[PAGE 1]
MINUTES
Tuesday, August 12, 2025: 6:00 PM
Town Council Business Meeting
E.S. Douglass Community Center: 1185 W, Pennsylvania Ave
1, CALL TO ORDER
Mayor Clement called the meeting to order. The following members of Town Council were present:
Mayor Taylor Clement; Bill Pate; Ann Petersen; Debra Gray; and Brandon Goodman.
2.PLEDGE OF ALLEGIANCE
3, TOWN MANAGER'S COMMENTS
Town Manager Reagan Parsons reviewed the agenda and requests the removal of Item 8d.
Mayor Pro Tern Pate moved to adopt the Consent Agenda with the removal of Item 8d. seconded by
Council member Goodman. The vote was unanimous.
Motion passed.
4, PUBLIC COMMENTS
No public comments were voiced.
S. CONSENT AGENDA
Mayor Pro Tern Pate moved to approve the Consent Agenda, seconded by Council member Goodman,
the vote was unanimous.
Motion passed.
a. Articles Lease• Weymouth
Request for adoption of a new lease with the Weymouth Center for the Arts regarding a number
of books, memorabilia and various items owned by the Town of Southern Pines to be displayed at
the Center.
b. Approve Resolution #1122 -Adopting an Electronic Records Retention Schedule
Staff requests the approval of Resolution #1122 -Adopting an Electronic Records Retention Policy
c. Approve Meeting Minutes
Staff has prepared the meeting minutes from the July 22, 2025, Town Council Business Meeting for
your approval.
d. Approve Resolution #1124 -Setting a Public Hearing Date for Annexation Application AX-02-25
• 1271 Old US 1 Hwy.
The Clerk has issued a Certificate of Sufficiency for annexation application AX-02-25 and is
requesting to proceed with setting a public hearing date.
e. Approve Resolution #1125 -Declaring the Badge and Service Weapon of Deputy Chief Charles
Campbell Declared Surplus and Awarding to him upon his retirement
Staff request approval of Resolution #1125-Declaring the Badge and Service Weapon of Deputy
Chief Charles Campbell Declared Surplus and Awarding it to him upon his retirement on October
1, 2025, after serving the Town of Southern Pines for 29 years.

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CASE NUMBER: PD-01-25
FINDINGS OF FACT, DECISION OF THE BOARD, AND ORDER IN THE MATTER
OF A PRELIMINARY DEVELOPMENT PLAN APPLICATION FOR TOMMY’S CAR
WASH
DESCRIPTION OF MATTER
Bob Koontz, on behalf of Carolina Car Wash, LLC, has submitted a Planned Development District
– Preliminary Development Plan application pursuant to §2.18.5of the Town of Southern Pines
Unified Development Ordinance to develop an express car wash facility on +1.84 acres situated
on the south side of Morganton Road between Patriot Boulevard and Carolina Green Parkway.
The parcel is identified as PIN857100588078 (PARID 98000749) and is owned by MSP Outlots,
LLC. The proposal includes a ± 5,484 square-foot automated car wash building with three drive-
through stacking lanes, 15 self-service vacuum stalls, and 8 parking spaces.
The public evidentiary hearing for the proposed Preliminary Development Plan (PDP) for
Tommy’s Car Wash was officially called to order on July 22, 2025, with five Council members
present. The oath was administered to all witnesses intending to speak. Planning staff entered the
Staff Report dated July 22, 2025, as Exhibit A, followed by staff’s presentation from the same
date, which was entered as Exhibit B. Paul Saathoff, affiliated with Koontz Jones + V3 Design and
authorized as the applicant’s agent, entered the applicant’s presentation into the record. Staff
subsequently designated this document as Exhibit C for clarity in the official record.
Following the close of the hearing, Town Council discussed and voted 5-0 to approve the draft
findings of fact as prepared by staff. Detailed discussion from the evidentiary hearing is available
in the meeting minutes on file in the Town Clerk’s office and online.
FINDINGS OF FACT
1. The Town Council finds that the application is complete and that the facts submitted are
relevant to the case because the Preliminary Development Plan application has met the
specified submittal requirements in accordance with the Town of Southern Pines Unified
Development Ordinance (UDO). The applicant has submitted sufficient documentation and
narrative addressing the applicable criteria for a Preliminary Development Plan, and staff has
reviewed the materials for accuracy and consistency with adopted regulations.
2. The Town Council finds that the application complies with the purposes of the Planned
Development (PD) district in that it contributes to a coordinated mix of uses, including
commercial services compatible with the existing Morganton Park South PD. The express car
wash is a permitted use under the CDP and aligns with the intent to promote economic
development, provide open space, and implement an organized land use pattern. The proposed

