PUBLIC RECORDS POLICY DRAFT

Prepared by: Ben Holder

A. PURPOSE
The purpoe o! "h# Pol#$y # "o a#" %reenboro o!!#$#al and e&ployee #n under"and#n' and
$o&ply#n' (#"h "he publ#$ re$ord la() #n$lud#n' *+, re$ord re"en"#on) *-, re$ord d#po#"#on and
*., re$ord re/ue". Th# Pol#$y # de#'ned "o pro0#de 'u#dan$e only) and #n "he e0en" o!
$on!l#$" be"(een "h# Pol#$y and "he la() "he la( pre0a#l. Th# Pol#$y doe no" $rea"e any ne(
or add#"#onal r#'h" or obl#'a"#on !or any peron or en"#"y and # no" de#'ned "o $rea"e a h#'her
"andard "han "he la( per"a#n#n' "o publ#$ re$ord e"abl#h.

B. 1EY DEFI2ITIO2S
Board: All C#"y o! %reenboro non3ele$"ed) appo#n"ed bod#e *#n$lude all board) $o&&##on)
$o&&#""ee) "a4 !or$e) e"$.,
Copyr#'h": The le'al r#'h" 'ran"ed "o a peron !or e5$lu#0e publ#$a"#on) produ$"#on) ale or
d#"r#bu"#on o! &a"er#al.
E&ployee: All $#"y e&ployee) #n$lud#n' "e&porary and par"3"#&e e&ployee. 6olun"eer and
peron (or4#n' !or a "e&porary e&ploy&en" er0#$e *7"e&p8, are alo ub9e$" "o "h# Pol#$y)
bu" "he $#"y e&ployee uper0##n' "he 0olun"eer or 7"e&p8 # alo repon#ble !or "he publ#$
re$ord o! u$h 0olun"eer or 7"e&p.8
F#le Cu"od#an: The peron repon#ble !or &a#n"a#n#n' "he pro9e$" or ub9e$" !#le "o (h#$h a
re$ord*, rela"e
2e"(or4: A y"e& by (h#$h &any $o&pu"er are $onne$"ed "o'e"her. The C#"y o! %reenboro
ha a ne"(or4 "ha" allo( a$$e "o au"hor#:ed area on a $en"ral "ora'e de0#$e and "o a$$e
pr#n"er and hared dr#0e.
O!!#$#al*,: All C#"y o! %reenboro ele$"ed;appo#n"ed C#"y Coun$#l &e&ber and appo#n"ed
board;$o&&##on) $o&&#""ee and "a4 !or$e &e&ber.
O!!#$#al Re$ord Cu"od#an *alo re!erred "o a 7o!!#$#al $u"od#an8,: The C#"y o! %reenboro
Depar"&en" D#re$"or are repon#ble !or all $#"y bu#ne rela"ed re$ord $rea"ed;re$e#0ed by
all "a!! #n "he par"#$ular Depar"&en" *#n$lud#n' "he C#"y Cler4 !or C#"y Coun$#l bu#ne rela"ed
re$ord and Board Se$re"ar#e !or Board &e&ber bu#ne rela"ed re$ord,. O!!#$#al $u"od#an
are repon#ble !or enur#n' depar"&en"al $o&pl#an$e (#"h "he Re$ord Re"en"#on and
D#po#"#on S$hedule and re$ord re/ue".

Pr#&ary Re$ord Cu"od#an *alo re!erred "o a 7re$ord $u"od#an8,: E&ployee and o!!#$#al (ho
$rea"e and re$e#0e re$ord are repon#ble !or &ana'#n' "he re$ord a$$ord#n' "o "he Re$ord
Re"en"#on and D#po#"#on S$hedule and d#$lo#n' "he re$ord upon re/ue".

Pro"e$"ed Re$ord: A re$ord "ha" # e5e&p"ed !ro& "he de!#n#"#on o! publ#$ re$ord and a re$ord
!or (h#$h "here # "a"u"ory or o"her au"hor#"y per&#""#n' or re/u#r#n' "ha" "he #n!or&a"#on no" be
d#$loed.
Publ#$ Re$ord: All re$ord $rea"ed or re$e#0ed by $#"y o!!#$#al and e&ployee (h#le "rana$"#n'
o!!#$#al C#"y bu#ne.
Re$ord Re/ue": In$lude any re/ue" !or re$ord) #n$lud#n' ubpoena and d#$o0ery *a
de!#ned here#n,
Reda$": To re&o0e $on!#den"#al or pro"e$"ed #n!or&a"#on !ro& a re$ord be!ore relea#n' "he
re$ord #n repone "o a re$ord re/ue".
Subpoena: An order o! "he $our" o! a (#"ne "o appear a" a pe$#!#ed pla$e and "#&e "o "e"#!y
and;or "o produ$e re$ord.
Tran#"ory: Re$ord "ha" are ephe&eral) "e&porary) or "ran#en" #n na"ure and ha0e only hor"3
"er& ad&#n#"ra"#0e 0alue.

