Policy

This policy applies to both born-digital electronic records and electronic records generated by imaging systems. Elements specific to state or local agencies are noted within the procedures. The College will retain and destroy electronic records, including email and instant messages, in accordance with this Policy and the approved Record Retention and Disposition Schedule (“the Schedule”) for community colleges adopted by the North Carolina Department of Cultural Resources and the North Carolina Department of Community Colleges.

Electronic records made or received in connection with the transaction of public business are public records pursuant to the North Carolina Public Records Act, as defined by the North Carolina Public Records Act, N.C.G.S. § 132-1 et seq.  Examples of electronic records that are public records include, but are not limited to: messages that include information about policies or directives, official business correspondence, official reports, or material that has historic or legal value. For the purposes of this Policy, the term “electronic records” is defined to include electronic mail and other electronic communications.

This policy will supersede any electronic records system policy previously adopted. This policy will be reevaluated at a minimum of every five years, or upon the implementation of a new information technology system, and will be updated as required. A copy of this policy will remain on file at the Department of Natural and Cultural Resources.

Adopted:                     June 2019

Legal Reference:              N.C.G.S. §§ 121-5; 132-1 et seq; Records Retention & Disposition Schedule