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deviations related to building orientation and frontage are reasonable given site constraints,
and are consistent with the PD’s purpose.
3. The Town council finds that the Preliminary Development Plan complies with the approved
Conceptual Development Plan (PD-08-21) and conforms to applicable provisions of the UDO.
Staff has noted that open space has been properly accounted for, and that deviations related to
frontage and orientation are justified due to overlay buffer requirements and pedestrian
enhancements.
4. The Town Council finds that the proposed development is located in an area of the Town that
is appropriate for the proposed use. The site lies within a designated Retail Center and
Community Activity Center per the adopted 2040 Comprehensive Plan, and is surrounded by
existing and planned commercial uses. The car wash use is consistent with the retail/office
designation established in the CDP, and permitted under Land-based classification standard
(LBCS) 2117.
5. The Town Council finds that the proposed development will not require inefficient extensions
of public facilities, utilities, or services. Infrastructure such as water and sewer will be made
available through the extension of Old Morganton Road, and the Conceptual Plan illustrates
general utility connection locations in accordance with CDP Section 5.5.5.
CONCLUSION AND DECISION
Therefore, by a vote of 5-0, the Town Council voted to approve with conditions the Tommy’s Car
Wash Preliminary Development Plan, i.e., PD-01-25. The final conditions were as drafted by the
Planning Department staff for the Applicant, and written as follows:
1. Condition 1 - That a deviation from the Building Orientation and Entry Requirements of
UDO §4.10.4(A) is approved to allow the primary customer entrance to be oriented from
the extension of Old Morganton Road instead of West Morganton Road.
2. Condition 2 - That a deviation from the Frontage Requirements of UDO §4.10.5 is
approved to reduce the required total frontage width from 16’ to 12’ in total, as displayed
in the PDP site plan. This shall include a 4.75’ planting area, leaving 7.25’ of concrete for
pedestrian use.
3. Condition 3 - That no deviations from the applicable architectural standards of the UDO,
with the exception of the deviations granted in Conditions 1 & 2, shall be permitted.
4. Condition 4 - That no deviations from the conditions or layout approved under the Major
Subdivision Preliminary Plat (MAPP-04-24) shall be requested or permitted at the time of
site plan review.
5. Condition 5 - That the site plan shall conform in all respects to the approved Preliminary
Development Plan.

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This is the 12th day of August, 2025.
FOR THE TOWN COUNCIL:
__________________________________
Taylor G. Clement, Mayor

[PAGE 19]
outhern
Pines
���2;r,NA
RESOLUTION #1122
ADOPTING THE ELECTRONIC RECORD RETENTION SCHEDULE
WHEREAS, the Town of Southern Pines recognizes the growing importance and prevalence of
electronic records in the conduct of public business, including records that are born-digital and
those generated through imaging systems; and
WHEREAS, the Town acknowledges its responsibility under North Carolina General Statutes
Chapter 132 (Public Records Law) and Chapter 121 (Archives and History Act) to preserve,
protect, and make accessible public records regardless of format; and
WHEREAS, the North Carolina Department of Natural and Cultural Resources, Division of
Archives and Records, Government Records Branch has issued guidance entitled Guidelines for
Managing Trustworthy Digital Public Records, to assist public agencies in ensuring electronic
records are reliable, authentic, and preserved for as long as required; and
WHEREAS, the proposed Electronic Records Retention Policy provides a framework for
managing electronic records in compliance with applicable legal, operational, and archival
requirements, and is modeled upon state guidance to ensure records are accurate, secure, and
retrievable throughout their retention period; and
WHEREAS, adopting this policy will promote consistency, transparency, and accountability in
the management of the Town's digital records, and improve overall efficiency in records
administration;
NOW, THEREFORE, BE IT RESOLVED by the Town of Southern Pines Town Council
that:
1. The Electronic Records Retention Policy, as presented in Exhibit A attached hereto, is
hereby adopted and shall take effect immediately upon passage of this resolution.
2. The Town Manager, or their desi ee, is authorized and directed to implement the policy
gn
and to ensure that all Town departments comply with its provisions.
3. The policy may be periodically reviewed and amended to reflect changes in technology,
legal requirements, and best practices, subject to Council approval.
4. A copy of this resolution and the adopted policy shall be maintained in the official records
of the Town and made available to the public in accordance with applicable public records
laws.
Adopted this the 12th day of August 2025.
I certify that this Resolution was adopted by the Town Council of the Town of Southern Pines at
its meeting on August 12, 2025, as shown in the Minutes of the Town Council meeting for that
date.