C. PUBLIC RECORDS

+. Publ#$ Re$ord De!#ned

<#"h 0ery !e( e5$ep"#on) all re$ord $rea"ed or re$e#0ed by o!!#$#al and e&ployee (h#le
"rana$"#n' o!!#$#al C#"y bu#ne are publ#$ re$ord and &u" be re"a#ned) "ored) d#poed o!)
and &ade a0a#lable !or #npe$"#on and $opy#n' #n a$$ordan$e (#"h "he la(. Th# appl#e "o
re$ord #n o!!#$#al= and e&ployee= ho&e and on ho&e or peronal $o&pu"er #! "he re$ord
per"a#n "o C#"y bu#ne. The publ#$ re$ord la( # pr#&ar#ly $on"a#ned #n 2.C.%.S.+.-3+
"hrou'h 2.C.%.S. +.-3+>) (h#$h # on3l#ne a":
h""p:;;(((.n$'a."a"e.n$.u;Ena$"edLe'#la"#on;S"a"u"e;HT?L;ByChap"er;Chap"er@+.-.h"&l.
Publ#$ re$ord #n$lude paper and ele$"ron#$ do$u&en" *#n$lud#n' ele$"ron#$ &ea'e,) pho"o)
0#deo) &ap) $o&pu"er !#le) $o&pu"er $o&&un#$a"#on and 0o#$e &a#l &ea'e. Unle "he
purpoe and $on"en" o! a re$ord # peronal #n na"ure and no" rela"ed "o "he "rana$"#on o! C#"y
bu#ne) #" # a publ#$ re$ord and hould be &ana'ed a$$ord#n' "o "he Re$ord Re"en"#on and
D#po#"#on S$hedule *here#na!"er re!erred "o a 7S$hedule8,.

There are $er"a#n re$ord "ha" are e5e&p"ed !ro& "he de!#n#"#on o! publ#$ re$ord) and "here are
$er"a#n publ#$ re$ord "ha" do no" ha0e "o be d#$loed. *Re!er "o Se$"#on C.A. o! "h# Pol#$y "o
read &ore abou" pro"e$"ed re$ord.,

-. Tran#"ory Re$ord
Tran#"ory re$ord are publ#$ re$ord) bu" be$aue o! "he#r na"ure) "hey do no" ha0e "o be
re"a#ned. Tran#"ory re$ord #n$lude *bu" are no" l#&#"ed "o, &ea'e (#"h hor"3"er& or no
ad&#n#"ra"#0e 0alue) u$h a &any) bu" no" all) 0o#$e &a#l) el!3"#$4#n' no"e) !a$#&#le $o0er
hee" "ha" do no" $on"a#n ub"an"#0e #n!or&a"#on) and "elephone &ea'e. Tran#"ory
re$ord are $rea"ed pr#&ar#ly !or "he #n!or&al $o&&un#$a"#on o! #n!or&a"#on and no" "o
perpe"ua"e or !or&al#:e 4no(led'e. Tran#"ory re$ord do no" e" C#"y pol#$y) e"abl#h
'u#del#ne or pro$edure) d#$u a C#"y bu#ne &a""er) d#$u a de$##on) $er"#!y a
"rana$"#on) or a$" a e0#den$e o! re$e#p". *Cer"#!#ed or re'#"ered &a#l re"urn re$e#p" "ha"
$on"a#n #&por"an" #n!or&a"#on abou" "he na&e o! "he ender;re$#p#en" and per"#nen" da"e are
no" "ran#"ory., Tran#"ory re$ord &ay be "rea"ed a ha0#n' a re!eren$e or ad&#n#"ra"#0e 0alue
"ha" end (hen "he e&ployee or o!!#$#al no lon'er need "he #n!or&a"#on #n "he re$ord.
Tran#"ory re$ord &ay be pur'ed (hen "he#r re!eren$e 0alue end. Ho(e0er) #! a re$ord
re/ue" # re$e#0ed !or a "ran#"ory re$ord be!ore "ha" "ran#"ory re$ord ha been pur'ed) "ha"
"ran#"ory re$ord &u" be d#$loed.

.. Dra!" Re$ord
On$e a dra!" do$u&en" ha been hared (#"h ano"her) #" # a publ#$ re$ord and # ub9e$" "o
publ#$ #npe$"#on. Inpe$"#on &ay be re/u#red !or o&e un$#r$ula"ed dra!". O!!#$#al and
e&ployee hould $onul" (#"h "he C#"y o(n A""orney= o!!#$e abou" "he publ#$ re$ord "a"u o! a
dra!" do$u&en" pr#or "o deny#n' #npe$"#on o! "ha" do$u&en".
To a0o#d &#under"and#n' "ha" $an o&e"#&e ar#e !ro& publ#$ $#r$ula"#on o! d#$u#on
dra!") $on#der label#n' ea$h pa'e o! dra!" do$u&en" "ha" you $#r$ula"e "o o"her (#"h
7DISCUSSIO2 DRAFT O2LY.8 Th# $an be done by 'o#n' "o "he For&a" &enu) ele$"#n'
7Ba$4'round8) $l#$4#n' on 7Pr#n"ed <a"er&ar4) ele$"#n' 7Te5" <a"er&ar48) "yp#n' #n a "he "e5":
7D#$u#on Dra!" Only8 and $l#$4#n' on 7apply8.

