The 2012 Muncipal Retention and Disposition Schedule has been out for over one and a half months now. In that time, we’ve received 65 copies signature pages, which we keep filed away in the Records Center. That means that 65 (out of 522) of North Carolina’s municipalities have adopted the most recent version of the Municipal Retention and Disposition Schedule. We expect to receive more, as more municipal governing boards hold their meetings for the month of November.
Why is it so important to have the most up-to-date version of the schedule approved? Simply put, new kinds of records are created all the time, and while we do our best to keep up with them, we don’t have as close knowledge of the details of records as do the people who work with them every day. In between each of our revisions, we get in contact with municipal employees, and make sure that the retention periods we assign reflect your needs. If you haven’t signed the new schedule, and you have records that aren’t listed on the old one, you can’t destroy those records.
How does the new schedule get approved for each municipality? The governing board has to sign and approve it in an open meeting. The FAQ at the beginning of the municipal schedule puts it this way:
Q. How do I get it approved?
A. This schedule must be approved by the governing board of your town or city for use in your municipality.
That approval should be made in a regular meeting and recorded as an action in the minutes. It may be done as part of the consent agenda, by resolution, or other action.
After doing that, please send a copy of the signature page to Carie Chesarino, via email (firstname.lastname@example.org) or fax (919-715-3627). We will keep a copy of the page on file. That way, if one of your coworkers, or a successor, needs to know which version of the Municipal Retention and Disposition Schedule you’re using, we’ll be able to tell you.