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GOVERNMENT RECORDS SECTION
STATE RECORDS CENTER
archives.ncdcr.gov 4615 Mail Service Center, Raleigh NC 27699-4165 919-814-6900
Electronic Records
and Imaging Policy
and Procedures
T[Janouawry 2n015 ]o f Southern Pines
Adopted: August 2025
Reference Resolution #1122

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Electronic Records and Imaging Policy and Procedures Page | 1
The North Carolina Department of Natural and Cultural Resources requires that any agency that images its records as
part of its records retention practices sign this policy after tailoring it to meet agency needs. This policy is also a
requirement for agencies maintaining electronic records that have retention periods of ten or more years.
Effective date: August 12, 2025 Modified date: n/a
Type of Government Office: Municipal
County/Municipality/Agency: Town of Southern Pines
Name of Office: Town Clerk
Office Address: 125 SE Broad Street, Southern Pines, NC 28387
Phone: 910-692-7021 Fax: Email: admin@southernpines.net
*Includes assigned and unassigned offices (authorities, boards, bureaus, commissions, councils, private/public hybrid entities, etc.)

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Electronic Records and Imaging Policy and Procedures Page | 2
Table of Contents
1. Purpose ........................................................................................................................................... 3
2. Responsible Parties ......................................................................................................................... 3
3. Availability of System and Records for Outside Inspection ............................................................ 5
4. Maintenance of Trustworthy Electronic Records ........................................................................... 5
5. Components of Information Technology System ........................................................................... 7
6. Documentation of Information Technology System ...................................................................... 7
7. Digital Imaging Program Documentation and Procedures ............................................................. 8
8. Other Electronic Records Management Practices .......................................................................... 9
9. Compliance and Electronic Records Self-Warranty ...................................................................... 10
10. Request for Disposal of Original Records Duplicated by Electronic Means ............................... 144

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Electronic Records and Imaging Policy and Procedures Page | 3
1. Purpose
The records covered by this policy are in the custody of the Town of Southern Pines and are maintained for the benefit
of agency use in delivering services and in documenting agency operations. This electronic records policy reflects
guidelines established in the North Carolina Department of Natural and Cultural Resources publication Guidelines for
Managing Trustworthy Digital Public Records.1 Complying with this policy will increase the reliability and accuracy of
records stored in information technology systems and will ensure that they remain accessible over time. Exhibiting
compliance with this policy will enhance records’ admissibility and acceptance by the judicial system as being
trustworthy.
All public records as defined by North Carolina G.S. § 132-1 are covered by this policy. This includes permanent and non-
permanent records, including both confidential and non-confidential records. These classifications may warrant different
treatments when processing the records. This policy serves as basic documentation of the procedures followed by the
department in imaging, indexing, auditing, backing up, and purging electronic records in accordance with the disposition
schedule, and in handling the original paper records, if applicable.
This policy also serves to protect those records digitized by the agency’s in-house scanning and server stored imaging
system, which reduces required storage space for original documents as the agency transitions to a “more paperless”
digital system and provides instant and simultaneous access to documents as needed.
The form provided in Section 10 of this document, Request for Disposal of Original Records Duplicated by Electronic
Means, is completed and submitted to the Department of Natural and Cultural Resources whenever this agency wishes
to dispose of a series of paper records that have been digitized.
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.
2. Responsible Parties
Town Clerk
Responsibilities include:
1. Determining access rights to the system
2. Approving system as configured by IT
3. Assist in training of records creators
4. Periodically auditing imaged recor ds for accuracy, readability, and reproduction capabilities before the original
documents are destroyed
1 https://archives.ncdcr.gov/documents/guidelines-managing-trustworthy-digital-public-records

