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AG 2013 08 19
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AG 2013 08 19
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Last modified
12/4/2013 4:47:42 PM
Creation date
11/27/2017 10:59:19 AM
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Meeting Minutes
Doc Type
Minutes
Meeting Minutes - Date
8/19/2013
Board
Board of Commissioners
Meeting Type
Regular
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*See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTIONS, page vi. <br />t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that <br />Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. <br />Attachment number 1 <br />22 <br />G -3 Page 76 <br />STANDARD -4: BUDGET, FISCAL AND PAYROLL RECORDS <br />ITEM # <br />RECORD SERIES TITLE <br />DISPOSITION INSTRUCTIONS <br />CITATION <br />6. <br />AUDITS: FINANCIAL <br />a) Retain reports permanently. <br />G.S. § 159 -34 <br />Records concerning internal and external financial <br />statements and financial - related audits. Includes <br />b) Destroy in office working papers and remaining records 3 <br />reports, working papers, and related records. <br />years after the date of the report.* <br />See also AUDITS: PERFORMANCE item 7, page 2. <br />7. <br />AUTHORIZATION FORMS <br />Destroy in office after 3 years.* <br />Authorization to purchase materials. <br />8. <br />BANK STATEMENTS, CANCELED CHECKS, DEPOSIT <br />Destroy in office after 3 years.* <br />SLIPS, RECEIPTS, RECONCILIATIONS, AND WARRANTS. <br />May include cash, credit card, and purchasing card <br />statements and receipts. <br />9. <br />BIDS FOR PURCHASE <br />a) Destroy in office successful (awarded) construction (capital <br />G.S. § 143 Article 8 <br />Records concerning quotes to supply products and <br />improvements) bid records 6 years after completion or <br />services. May include advertisements, requests for <br />termination of project.* <br />proposals, and tabulations, bid bonds, awards letters, <br />records of bids, good faith effort documentation, and <br />b) Destroy in office all other successful (awarded) bid records <br />related records concerning accepted and rejected <br />3 years after purchase.* <br />bids. <br />c) Destroy in office unsuccessful bid records not awarded or <br />opened after 1 year.* <br />10. <br />BIDS FOR DISPOSAL OF PROPERTY <br />Destroy in office all records after the disposition of property <br />G.S. § 153A -176 <br />Records concerning the disposal of surplus property. <br />has been recorded in governing board's minutes.* <br />May include various disposition procedures used, such <br />as sealed bids and public auction. <br />*See AUDITS, LITIGATION, AND OTHER OFFICIAL ACTIONS, page vi. <br />t See signature page. The agency hereby agrees that it will establish and enforce internal policies setting minimum retention periods for the records that <br />Cultural Resources has scheduled with the disposition instruction "destroy when administrative value ends." Please use the space provided. <br />Attachment number 1 <br />22 <br />G -3 Page 76 <br />
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