A. Pro"e$"ed Re$ord
E5a&ple o! pro"e$"ed re$ord are #n$luded #n "h# e$"#on. Pro"e$"ed re$ord hould no" be
d#$loed) and #n o&e $ae &u" no" be d#$loed) (#"hou" "he per&##on o! "he o!!#$#al
$u"od#an or $#"y a""orney= o!!#$e. Bu" a e&ployee and o!!#$#al ha0e a du"y "o d#$loe publ#$
re$ord) "hey ha0e a du"y "o pro"e$" "he pr#0a$y o! pro"e$"ed re$ord. In par"#$ular) a o$#al
e$ur#"y nu&ber &u" ne0er be releaed a par" o! a publ#$ re$ord. ?a4e e!!or" no" "o #n$lude
pro"e$"ed #n!or&a"#on and publ#$ #n!or&a"#on #n "he a&e re$ord. Re$ord "ha" $on"a#n a &#5 o!
publ#$ re$ord and pro"e$"ed re$ord &u" be d#$loed) bu" "he pro"e$"ed #n!or&a"#on &u" !#r"
be re&o0ed *#! on a epara"e pa'e, or reda$"ed *#! on "he a&e pa'e (#"h publ#$ #n!or&a"#on,.
*See Se$"#on F.-. o! "h# Pol#$y !or &ore #n!or&a"#on on reda$"#on., <hen #n doub" a "o (he"her
a re$ord # a pro"e$"ed re$ord) e&ployee and o!!#$#al hould $onul" (#"h "he $#"y a""orney=
O!!#$e. Conul"#n' (#"h "he a""orney ha ad0an"a'e #n "he e0en" you de"er&#ne "he re$ord #
pro"e$"ed and you do no" d#$loe #") and "here # a le'al $hallen'e *ee Se$"#on F.C. o! "h#
Pol#$y !or &ore #n!or&a"#on on en!or$e&en" and penal"#e,.
E5e&p"ed re$ord *re$ord "ha" are e5e&p"ed !ro& publ#$ re$ord, #n$lude bu" are no" l#&#"ed
"o:
3 Con!#den"#al $o&&un#$a"#on !ro& "he a""orney "o "he $l#en" (#"h#n "he $ope o!
"he a""orney3$l#en" rela"#onh#p a de!#ned #n 2.C.%.S. +.-3+.+ *"ha" be$o&e publ#$ re$ord #n
"hree year,
3 Publ#$ en"erpr#e b#ll#n' #n!or&a"#on) a pro0#ded #n 2.C.%.S. +.-3+.+.
3 Con"rolled ub"an$e repor"#n' y"e& #n!or&a"#on a pro0#ded #n 2.C.%.S. +.-3
+.+ *(h#$h &ay be releaed only #n a$$ordan$e (#"h The Con"rolled Sub"an$e A$",.
3 Cr#&#nal #n0e"#'a"#on re$ord and re$ord o! $r#&#nal #n"ell#'en$e #n!or&a"#on) a
pro0#ded #n 2.C.%.S. +.-3+.A *no"e "ha" $er"a#n #n!or&a"#on per"a#n#n' "o 0#ola"#on o! "he la(
and arre" and #nd#$"&en") and $er"a#n $on"en" o! DE++= $all ARE publ#$ re$ord,. 2o"e alo
"ha" $er"a#n #n!or&a"#on abou" 0#ola"#on or apparen" 0#ola"#on o! "he la( # a publ#$ re$ord
puruan" "o 2.C.%.S. +.-3+.A*$,.
3 E++ da"a bae #n!or&a"#on) #! re/u#red by a'ree&en" (#"h "he "elephone $o&pany
a pro0#ded #n 2.C.%.S. +.-3+.C.
3 Sen#"#0e publ#$ e$ur#"y #n!or&a"#on) #n$lud#n' pe$#!#$ de"a#l o! publ#$ e$ur#"y
plan and arran'e&en") de"a#led plan and dra(#n' o! publ#$ bu#ld#n' and #n!ra"ru$"ure
!a$#l#"#e) and $er"a#n plan "o pre0en" and repond "o "error#" a$"#0#"y) a pro0#ded #n 2.C.%.S.
+.-3+.F) and "e$hnolo'y e$ur#"y #n!or&a"#on.
3 Cer"a#n #den"#!y#n' #n!or&a"#on o! &#nor par"#$#pa"#n' #n a par4 or re$rea"#on
pro'ra&) al"hou'h "he :#p $ode o! re#den$e # a publ#$ re$ord) a pro0#ded #n 2.C.%.S. +.-3
+.+-
3 O"her re$ord !or (h#$h "a"u"ory e5e&p"#on apply