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Electronic Records and Imaging Policy and Procedures Page | 4
Assistant Town Manager
Responsibilities include:
1. Ensuring training of records creators
2. Approving system as configured by IT
3. Periodically auditing imaged records for accuracy, readability, and reproduction capabilities before the original
documents are destroyed.
IT Department
Responsibilities include:
1. Installing and maintaining equipment and software
2. Configuring the system according to agency needs, including creating and testing applications and indexes
3. Controlling permission rights to the system
4. Maintaining documentation of system hardware and software
5. Establishing audit trails that document actions taken on records stored by the information technology system
6. Providing backups for system records and recovering deleted imaged records when necessary
7. Completing a disaster recovery backup at least once every two years
8. Establishing and providing training on equipment and software, documenting such training, and providing
remedial training as needed
9. Creating and updating detailed procedural manuals describing the imaging process and equipment
10. Conducting any necessary batch conversions or batch renaming of imaged records
Records Creators
Responsibilities include:
1. Attending and signing off on training conducted by IT staff or by the Department of Natural and Cultural
Resources
2. Creating passwords for computers that are long, complex, and frequently changed
3. Creating and managing electronic records in their purview in accordance with the policies and other guidance
issued by the Department of Natural and Cultural Resources and complying with all IT security policies
4. Reviewing system records annually and purging records in accordance with the retention schedule
5. Guaranteeing that records, regardless of format, be retained for the period of time required by local records
retention schedules
6. Carrying out day-to-day processes associated with the agency’s imaging program, including:
• Designating records to be entered into the imaging system
• Noting confidential information or otherwise protected records and fields
• Removing transitory records from the scanning queue
• Completing indexing guide form for each record being scanned
• Reviewing images and ind exing for quality assurance
• Naming and storing the scanned images in designated folders
• Once approved, destroying or otherwise disposing of original records in accordance with guidance
issued by the Department of Natural and Cultural Resources

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Electronic Records and Imaging Policy and Procedures Page | 5
3. Availability of System and Records for Outside Inspection
The Town recognizes that the judicial system may request pretrial discovery of the information technology system used
to produce records and related materials. Agency personnel will honor requests for outside inspection of the system and
testing of data by opposing parties, the court, and government representatives. Records must be available for inspection
and audit by a government representative for the full period required by law and approved records retention schedules,
regardless of the life expectancy of the media on which the records are stored. Records must continue to exist when
litigation, government investigation, or audit is pending or imminent, or if a court order may prohibit specified records
from being destroyed or otherwise rendered unavailable.
In order to lay a proper foundation for the purposes of admitting the agency’s electronic records into evidence, the
agency will be able to provide up-to-date, detailed documentation that describes the procedural controls employed in
producing records; procedures for input control including tests used to assure accuracy and reliability; and evidence of
the records’ chain of custody. In addition to this policy, such documentation includes:
• Procedural manuals
• System documentation
• Training documentation
• Audit documentation
• Audit trails documenting access permission to records
The agency will also honor inspection and copy requests pursuant to N.C. G.S. § 132. The agency should produce the
records created and used in the course of business, maintaining established folder structure as applicable. The agency
should produce records in any format it is capable of producing if asked by the requesting party; however, the agency is
not required to create or compile a record that does not already exist. If it is necessary to separate confidential from
non-confidential information in order to permit the inspection or copying of the public records, the public agency will
bear the cost of such separation.
4. Maintenance of Trustworthy Electronic Records
Produced by Methods that Ensure Accuracy
All platforms used by the agency to create and manage electronic records, including e-mail clients, social media
platforms, and cloud computing platforms, conform with all Department of Natural and Cultural Resources policies and
all applicable IT security policies.
Electronic files are named in accordance w ith the Best Practices for File Naming published by the Department of Natural
and C ultural Resources. Currently, all electronic documents and records reside on a Windows server with a shared file
system.
Electronic files are saved in formats that comply with the DNCR’s File Format Guidelines for Management and Long-Term
Retention of Electronic Records.2 File formats used by the agency are identified as standard by DNCR and are well-
supported and have robust metadata support. Specifically, the Town of Southern Pines uses the .PDF file format.
2 https://archives.ncdcr.gov/documents/file-format-guidelines-management-and-long-term-retention-electronic-records

