Updated Local Government Common Standards

There are a number of functions of government that are common across many different local government agencies.  So in the 18 retention and disposition schedules that we have authored for local government agencies, there are numerous standards that are common throughout many of these schedules.  They include:

  • Administration and Management
  • Budget, Fiscal, and Payroll
  • Geographic Information Systems
  • Information Technology
  • Legal
  • Personnel
  • Public Relations
  • Risk Management
  • Workforce Development

The Records Analysis Unit undertook the project this year to update these nine standards.  We checked citations for state or federal statutes and codes that mandate record creation or retention or establish confidentiality for records.  We also updated and reorganized the supplementary materials, with a more concise front matter section and other materials moved to an appendix.  As we release new schedule updates — as we did last month with the new Sheriff’s schedule — these updated common standards will be incorporated into schedules.  So if you have any requests or suggestions regarding the operational standards for your program, please contact any records management analyst at the State Archives of North Carolina.

In order to help you navigate these changes to the common standards, I have created a table that lists by standard each change, addition, or deletion to a records series.  Unfortunately, time prohibits me from being able to compare each of the 18 existing schedules to our new template, so I have used the 2013 County Management Schedule as the basis for comparison.  I trust this will still enable you to identify with relative ease the items that have changed.  Keep in mind, these changes only become effective for your office after two things occur:

  1. The retention and disposition schedule that governs the records of your local government agency is updated by the State Archives of North Carolina.
  2. Your governing body approves the new schedule.

If you have any questions about this process or about any of our local schedules, please feel free to contact any records management analyst at the State Archives of North Carolina.