Minutes - Feb. 4, 2013 Regular Meeting

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B K: 00025 PG: 0335 Approved on ion s o2 3 By the Board of Commis Of Lee County ELECTRONIC RECORDS SYSTEM POLICY FOR THE LEE COUNTY FINANCE OFFICE PURPOSE The Lee County Finance Department will use electronic imaging as an efficient way to reduce the amount of space needed for paper copies of records maintained for the benefit of the Finance Department's use in delivering services and in documenting departmental operations. Electronic records are public records and subject to the same laws as paper records. Public records include anything created in the course of public business regardless of format. In keeping with current trends, modern electronic technology is widely used. This electronic records policy reflects guidelines set forth in the North Carolina Department of Cultural Resources publication "North Carolina Guidelines for Managing Public Records Produced by Information Technology Systems ". Established guidelines will not only increase the reliability and accuracy of records stored in information technology systems, but also ensures they remain accessible. Established guidelines for reproduced (electronic) records will likewise enhance their admissibility and acceptance by the judicial system as being trustworthy. Privileged or confidential information will also be protected by this policy. This policy will be re- evaluated and updated as required or needed. SCANNING RECORDS Paper records will be converted to a scanned digital image. The paper records that have been duplicated by scanning may be destroyed as long as it is not a permanent record. Destruction of the original paper record will be processed following imaging and quality control assurance. PUBLIC ACCESS AND DAILY MANAGEMENT OF ELECTRONIC RECORDS Properly managing public records is an essential responsibility of local government employees. Key imaging operators will be trained in the correct procedures required for imaging and the reproducing of records. All applicable Finance Department staff will be trained in the correct procedures for viewing imaged documents and for reproducing any imaged document. DESTRUCTION OF ELECTRONIC RECORDS Electronic records, like paper records, will follow the North Carolina Department of Cultural Resources Retention and Disposition Schedule as approved by the Board of Commissioners. The County of Lee will seek the approval of the North Carolina Department of Cultural Resources for the destruction of any paper records that have been scanned in accordance with this policy. That approval will be requested and recorded on the "Request for Disposal of Original Records Duplicated by Electronic Means" form (refer to Attachment 1). This form is only required to be sent once for each series of documents (such as Accounts Payable Checks and their backup) to the NC Department of Cultural Resources for review and approval before we begin records destruction. This ensures that we are in compliance with all guidelines and standards required by the NC Department of Cultural Resources. DISASTER PREPAREDNESS An off -site backup containing scanned records will be maintained for the specified retention periods according to the County Management Records Retention and Disposition Schedule published by the North Carolina Division of Historical Resources.