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Electronic Records and Imaging Policy and Procedures Page | 6
Maintained in a Secure Environment
Security of the system and the records it holds is maintained in the following ways:
• Access rights are managed by the IT department and are assigned by a supervising authority to prevent
unauthorized viewing of documents.
• Data creators must organize and name file systems in such a way to identify confidentiality of the
documents.
• Folders with confidential information are restricted, and access rights to confidential data are carefully
managed. Confidential material is redacted by the record creators before it is shared or otherwise made
available.
• Physical access to computers, disks, and external hard drives is restricted.
• All system password and operating procedure manuals are kept in secure off-site storage.
Associated and Linked with Appropriate Metadata
Metadata is maintained alongside the record. At a minimum, metadata retained includes file creator, date created, title
(stored as the file name), and when appropriate, cell formulae and e-mail header information. Employees are not
instructed to create metadata other than metadata that is essential for a file’s current use and/or retention.3
Stored on Media that are Regularly Assessed and Refreshed
Data is converted to new usable file types as old ones become obsolete. The following steps are taken to ensure the
continued accessibility of records kept in electronic formats:
• Data is audited and assessed annually. If there is evidence of file corruption, data should be migrated to
new media.
• Records are periodically verified through hash algorithms. This is required before and after transfer to new
media to ensure the records were not altered.
• Media is refreshed every four to seven years. The agency documents when and how records are
transferred from one storage medium to another. Once the new media has been sampled to assure the
quality of the transfer, the original media may be destroyed according to the guidelines of 07 NCAC 04M
.0510.
• Records are periodically migrated to new file types, particularly when a new information technology
system requires that they be brought forward in order to render the file properly.
• Metadata is maintained during transfers and migrations.
• Storage media are maintained in a manner and in an environment that promotes bit-level preservation.
Humidity does not exceed 50% and should not fall below 30%. Room temperature is set between 65° F to
75° F. The agency adheres to the media manufacturer’s recommendations for specific environmental
conditions in which the media should be stored.
• Whatever media is used to store data is clearly labeled with enough information that its contents can be
determined (e.g., optical media should have a physical label; data stored on a server should be indexed).
3 For more information, see DNCR’s guidance document Metadata as a Public Record in North Carolina: Best Practices Guidelines for Its Retention and Disposition

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Electronic Records and Imaging Policy and Procedures Page | 7
5. Components of Information Technology System
Training Programs
The IT department will conduct training for system use and electronic records management, using material published by
the Department of Natural and Cultural Resources when appropriate. All employees will be made aware of system
procedures and policies and trained on them; employees will acknowledge by initialization or signature that they are
aware of the policies and have received training on them. When appropriate, employees will also attend trainings
offered by the Department of Natural and Cultural Resources on the maintenance of electronic records. Documentation
will be maintained for the distribution of written procedures, attendance of individuals at training sessions and refresher
training programs, and other relevant information.
Audit Trails
At a minimum, the IT department will maintain documentation on who has read and/or write permission to files
maintained by the agency. Ideally, a log of activities on the system is maintained, which shows who accessed the system,
how and by whom records were created and modified, and whether standard procedures were followed.
Audits
Audits are designed to evaluate the process or system's accuracy, timeliness, adequacy of procedures, training provided,
and the existence of audit trails. Internal audits are conducted regularly by agency IT staff, at least annually.
6. Documentation of Information Technology System
System Design
The agency maintains documentation that describes system procedures, practices, and workflows. This documentation
also identifies system software and hardware and captures the system environment in terms of the organizational
structure, functions and responsibilities, and system processes. It explains how the system operates from a functional
user and data processing point of view. Documentation is reviewed and updated by IT staff annually or upon
implementation of a new information technology system. Such documentation maintained by the agency includes:
• Procedural manuals
• System documentation
• Security backup and disaster recovery procedures as a part of the Continuity of Operations Plan
• Service level agreements for contracted information technology services
Rete ntion of System Documentation
One set of all system documentation will be maintained during the period for which the records produced by the
process or system could likely be subject to court review and until all data created by every system instance has been
destroyed or transferred to a new operating environment. All such documentation is listed in the Town of Southern
Pines records retention schedule.

