This due diligence form entails policies and procedures for the identification, retention, storage, protection and disposal of company records. This Records Retention Policy is intended to ensure that the company's records management policies adhere to customer, legal and business requirements and are conducted in a cost-efficient manner.
Mecklenburg County, located in North Carolina, follows a comprehensive Records Retention Policy to manage and preserve public records effectively. This policy ensures the County's commitment to transparency, accountability, and compliance with legal and regulatory requirements. The Records Retention Policy applies to a wide range of records produced or received by Mecklenburg County departments and agencies. Mecklenburg County's Records Retention Policy encompasses various types of records, including but not limited to: 1. Administrative Records: These records include administrative files, correspondence, meeting minutes, reports, contracts, and financial documents. The retention period for administrative records may vary based on their significance and relevance, ranging from a few years to decades. 2. Human Resources Records: This category includes employee records, personnel files, payroll records, benefits documentation, and performance evaluations. Mecklenburg County recognizes the importance of securely maintaining such records throughout an employee's tenure and beyond, following state laws and regulations. 3. Financial Records: Mecklenburg County manages an extensive array of financial records, such as budgets, accounting records, invoices, receipts, bank statements, and taxation documentation. These records are crucial for ensuring fiscal transparency, facilitating audits, and complying with legal obligations. The retention periods for financial records can vary depending on state, federal, or internal requirements. 4. Legal and Court Records: Mecklenburg County retains various legal and court-related records to support legal actions, litigation, investigations, or other legal proceedings. This could include case files, pleadings, judgments, citations, and contracts. The retention periods for these records are defined by state and federal laws, as well as specific court rules. 5. Health and Safety Records: Mecklenburg County is committed to protecting the health and safety of its residents and employees, which necessitates the proper retention and management of records related to environmental health, public safety, and emergency management. This includes incident reports, inspections, permits, training records, and hazardous materials' documentation. It is important to note that the exact retention periods for specific record types within these categories may vary depending on the nature of the record, legal requirements, and any necessary archival considerations. To ensure adherence to the Records Retention Policy, Mecklenburg County may utilize electronic record management systems, periodic record audits, and retention schedules designed to guide departmental staff in adhering to proper record keeping practices. Additionally, the County may periodically revise its policy to align with changing legal and regulatory mandates. By establishing a robust Records Retention Policy, Mecklenburg County enables efficient record keeping, optimal use of resources, and facilitates access to important historical information, ultimately supporting the needs of residents, businesses, and the county as a whole.