Re$ord pro"e$"ed !ro& d#$loure #n$lude bu" are no" l#&#"ed "o:
3 Peronnel !#le o! e&ployee) (h#$h #n$lude any #n!or&a"#on 'a"hered by "he $#"y
(#"h repe$" "o an e&ployee are pro"e$"ed) e5$ep" !or "he !ollo(#n' pe$#!#$ #n!or&a"#on "ha"
2C%S +G>A3+GH re/u#re "o be publ#$ #n!or&a"#on: na&eI a'eI da"e o! or#'#nal e&ploy&en" or
appo#n"&en"I "er& o! any e&ploy&en" $on"ra$") $urren" po#"#on "#"leI $urren" alaryI da"e and
a&oun" o! ea$h #n$reae or de$reae #n alaryI da"e and "ype o! ea$h pro&o"#on) de&o"#on)
"ran!er) upen#on) epara"#on) or o"her $han'e #n po#"#onI da"e and 'eneral de$r#p"#on o! "he
reaon !or ea$h pro&o"#onI da"e and "ype o! ea$h d#&#al) upen#on or de&o"#on !or
d#$#pl#nary reaonI $opy o! "he (r#""en no"#$e o! !#nal d#&#al de$##on e""#n' !or"h "he
pe$#!#$ a$" or o&##on "ha" are "he ba# o! "he d#&#al) and "he o!!#$e "o (h#$h "he
e&ployee # $urren"ly a#'ned.
3 7Ta5 #n!or&a"#on8 per"a#n#n' "o a "a5payer= #n$o&e or 'ro re$e#p" &ay no" be
d#$loed) a pro0#ded #n 2.C.%.S.+.-3+.+) e5$ep" a pro0#ded #n 2.C.%.S. +G>A3->H.+ (h#$h
per&#" d#$loure "o $o&ply (#"h a la( or $our" orderI !or re0#e( by "he A""orney %eneral *7A%8,
or repreen"a"#0e o! "he A%I and "o or") pro$e or del#0er "a5 #n!or&a"#on !or "he C#"y "o
ad&#n#"er a "a5.
3 So$#al e$ur#"y nu&ber and peronal 7#den"#!y#n' #n!or&a"#on8 # $on!#den"#al and
unla(!ul "o d#$loe "o "he publ#$. E&ployee and o!!#$#al &u" $he$4 (#"h Hu&an Reour$e
be!ore $olle$"#n' any o$#al e$ur#"y nu&ber. I! a o$#al e$ur#"y nu&ber # la(!ully $olle$"ed) #"
&u" be e're'a"ed on a epara"e pa'e) or a o"her(#e appropr#a"e) !ro& "he re" o! "he
re$ord) a pro0#ded #n 2.C.%.S. +.-3+.+>. In add#"#on "o o$#al e$ur#"y nu&ber) 7peronal
#den"#!y#n' #n!or&a"#on8 #n$lude: e&ployer "a5payer #den"#!#$a"#on nu&berI dr#0er= l#$ene
nu&ber *e5$ep" #n $ae (here "he nu&ber appear on a non3pro"e$"ed la( en!or$e&en"
re$ord,) "a"e #den"#!#$a"#on $ard nu&ber and papor" nu&berI $he$4#n') a0#n') $red#") and
deb#" a$$oun" nu&berI peronal #den"#!#$a"#on $ode *PI2, nu&ber ued "o a$$e !#nan$#al
reour$eI d#'#"al #'na"ureI any o"her nu&ber or #n!or&a"#on "ha" $an be ued "o a$$e a
peron= !#nan$#al reour$eI b#o&e"r#$ da"aI !#n'erpr#n"I and pa(ordI all a pro0#ded #n
2.C.%.S. +.-.+.+>) 2.C.%.S. FC3G+ and 2.C.%.S. +A3++..->.
3 Trade e$re" and ele$"ron#$ pay&en" a$$oun" nu&ber *ee 7#den"#!y#n'
#n!or&a"#on= abo0e !or pro"e$"#on o! a$$oun" nu&ber, are pro"e$"ed a e" !or"h #n 2.C.%.S.
+.-3+.-. *2o"e "ha" "o pro"e$" a 7"rade e$re"8 de"a#led re/u#re&en" &u" be &e".,
3 The eal o! an ar$h#"e$") en'#neer or land ur0eyor (hen "ha" eal ha been
ub&#""ed !or pro9e$" appro0al under Par" C o! Ar"#$le +E) Chap"er +G>A *Bu#ld#n' Inpe$"#on, a
e" !or"h #n 2.C.%.S. +.-3+.-.
3 Cer"a#n 7"r#al prepara"#on &a"er#al8 are pro"e$"ed a pro0#ded #n 2.C.%.S. +.-3
+.E. I! re$ord are $rea"ed !or or a" "he re/ue" o! an a""orney !or "he C#"y (hen "he C#"y #
en'a'ed #n l#"#'a"#on or l#"#'a"#on # an"#$#pa"ed) "hee re$ord are l#4ely pro"e$"ed D"r#al
prepara"#on &a"er#al.= The le'al o!!#$e hould be $onul"ed #! "here # a re/ue" !or u$h
re$ord.
3 2a&e and addree o! $o&pla#n#n' (#"nee "o $r#&e &u" be "e&porar#ly
(#"hheld #! releae o! "he #n!or&a"#on # reaonably l#4ely "o poe $er"a#n "hrea" "o "he (#"ne or
&a"er#ally $o&pro&#e "he #n0e"#'a"#on) a pro0#ded #n 2.C.%.S. +.-3+.A.
3 Cer"a#n e$ono&#$ de0elop&en" #n$en"#0e are "e&porar#ly pro"e$"ed) bu" "he C#"y
&u" &a4e $er"a#n pr#or d#$loure "o appl#$an") a pro0#ded #n 2.C.%.S. +.-3+.++.

D. RESPO2SIBLITY FOR RECORDS

+. Curren" e&ployee and o!!#$#al

The la( pro0#de #n 2.C.%.S. +G>A3+F+ "ha" "he C#"y Cler4 # "he $u"od#an o! all C#"y re$ord
and #n 2.C.%.S. +.-3- "ha" 7publ#$ o!!#$#al #n $har'e o! an o!!#$e ha0#n' publ#$ re$ord hall be
"he $u"od#an "hereo!.8 Th# Pol#$y e"abl#he "he !ollo(#n' re$ord repon#b#l#"#e:

a. O!!#$#al and e&ployee are "he pr#&ary re$ord $u"od#an o! all re$ord "hey $rea"e)
end and re$e#0e. E0ery pr#&ary re$ord $u"od#an # repon#ble !or &ana'#n') re"a#n#n' and
d#$lo#n' "he#r re$ord #n a$$ordan$e (#"h "he S$hedule.
b. Ea$h depar"&en" d#re$"or # "he o!!#$#al $u"od#an o! all re$ord $rea"ed) en" and
re$e#0ed #n h# or her depar"&en") #n$lud#n' "hoe o! depar"ed e&ployee !ro& "ha" depar"&en".
$. The C#"y Cler4 # "he o!!#$#al $u"od#an o! all re$ord $rea"ed) en" and re$e#0ed by C#"y
Coun$#l &e&ber. C#"y Coun$#l &e&ber &ay pro0#de "he Cler4 all C#"y bu#ne re$ord. On$e
re$e#0ed) "he C#"y Cler4 hall &a#n"a#n) re"a#n) and d#$loe u$h re$ord upon a re$ord
re/ue". Coun$#l &e&ber re&a#n repon#ble !or) and hall &a#n"a#n) re"a#n) and d#$loe all
re$ord no" pro0#ded "o "he C#"y Cler4 #n a$$ordan$e (#"h "h# Pol#$y.
d. The e$re"ary "o ea$h board # "he o!!#$#al $u"od#an o! all re$ord $rea"ed) en" and
re$e#0ed by board &e&ber. Board and $o&&##on &e&ber &ay pro0#de "he e$re"ary o!
"he#r repe$"#0e board all C#"y bu#ne re$ord. On$e re$e#0ed) "he appropr#a"e e$re"ary hall
&a#n"a#n) re"a#n) and d#$loe u$h re$ord upon a re$ord re/ue". Board &e&ber re&a#n
repon#ble !or) and hall &a#n"a#n) re"a#n) and d#$loe all re$ord no" pro0#ded "o "he board
e$re"ary #n a$$ordan$e (#"h "h# Pol#$y.
E0ery o!!#$#al $u"od#an # repon#ble !or aur#n' "ha" re"en"#on and d#$loure re/u#re&en"
are &e" !or "he re$ord o! "he#r depar"&en". O!!#$#al $u"od#an hall e"abl#h and &a#n"a#n
&ana'e&en") re"en"#on) and d#$loure pra$"#$e !or "he#r depar"&en" $on#"en" (#"h "h#
Pol#$y and "he la(. O!!#$#al $u"od#an hall re$e#0e re$ord re/ue" !or re$ord o! "he#r
depar"&en" and aure "ha" "he appropr#a"e pr#&ary re$ord $u"od#an d#$loe "he re$ord.
Ea$h pr#&ary re$ord $u"od#an # repon#ble !or &a#n"a#n#n' and &ana'#n' "he publ#$ re$ord
"hey $rea"e) end and re$e#0e a$$ord#n' "o "he S$hedule) (h#$h # on3l#ne a"
h""p:;;(((.re$ord.n$d$r.'o0;lo$al;&un#$#pal@->>E.pd!.

The $#"y e&ployee or o!!#$#al (ho $rea"e a re$ord # repon#ble !or &ana'#n' "he re$ord
a$$ord#n' "o "he S$hedule. O"her e&ployee and o!!#$#al (ho re$e#0e $op#e o! "h# re$ord only
need "o 4eep #" un"#l #" 0alue "o "he& end. All $#"y e&ployee and o!!#$#al are repon#ble !or
&ana'#n' re$ord "hey re$e#0e !ro& ou"#de "he C#"y o! %reenboro) unle "hey de#'na"e "he
&ana'e&en" o! "ha" re$ord "o a !#le $u"od#an.
%enerally) e&ployee and o!!#$#al (ho are $$=d on $orreponden$e) unle "hey are "he
$u"od#an o! "ha" &a#n !#le) probably are no" re/u#red "o 4eep a $opy o! "he re$ord. Ho(e0er) "he
ender and b$$ re$#p#en" o! a b$$=d $orreponden$e re$ord are $u"od#an o! "ha" re$ord and
&u" enure "ha" one o! "he& re"a#n #" or "ha" "he &a#n !#le $u"od#an &a#n"a#n "he $o&ple"e
re$ord #n "he &a#n !#le. Alo) #! you are "he only C#"y e&ployee or o!!#$#al $op#ed on a
$orreponden$e) you are l#4ely "he $u"od#an o! "ha" re$ord and &u" &ana'e #" properly.