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Electronic Records and Imaging Policy and Procedures Page | 8
7. Digital Imaging Program Documentation and Procedures
System and Procedural Documentation
The IT department is responsible for preparing and updating detailed procedures that describe the process followed to
create and manage imaged electronic records. This documentation will include a description of the system hardware
and software. A current procedural manual will be maintained to ensure the most current steps are followed and to
ensure reliable system documentation will be available for judicial or similar proceedings.
Each workstation designated as a scanning station will have, at a minimum, the following hardware and software, unless
the scanner is collocated by means of a network interface:4
• Document/image scanner authorized by IT
• Driver software for scanner authorized by IT
• Imaging software authorized by IT
• Instructions manual, maintained by IT staff, describing in detail the steps required in the scanning process. This
manual will also define:
The resolution of scanned images, as well as any compression standard used
o
The file formats of scanned images
o
The file naming conventions used for scanned images
o
Whether batch conversion or batch file re-naming will be necessary, and what tool is used for such
o
conversions
Whether any image enhancement techniques should be conducted after imaging
o
Training
Only designated staff that have been formally trained by IT staff and have signed off on training documentation on the
use of the imaging software and equipment will be allowed to scan records. Components of the training will include
basic techniques for image capture, indexing, quality control, security configuration, auditing, use of equipment, and
general system maintenance. Permissions to image and index records will not be assigned until the user has been
trained. If a user improperly indexes or scans a document, an auditor will address this occurrence with the user, and
remedial training will be required.
Indexing and Metadata
All imaged records must be indexed in order to facilitate efficient retrieval, ease of use, and up-to-date information
about the images stored. This index should capture the content, structure, and context of the imaged records and will be
developed by IT staff prior to the implementation of any imaging system. Metadata will be maintained in accordance
with the guidelines provided in Section 4, Maintenance of Trustworthy Electronic Records.
Auditing and Audit Trails
Staff trained to conduct imaging will conduct a quality control audit following the imaging of a record to ensure that the
following features of the imaged record are legible:
4
If your scanner is networked, you will only have one response to each of the first three items. If you have separate workstations throughout your agency,
we recommend an inventory that specifies the equipment and software used at each workstation. [specify scanner manufacturer and model number]

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Electronic Records and Imaging Policy and Procedures Page | 9
• Individual letters, numbers, and symbols
• Combinations of letters, numbers, and symbols forming words or sentences
• Graphics such as signatures, logos, and pictures
• Other features of records such as color, shape, texture, etc., that relate to the content of the information
Managerial staff for the various units of the agency will also periodically audit imaged records for accuracy, readability,
and reproduction capabilities. Written quality control documentation will be prepared indicating the sampling of records
and what remedial procedures were followed if the expected level of accuracy was not achieved.
Managerial staff will document by position title employees that have the authority to complete each of the tasks listed.
Retention of Original and Duplicate Records
To obtain permission to destroy original records following imaging, this agency will complete Section 10 of this
document, Request for Disposal of Original Records Duplicated by Electronic Means. For each records series identified
for scanning, the Department of Natural and Cultural Resources must approve the destruction of the original records.
Permanent records may be imaged for ease of access, but the original documents may not be destroyed unless an
analog copy exists prior to the records’ destruction.5
Destruction of original records is allowed only after quality assurance has been conducted on the imaged records,
necessary corrections have been made, the electronic records system is audited for accuracy, and the destruction of
records has been approved.
If digital images replace the original records and assume all legal authorities, these scanned records will be considered
the record copy and must be maintained for the specified retention period defined in the appropriate records retention
and disposition schedule.6 The retention period is considered to have begun when the original document was created,
not when the electronic version was produced. Any hard copy generated from the imaged records will be considered the
agency’s duplicate “working” record or reference copy.
8. Other Electronic Records Management Practices
System Planning
The Town uses traditional paper media, electronic systems, for the creation and storage of records, based upon which
media best serves the records retention requirements of unique records groups, as well as the administrative needs of
the Town. Any document that is considered to be a permanent record must be kept either as a paper media or
microfilm. Permanent records may be scanned and become a part of the document imaging and electronic records
systems to provide for greater efficiency; however, they will still be maintained in either a paper media or microfilm
form. The Town monitors all computing resources and information systems for performance, storage, and
5
Any permanent records maintained in electronic form must also exist as a paper or microfilm preservation duplicate copy in compliance with the Department of
Natural and Cultural Resources Human-Readable Preservation Duplicates policy.
6 The Society of American Archivists Glossary of Archival and Records Terminology defines record copy as “the single copy of a document, often the original, that is
designated as the official copy for reference and preservation.” Available at http://www2.archivists.org/glossary/terms/r/record-copy.

