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CABARRUS COUNTY <br />BOARD OF COMMISSIONERS <br />REGULAR MEETING <br />OCTOBER 20, 2008 <br />6:30 P.M. <br />AGENDA CATEGORY: <br />Consent Agenda <br />SUBJECT: <br />Clerk to the Board -Approval of Electronic Records System Policy for the <br />County Management, County Veterans Services, County Sheriff's <br />Office and Tax Administration Schedules <br />BRIEF SUMMARY: <br />In local government, there are rules set forth in the Records Retention and <br />Disposition Schedule for the retention and destruction of "public <br />records/documents" which is governed by the North Carolina Department <br />of Cultural Resources, Division of Historical Resources, Archives and <br />Records Section, Government Records Branch. Several county <br />departments want to destroy paper records, in accordance with the State's <br />schedules, that have already been scanned and stored electronically. In <br />order to destroy these paper records, the State must review and approve <br />the County's Electronic Records System Policy and be adopted by <br />the governing body. The Cabarrus County Electronic Records System <br />Policy for the County Management Schedule was approved by the North <br />Carolina Department of Cultural Resources on September 26, 2008 for <br />departments that follow the County Management Schedule. Other <br />departments such as Tax, Veterans Services, Sheriff's Office, Board of <br />Elections and Social Services have their own Records Retention and <br />Disposition Schedules and must submit their own Electronic Records <br />System Policy to the State for approval and subsequent adoption by the <br />Board. <br />REQUESTED ACTION: <br />Motion to approve the Cabarrus County Electronic Records System Policy <br />for County Management, County Veterans Services, County Sheriff's <br />Office and Tax Administration as presented and authorize the Chairman <br />to execute the Policies on behalf of the Board of Commissioners. <br />Item# 6 <br />~,I <br /> <br />~~ <br /> <br />~! <br /> <br /> <br />7 <br />7 <br />i~ <br /> <br /> <br />~1 <br />u <br />fl <br /> <br /> <br /> <br />F-4 Page 86 of 468 ' <br />