Ue "he $har" belo( a a re!eren$e 'u#de "o de"er&#ne (ho # repon#ble !or 4eep#n' a
par"#$ular re$ord "ha" # de"er&#ned "o be non3"ran#"ory. Re!er "o Se$"#on E.-.) L#"#'a"#on Hold
Re/u#re&en") (h#$h ou"l#ne "ha" e&ployee and o!!#$#al &u" 4eep all re$ord (hen a la(u#"
ha been or # an"#$#pa"ed "o be !#led on a par"#$ular &a""er *e0en "hoe re$ord (e (ould no"
"yp#$ally 4eep,.
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C#"y e&ployee and o!!#$#al hould no" unne$ear#ly $rea"e or &a#n"a#n &ul"#ple $op#e o! any
re$ord) re'ardle o! #" &ed#u&. For e5a&ple) #! "en *+>, pho"o'raph are "a4en !or purpoe o!
re"a#n#n' one or "(o a$$ep"able pho"o !or bu#ne purpoe) "hen "he una"#!a$"ory pho"o
are l#4ely "ran#en" re$ord and hould be pur'ed. ?a#n"a#n#n' dupl#$a"e and "ran#en" re$ord
reul" #n unne$eary e5pene "o "he C#"y and $rea"e a burden on "he $o&pu"er ne"(or4. In
"he e5a&ple '#0en) #! +> unne$eary pho"o'raph are re"a#ned #" ha "he unde#red e!!e$" o!
po#bly $rea"#n' +> ne( re$ord.
The Te$hnolo'y Ser0#$e Depar"&en" # repon#ble !or $o&pu"er y"e& e$ur#"y and
per!or&an$e) bu" "hey are no" repon#ble !or &ana'#n' e&ployee= and o!!#$#al= re$ord. Ea$h
e&ployee and o!!#$#al # "he pr#&ary re$ord $u"od#an !or "he#r re$ord) and ea$h # repon#ble
!or &ana'#n' C#"y bu#ne rela"ed re$ord a$$ord#n' "o "he S$hedule) re'ardle o! (he"her
"hey are "ored on C#"y3o(ned or peronal e/u#p&en".
-. Depar"#n' E&ployee and O!!#$#al Re$ord
C#"y bu#ne rela"ed re$ord o! depar"#n' e&ployee and o!!#$#al re&a#n "he proper"y o! "he
C#"y o! %reenboro. Fa#lure o! o!!#$#al "o del#0er re$ord "o "he#r u$$eor or appropr#a"e $#"y
e&ployee # a Cla + $r#&#nal &#de&eanor) per 2.C.%.S. +.-3A. The Ele$"ron#$ ?ea'#n'
Pol#$y *Pol#$y +GC, pro0#de add#"#onal #n"ru$"#on "o depar"#n' e&ployee and o!!#$#al abou"
ele$"ron#$ &ea'e.
a. Depar"#n' E&ployee Re$ord
The uper0#or (#ll ad0#e "he depar"#n' e&ployee "o &ana'e all re$ord *paper) ele$"ron#$ and
"elephone, a$$ord#n' "o "he S$hedule.
The uper0#or (#ll re/u#re "he depar"#n' e&ployee "o re0#e( paper and ele$"ron#$ re$ord "o
enure !#le na&e are lo'#$al and &ean#n'!ul and "o enure re$ord are !#led #n !older y"e&
"o pro0#de !or eay re"r#e0al.
The uper0#or (#ll re/u#re "he depar"#n' e&ployee "o $opy all re$ord !ro& "he e&ployee=
$o&pu"er "ha" are no" "ored on "he C#"y= ne"(or4 and pro0#de "h# $opy "o "he Depar"&en"
D#re$"or pr#or "o "he e&ployee= la" day o! e&ploy&en".
The uper0#or (#ll re/u#re "he depar"#n' e&ployee "o &ana'e all "elephone 0o#$e &a#l
&ea'e a$$ord#n' "o "he S$hedule. The e&ployee hall dele"e "ran#en" 0o#$e &a#l
&ea'e. The e&ployee hall &a#n"a#n all o"her 0o#$e &a#l &ea'e *e#"her on "he $o&pu"er
or #n "he paper !#le, and a0e "he& appropr#a"ely #n !older y"e& "o enure eay re"r#e0al.
6o#$e &a#l hould no" be "ored on "he "elephone) be$aue "h# &e"hod doe no" enure eay
re"r#e0al.
Te$hnolo'y Ser0#$e (#ll $opy all e3&a#l !ro& "he depar"ed e&ployee= $o&pu"er and (#ll
pro0#de "hee re$ord "o "he Depar"&en" D#re$"or pr#or "o rea#'n#n' "he $o&pu"er.