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Electronic Records and Imaging Policy and Procedures Page | 10
supportability. Those systems identified as requiring upgrading or additional resources, are part of annual budgeting
process within the Town.
Shared Drive Management
Employees use shared storage for collaboration and access. Procedures for the use of this shared storage comply with
DNCR’s guidance document Global Shared Storage Guidelines.7
Security and Disaster Backup and Restoration
The agency has a disaster recovery plan for its electronic data in place, which includes contact information for data
recovery vendors and information about backups of all data. Security backups to protect against data loss are generated
for all but the most transitory of files. Routine backups are conducted daily and are stored on the Town’s on-premise
secure Storage Area Network device with duplication to the on-premise “Backup and Disaster Recovery” (BDR)
appliance. Backups stored locally are synchronized to a cloud-based system managed by Town IT. A key feature of this
system is that images may be restored from either the local set of data or the data stored off site in the cloud. All
images are transmitted using 128-bit SSL encryption and all stored images (local and cloud) use AES 256 for data at rest.
Furthermore, this system offers “points in time” recovery options data from the servers may be recovered from a
previous date/time and not just the current state of the servers. The cloud-based system also allows for virtual cloud-
based servers to be spun up at any time in the event of a local server disaster. The above referenced systems are
monitored on a daily basis. Data retention period is maintained as required with transitory data overwritten every six
months. Imaged documents will by synchronized to a secure data center immediately upon document changes or upon
document scanning
9. Compliance and Electronic Records Self-Warranty
The completion of this form by all signing employees signals that all employees will adhere to the rules set forth in this
policy. Furthermore, this section is to be used as a self-evaluation tool to ensure that electronic records produced by the
agency are created, reproduced, and otherwise managed in accordance with guidelines for electronic public records
published by the North Carolina Department of Natural and Cultural Resources. The self-warranting of records in itself
does not authorize the destruction of records, originals or copies, nor does it change current records retention and
disposition scheduling procedures. Destructions of records are authorized when your agency approves the current
retention and disposition schedule(s). If scanned records are intended to take the place of original paper records, local
agencies must submit the Request for Disposal of Original Records Duplicated by Electronic Means form.
Each signatory should initial each element for certification, print his/her name on the Approved by line, fill in the job
title, and sign and date the form.
7 https://archives.ncdcr.gov/documents/global-shared-storage-guidelines

