPORTS FILE., 6 CONTRACTS/AGREEMENTS FOR CONSTRUCTION, EQUIPMENT, AND SUPPLIES F, 10 CONTRACTS/AGREEMENTS FOR PURCHASE OF SERVICES, SPECIAL PROGRAMS„ 10 CORPORATIONS (INCORPORATIONS), RECORD OF (G.S. 55-4, 55A-4)., 23 CORRESPONDENCE/MEMORANDUMS FILE., 1, 17,30 COURIER SERVICE FILE., 15 CREDIT CARD USE FILE., 6 CUSTODIAL ACCOUNTS FILE., 6 DEEDS AND OTHER REAL ESTATE CONVEYANCES, ORIGINAL (not called fo, 23 DEEDS AND OTHER REAL ESTATE CONVEYANCES, TEMPORARY INDEX TO, 23 DEEDS OF TRUST, RECORD OF AND INDEX TO, 23 DEEDS, RECORD OF AND INDEX TO, 23 DEFERRED COMPENSATION FILE., 17 DELAYED BIRTH CERTIFICATES, APPLICATIONS AND PAPERS FOR (G.S. 13, 22 DIRECTIVES FILE., 1 DISABILITY SALARY CONTINUATION CLAIM FILE., 17 DIVISIONS AND DOWERS, RECORD OF, 23 DONATIONS AND SOLICITATIONS FILE., 2 35 O 0 O DUAL EMPLOYMENT FILE., 18 O E (1 EARNINGS FILE., 6 EDUCATIONAL LEAVE/REIMBURSEMENT FILE., 18 ELECTIONS, RECORD OF., 24 EMERGENCY MANAGEMENT FILE., 2 EMERGENCY NOTIFICATION FILE., 15 EMPLOYEE SUGGESTIONS (ES) FILE., 18 EQUAL EMPLOYMENT OPPORTUNITY COMMISSION (EEOC) FILE., 10 EQUAL EMPLOYMENT OPPORTUNITY FILE., 18 EQUIPMENT FILE., 15 EVACUATION PLANS FILE., 2 1 FACILITY SERVICE AND MAINTENANCE AGREEMENTS FILE., FARM NAMES, REGISTER OF, 24 FILMS FILE., 30 FINANCIAL JOURNALS AND LEDGERS FILE., 6 FIRE AND SAFETY FILE., 2 FISCAL CORRESPONDENCE FILE., 6 FRINGE BENEFITS FILE., 18 .t GOALS AND OBJECTIVES FILE., 2 GRANTS PROPOSALS FILE., 2 GRIEVANCE FILE., 18 O H HEALTH CERTIFICATES, MARRIAGE, 24 HIGHWAY RIGHT-OF-WAY MAPS AND INDEX TO, 24 HISTORIES FILE., 2 INCREMENTS FILE., 7 INDEX FILE., 2 INSURANCE DEDUCTION FILE., 7 INSURANCE DEDUCTIONS PRINTOUTS FILE., 18 INSURANCE FILE., 7 INSURANCE POLICIES FILE., 11 INTERNAL REVENUE SERVICE (IRS) TAX FORMS FILE., 7 INTERVIEWS FILE., 19 INVOICES FILE., 7 J JOB EVALUATION DESCRIPTION FILE., 19 JURORS. LIST OF, 24 JURY COMMISSION, REPORTS OF, 24 L LAND ENTRY BOOK, 24 LAND GRANTS, REGISTER OF., 24 O LAND SOLD FOR TAXES, RECORD OF., 25 LEASES FILE., 11 LEAVE FILE., 19 LITIGATION FILE., 11 LOCAL GOVERNMENT COMMISSION FINANCIAL STATEMENTS FILE., 7 36 LOCAL GOVERNMENT EMPLOYEES RETIREMENT SYSTEM. MONTHLY REPORTS FIL, 7 LONGEVITY PAY REQUESTS FILE., 19 M MAILING LISTS FILE., 15 MANAGEMENT STUDIES FILE., 3 MAPS AND MAP BOOKS AND INDEX TO, 25 MARRIAGE LICENSES, 25 MARRIAGE REGISTER, 25 MASTER FILES., 13 MERCHANT RETURNS (obsolete)., 25 MERIDIAN RECORDS (obsolete)., 25 MERIT FILE, 19 MINERAL RIGHTS, RECORD OF., 25 MINUTES FILE., 3 MONTHLY BUDGET REPORTS FILE., 7 MORTGAGES, REAL ESTATE, RECORD OF AND INDEX TO, 25 MOTOR POOL LOGS FILE., 16 11 NEWS AND PRESS RELEASES FILE., 30 NEWSCLIPPINGS FILE., 30 NONRECORD MATERIALS., 14 NOTARIES PUBLIC, RECORD OF, 26 0 OATHS OF OFFICE FILE., 11 ORDINANCES- FILE., 11 O ORGANIZATION CHARTS FILE., 3 OWNERSHIP RECORDS (DEEDS, TITLES) FILE., 11 PAID ADMINISTRATIVE AND ASSISTANT CHECKS, PAID BILLSNOUCHERS Fl, 7 PARKING FILE., 16 PARTNERSHIPS AND ASSUMED NAMES, RECORD OF AND INDEX TO, 26 PAYROLL DEDUCTIONS FILE., 8 PAYROLL FILE., 8 PERSONNEL JACKETS FILE., 19 PETROLEUM LEASES, REGISTER OF, 26 PHOTOGRAPHS FILE., 31 PLANNING AND DEVELOPMENT FILE., 3 PLATS AND PLAT BOOKS, AND INDEX TO, 26 POLICIES AND PROCEDURES FILE., 3, 20 POSITION CLASSIFICATION (FORM PD -1010) AND POSITION CLASSIFICATI, 20 POSITION CONTROL CARDS (FORM PD -120) FILE., 20 POWERS OF ATTORNEY, RECORD OF, 26 PRICE QUOTATIONS FILE., 8 PRINTING REQUEST FILE., 16 PROCESSING FILES., 14 PROCUREMENTS AND PURCHASING