Te$hnolo'y Ser0#$e (#ll $on!#r& "ha" "he Depar"&en" D#re$"or ha a $opy o! all "he depar"ed
e&ployee= ele$"ron#$ re$ord be!ore rea#'n#n' "he $o&pu"er. Te$hnolo'y Ser0#$e "a!! (#ll
alo $on!#r& (#"h "he Depar"&en" D#re$"or "ha" all "he depar"ed e&ployee= "elephone 0o#$e &a#l
&ea'e ha0e been handled a$$ord#n' "o "he S$hedule pr#or "o rea#'n#n' "he "elephone. I!
"he depar"#n' e&ployee !a#l "o &ana'e "he#r ele$"ron#$ re$ord or "elephone 0o#$e &a#l
&ea'e a$$ord#n' "o "he Pol#$y and "he S$hedule pr#or "o depar"#n' C#"y e&ploy&en") "hen
"he Depar"&en" D#re$"or # repon#ble !or "hee du"#e pr#or "o Te$hnolo'y Ser0#$e rea#'n#n'
"he e/u#p&en".
b. Depar"#n' C#"y Coun$#l ?e&ber Re$ord
The C#"y Cler4 (#ll (or4 (#"h all C#"y Coun$#l &e&ber lea0#n' o!!#$e "o re/ue" "ha" "hey pro0#de
all C#"y publ#$ re$ord "o "he C#"y Cler4= o!!#$e.
$. Depar"#n' Appo#n"ed O!!#$#al Re$ord
The O!!#$#al Re$ord Cu"od#an !or a par"#$ular Board (#ll (or4 (#"h depar"#n' Board &e&ber "o
re/ue" "ha" "hey pro0#de all C#"y publ#$ re$ord "o "he O!!#$#al Re$ord Cu"od#an.
E. RETE2TIO2 A2D DISPOSITIO2 OF PUBLIC RECORDS
+. %eneral Re"en"#on and D#po#"#on Re/u#re&en"
The la( re/u#re "ha" publ#$ re$ord be re"a#ned #n a &anner "ha" allo( publ#$ #npe$"#on and
$opy#n') and no" de"royed !or pe$#!#$ per#od o! "#&e. Publ#$ re$ord hould be de"royed
a!"er "hey ha0e been re"a#ned !or "he $orre$" "#&e per#od a$$ord#n' "o "he S$hedule by u"#l#:#n'
appro0ed de"ru$"#on &e"hod ou"l#ned #n "he S$hedule) unle "here # o&e o"her reaon "ha"
re$ord hould be re"a#ned) u$h a an ou""and#n' re$ord re/ue") ubpoena) $our" order) or
o&e "a"e or !ederal la( or 'ran" re/u#re&en". Add#"#onally) #! a $la#& or l#"#'a"#on # pend#n' or
"hrea"ened) re$ord per"a#n#n' "o "he $la#& or l#"#'a"#on &u" no" be de"royed. *See Se$"#on E.-.
o! "h# Pol#$y !or &ore #n!or&a"#on on 7l#"#'a"#on hold8., A publ#$ re$ord "ha" # no" properly pur'ed
re&a#n a publ#$ re$ord and &u" be d#$loed upon re/ue") upon re$e#p" o! a ubpoena or
$our" order or #! a $la#& # &ade or l#"#'a"#on #n"#"u"ed. For e5a&ple) #! "he S$hedule re/u#re
"ha" you &a#n"a#n a re$ord !or "(o *-, year and) (hen "he re$ord # a'ed "hree *., year) you
re$e#0e a re$ord re/ue" or a $our" order "ha" #n$lude "h# re$ord) and "hen you &u" d#$loe
"ha" re$ord. Ha0#n' a plan !or "he de"ru$"#on o! re$ord el#&#na"e obole"e re$ord and a0e
reour$e by no" #nde!#n#"ely and unne$ear#ly "or#n' re$ord beyond appropr#a"e re"en"#on
per#od.
Any re$ord "ha" # re"a#ned ele$"ron#$ally hould be &a#n"a#ned #n a e$ure y"e& "ha" $on"rol
a$$e) "ora'e) re"r#e0al) al"era"#on) and dele"#on. Ea$h pr#&ary re$ord $u"od#an &u" e" up
"he#r o(n re"en"#on and d#po#"#on pro$edure) #n$lud#n' appropr#a"e ba$43up) "o aure
$o&pl#an$e (#"h "he la(.
-. L#"#'a"#on Hold Re/u#re&en"
A Dl#"#'a"#on hold= # no"#$e !ro& "he C#"y A""orney= o!!#$e "ha" a la(u#" ha been or # reaonably
an"#$#pa"ed "o be !#led a'a#n" "he C#"y. <hen a l#"#'a"#on hold no"#$e # en") ALL re$ord "ha"
&ay be rele0an" "o "he $la#& or la(u#" &u" be re"a#ned) and no" pur'ed) un"#l "he la(u#" #
reol0ed and "he appl#$able re"en"#on per#od ha e5p#red. Tran#en" re$ord *#n$lud#n'
"elephone 0o#$e &a#l &ea'e,) dupl#$a"e re$ord) ele$"ron#$ 0er#on o! pr#n"ed re$ord and
o"her re$ord !or (h#$h "here # no du"y "o re"a#n under "he S$hedule &u" be re"a#ned on$e a
l#"#'a"#on hold # #ued.
A l#"#'a"#on hold &ay alo reul" #! an o!!#$#al or e&ployee re$e#0e a le""er or o"her no"#$e !ro& an
a""orney !or an ad0ere par"y "ha" pe$#!#$ re$ord be preer0ed. The C#"y A""orney= o!!#$e
hould be $onul"ed #! u$h no"#$e # re$e#0ed.
F. RECORDS REJUESTS
+. Repond#n' "o a Re$ord Re/ue"
The la( re/u#re e0ery re$ord $u"od#an "o per&#" "he #npe$"#on o! any publ#$) non3pro"e$"ed
re$ord #n "he $u"od#anK $u"ody a" reaonable "#&e and under reaonable uper0##on) and "o
!urn#h $op#e a pro&p"ly a po#ble a!"er pay&en" o! any appl#$able !ee. *See Se$"#on F.A. o!
"h# Pol#$y !or &ore #n!or&a"#on on !ee $#"y e&ployee and o!!#$#al &ay $har'e "o produ$e
re$ord #n repone "o a re$ord re/ue".,
Peron re/ue"#n' "o #npe$" a re$ord $anno" be re/u#red "o d#$loe "he#r purpoe or &o"#0e
!or (an"#n' "he re$ord) nor $an "hey be re/u#red "o '#0e "he#r na&e or addre) or ho( an ID) or
#'n !or a re$ord. Ho(e0er) a$$ord#n' "o 2.C.%.S. +.-3+>) e&ployee and o!!#$#al &ay re/u#re
"he re/ue"#n' par"y "o a'ree #n (r#"#n' "ha" 'eo'raph#$al #n!or&a"#on y"e& da"abae and
da"a !#le (#ll no" be reold or ued !or "rade or $o&&er$#al purpoe. Alo) (e &ay re/u#re
$o&pu"er da"abae re/ue" be #n (r#"#n' a$$ord#n' "o 2.C.%.S. +.-3G.-.
Peron hould &a4e re$ord re/ue" "o "he o!!#$#al $u"od#an. The o!!#$#al $u"od#an (ho
re$e#0e "he re/ue" hould $on!#r& "ha" "he re/ue"er ha !ully and $learly #den"#!#ed "he
re$ord*, ou'h". A4#n' !or) bu" no" re/u#r#n') "he re/ue" "o be #n (r#"#n' &ay !a$#l#"a"e
ob"a#n#n' $lear re/ue". The o!!#$#al $u"od#an hall !or(ard any re$ord re/ue" "o "he pr#&ary
$u"od#an. The pr#&ary $u"od#an hould &a4e or d#re$" a "horou'h ear$h !or "he re$ord and
pro0#de one o! "he !ollo(#n' repone (#"h#n "(o bu#ne day: *+, #n!or& "he re/ue"er "ha"
&ore "#&e # needed "o repond "o "he re/ue" and pro0#de an e"#&a"ed "#&e!ra&e !or "he
reponeI *-, &a4e "he re$ord a0a#lable !or #npe$"#on or $opy#n' *reda$"ed) #! ne$eary L ee
Se$"#on F.-. o! "h# Pol#$y !or &ore #n!or&a"#on on reda$"#on,) "a4#n' ne$eary pre$au"#on "o
enure "he re$ord are no" a" r#4 o! be#n' lo") da&a'ed or de"royedI *., #! "here # no re$ord)
pro0#de a (r#""en "a"e&en" "ha" you 7a $u"od#an8 ha0e &ade a ear$h o! "he re$ord #n your
$u"ody and ha0e !ound no re$ord *"he la( doe no" re/u#re re$ord $u"od#an "o $rea"e a ne(
re$ord "o a"#!y a re/ue",I or *A, #! "he C#"y A""orney $on$ur (#"h deny#n' "he re$ord re/ue")
or por"#on "hereo!) pro0#de a (r#""en e5plana"#on o! "he ba# !or "he den#al.