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Electronic Records and Imaging Policy and Procedures Page | 11
Town Clerk/Managerial Staff
The Town Clerk is the person responsible for creating records or managing the staff who create records.8 The records
custodian certifies that:
______ The records created or duplicated by electronic means in this office are prepared in accordance
with these guidelines as indicated by the following statements:
• Quality - Records are legible, accurate, and complete.
• The records are produced or reproduced as part of a regularly conducted activity.
• The records conform to DNCR guidance regarding file formats, file naming, and if
applicable, digital preservation guidance produced by DNCR.
• Detailed, documented procedures are in place and followed when the records are
created, copied, modified, or duplicated.
• The person who creates, copies, modifies, or duplicates records receives formal training
on detailed system procedures prior to records preparation.
• Details of the training received are adequately documented through written policies
and procedures.
• Employees sign training records after receiving training.
This agency will comply with the best practices and standards established by the Department of
______ Natural and Cultural Resources as published on its website.
This agency will submit to the Department of Natural and Cultural Resources Section 10 of this
policy, Request for Disposal of Original Records Duplicated by Electronic Means, to seek approval
______ for the destruction of original records that have been converted from paper to electronic
record.
Affected records creators will be trained on the proper creation and maintenance of electronic
______ records.
Imaged records will be periodically audited for accuracy, readability, and reproduction
______ capabilities before the original documents are destroyed.
Approved by: Date:
Title:
Sign ature:
8
G.S. § 132-2 specifies, “The public official in charge of an office having public records shall be the custodian thereof.” G.S. § 160A-171 specifies that the city clerk is
the custodian of all city records. Therefore, the individual signing this section will likely be the clerk at the local level or the head of the organizational unit.

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Electronic Records and Imaging Policy and Procedures Page | 12
IT Director/ IT Professional
The IT Professional is the person responsible for providing technical support to the records custodians and who may be
involved in infrastructure and system maintenance. In the absence of an IT department, the supervisor of the records
custodian should verify the following items. The IT Professional certifies that:
Audit trails document the identity of the individual who creates, duplicates, modifies, or
otherwise prepares the records, what actions are taken by the individual during the course of
the process, when these actions are taken, and what the results of these actions are.
Audits:
• are performed periodically to confirm that the process or system produces accurate
results.
• confirm that procedures followed are in accordance with the agency’s documentation.
• are performed routinely on files to ensure no information has been lost.
• are performed by an independent source (i.e., persons other than those who create the
records or persons without an interest in the content of the records. Acceptable sources
may include different department or authorized auditing authority).
• are adequately documented.
The process or system hardware and software are adequately documented.
Permanent records conform to all file format, file naming, and digital preservation guidance
produced by the Department of Natural and Cultural Resources.
Backup procedures are in place and comply with best practices as established by the
Department of Natural and Cultural Resources.
Successful disaster recovery backup is completed at least once every two years.
Approved by: Date:
Title:
Signature:

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Electronic Records and Imaging Policy and Procedures Page | 13
Assistant Town Manager
The Assistant Town Manager is the person responsible for approving internal policies and procedures related to the
creation and maintenance of electronic records. The Assistant Town Manager director certifies that:
Determinations are made regarding employees’ permission rights to the electronic records
system.
______
IT’s configurations for the electronic records system are reviewed and approved before the
electronic records system becomes operational.
______
Approved by: Date:
Title:
Signature:
FOR DEPARTMENT OF NATURAL AND CULTURAL RESOURCES USE
Approved by: Date:
Title:
Signature:

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Electronic Records and Imaging Policy and Procedures Page | 14
10. Request for Disposal of Original Records Duplicated by Electronic Means
This form is used to request approval from the Department of Natural and Cultural Resources to dispose of non-
permanent paper records that have been scanned, entered into databases, or otherwise duplicated through digital
imaging or other conversion to a digital environment. This form does not apply to records that have been microfilmed or
photocopied.9
9
Please contact a Records Analyst with any questions about the destruction of original paper records.

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Request for Disposal of Original Records Duplicated by Electronic Means
If you have questions, call (919) 814-6900 and ask for a Records Management Analyst.
This form is used to request approval from the Department of Natural and Cultural Resources to dispose of non-permanent
paper records that have been scanned, entered into databases, or otherwise duplicated through digital imaging or other
conversion to a digital environment. This form does not apply to records that have been microfilmed or photocopied or to
records with a permanent retention.
Agency Contact Name: Date (MM-DD-YYYY):
Phone (area code): Email:
County/Municipality: Office:
Mailing address:
Records Series Title Description of Records Inclusive Approx. Volume Retention
A group of records as listed Specific records as referred Dates of Records Period
in records retention to in-office (1987-1989; (e.g. “1 file As listed in records
schedule 2005-present) cabinet,” “5 boxes”) retention schedule
Requested by:
Signature Title Date
Approved by:
Signature Requestor’s Supervisor Date
Concurred by:
Signature Assistant Records Administrator Date
State Archives of North Carolina