FILE., 8 PROJECT FILE., 4 PURCHASE ORDERS FILE., 8 V READING FILE., 16 RECORDS MANAGEMENT FILE., 16 O REFERENCE FILE., 4 REGISTRATION OF TITLES (Torrens Act), 26 REPORTS FILE., 4 37 t.q Amendment # AMENDMENT TO THE RANDOLPH COUNTY BUDGET ORDINANCE FISCAL YEAR 1994-95 1i BE IT ORDAINED by the Randolph County Board of Commissioners that the Randolph County Budget Ordinance for the Fiscal Year 1994-1995, which was adopted on June 27, 1994, be amended as follows: Section 1 Public Health Section 2 The following appropriations shall be made: Increase 64,151 The following revenues shall be changed: Increase Restricted Intergovernmental Revenues 46,151 Service Revenues 18,000 Section 3 Decrease Decrease The total 1994-1995 amended budget is $42,989,331 Section 4. This amended ordinance shall become effective on July 11, 1994 Upon motion of Commissioner Langley seconded by Commissioner Petty the foregoing Amended Ordinance was passed by the following vote: Ayes: 5 Noes: 0 I, Alice D. Dawson, Clerk to the Randolph County Board of Commissioners, do hereby certify that the foregoing Amended Ordinance was duly adopted by the governing body of Randolph County at a regular meeting thereof, a quorum being present. This 11th day of July , 19 94 Clerk to the Board O Amendment # 2 AMENDMENT TO THE RANDOLPH COUNTY BUDGET ORDINANCE FISCAL YEAR 1994-95 O BE IT ORDAINED by the Randolph County Board of Commissioners that the Randolph County Budget Ordinance for the Fiscal Year 1994-1995, which was adopted on June 27, 1994, be amended as follows: Section 1. The following appropriations shall be made: Increase Decrease Asheboro High School ADM Project $ 150 Trinity Elem. School - ADM Project $ 729,551 Section 2. The following revenues shall be changed: Increase Decrease O Restricted Intergovernmental Revenues $ 729,701 Section 3. The total 1994-1995 amended budget is $43,719,032 Section 4. This amended ordinance shall become effective on July 11, 1994 Upon motion of Commissioner Langley , seconded by Commissioner Petty the foregoing Amended Ordinance was passed by the following vote: Ayes: 5 Noes: 0 I, Alice D. Dawson, Clerk to the Randolph County Board of Commissioners, do hereby certify that the foregoing Amended Ordinance was duly adopted by the governing body of Randolph County at a regular meeting thereof, a quorum being present. This 11th day of July 19 94 Clerk to the Board t5 (0to Amendment # 3 AMENDMENT TO THE RANDOLPH COUNTY BUDGET ORDINANCE FISCAL YEAR 1994-95 O BE IT ORDAINED by the Randolph County Board of Commissioners that the Randolph County Budget Ordinance for the Fiscal Year 1994-1995, which was adopted on June 27:, 1994, be amended as follows: Section 1. The following appropriations shall be made: Increase Decrease Timken CDBG Fund $ 189,181 Section 2. The following revenues shall be changed: Increase Decrease O Fund Balance Appropriated $ 189,181 Section 3. The total 1994-1995 amended budget is $ 43,908,213 Section 4. This amended ordinance shall become effective on Julv 11, 1994 Upon motion of Commissioner Langley , seconded by Commissioner Petty the foregoing Amended Ordinance was passed by the following vote: Ayes: 5 Noes: 0 I, Alice D. Dawson, Clerk to the Randolph County Board of Commissioners, do hereby certify that the foregoing Amended Ordinance was duly adopted by the governing body of Randolph County at a regular meeting thereof, a quorum being present. This 11th day of July 19 94 z i zt Clerk to the Board