5 New Local Retention Schedule Amendments

Over the past month, those of us who work with local records have been busy drafting amendments to our five most recently published records retention schedules. We tend to publish amendments when the law changes, when we learn of some records that weren’t created before, or when we realize that some of the language in the previous schedule needs clarification–and we don’t want to wait for a full update to modify the schedule.

All of the amendments may be found on our new website (check it out if you haven’t yet!) on the page for local retention schedules. They’re immediately to the right of the main schedules that they’re amending.

Here’s a list of the amendments and a brief overview of the changes they’re making:

  • County Boards of ElectionsAdds new items and clarifies others to take into account provisional ballots

    Changes Voter Registration retention periods to fit with the State voter registration system maintained by the State Board of Elections

  • County Management ScheduleChanges retention period for Escheat and Unclaimed Property reports filed after July 2012

    Clarifies language for retention period of employee eligibility records to match U.S. Code

  • County Register of DeedsChanges retention period for Escheat and Unclaimed Property reports filed after July 2012

    Clarifies language for retention period of employee eligibility records to match U.S. Code

    Consolidates 3 different types of leave records

  • Municipal ScheduleAdds Accreditation Records to the schedule

    Clarifies language for retention period of employee eligibility records to match U.S. Code

    Consolidates 3 different types of leave records

  • Tax AdministrationClarifies language for retention period of employee eligibility records to match U.S. Code

    Adds Excise Tax records to the schedule

If your office uses any of these retention schedules, please adopt the amendment in an open meeting and send us a copy of the signed signature page. You can mail it to the Records Analysis Unit, Government Records Section, 4615 Mail Service Center, Raleigh, NC 27699-4615, fax it to 919-715-3627, or scan it and email it to an analyst.

If your office is the Register of Deeds, County Management, Tax Administration, or a municipality, you must sign the amendment to destroy your records under the amended retention schedule legally. If your office is a county board of elections, the Executive Director of the State Board of Elections has signed the schedule, so you already have legal permission to destroy your records according to the amendment. However, you should still sign the schedule to indicate your agreement to comply with the new retention periods.

If you have any questions about these amendments, please contact one of the analysts and we’ll be happy to help.

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