In o&e $ae) "he re$ord $u"od#an &ay be able "o #&ply !or(ard a $opy o! "he re/ue"ed
re$ord*, "o "he re/ue"er. In o"her $ae) "he re$ord $u"od#an &ay &a4e "he re$ord a0a#lable
!or #npe$"#on and only $opy "hoe re$ord #den"#!#ed !or $opy#n' by "he re/ue"er *ee Se$"#on
F.A. !or &ore #n!or&a"#on on "he !ee (e &ay $har'e,.
Cop#e o! publ#$ re$ord hould be pro0#ded "o "he re/ue"#n' par"y #n "he &ed#u& o! "he
re/ue"er= $ho#$e) pro0#ded "ha" "he C#"y # $apable o! a"#!y#n' "he re/ue" #n "ha" par"#$ular
&ed#u& *#.e.) paper) CD;D6D) e"$.,. The pr#&ary $u"od#an hould $o&&un#$a"e "he $o" and
ob"a#n appro0al !ro& "he re/ue"#n' par"y pr#or "o produ$#n' any re$ord #n repone "o "he
re$ord re/ue". The re/ue"#n' par"y hall pay any $o" pr#or "o e&ployee and o!!#$#al
reprodu$#n' re$ord or a" "he "#&e o! re$e#0#n' "he re$ord. I! "he re/ue"#n' par"y doe no"
$on$ur (#"h pay#n' "he !ee) "hen "he e&ployee or o!!#$#al (#ll &a4e o"her arran'e&en" !or "he
#npe$"#on o! re$ord.
E&ployee and o!!#$#al &u" allo( "he #npe$"#on o! ele$"ron#$ &a#l l#" $on"a#n#n' e3&a#l
addree o! ub$r#ber. Ho(e0er) e&ployee and o!!#$#al o! "he C#"y o! %reenboro &u" no"
pro0#de a $opy o! "hee l#" #n repone "o a re$ord re/ue" #n a$$ordan$e (#"h "h# pol#$y and
Se#on La( ->+>3H.. *The Te$hnolo'y Appropr#a"e Ue Pol#$y) Pol#$y ++.) $on"a#n
#n!or&a"#on abou" l#&#"a"#on o! e&ployee and o!!#$#al ue o! "hee ele$"ron#$ &a#l#n' l#".,

E&ployee and o!!#$#al hould #&&ed#a"ely ad0#e "he Publ#$ In!or&a"#on O!!#$er o! any re$ord
re/ue" !ro& "he &ed#a.
-. Reda$"#n' Pro"e$"ed In!or&a"#on
I! a re$ord ub9e$" "o a re$ord re/ue" # a pro"e$"ed re$ord) you l#4ely (#ll no" ha0e "o &a4e "ha"
re$ord a0a#lable !or #npe$"#on and $opy#n'. In o&e $ae) ho(e0er) a publ#$ re$ord (#ll
$on"a#n #n!or&a"#on "ha" # pro"e$"ed) bu" "he en"#re re$ord # 2OT pro"e$"ed. In "hoe $ae) "he
pro"e$"ed #n!or&a"#on hould be dele"ed #n a &anner "ha" ho( "ha" a dele"#on (a &ade. For
e5a&ple) #! "he re$ord # a pr#n"ed re$ord) &a4e a $opy o! "he re$ord) "ape o0er "he pro"e$"ed
#n!or&a"#on (#"h (h#"e $orre$"#on "ape) "hen ue a bla$4 pa#n"er pen "o $o&ple"ely &ar4 o0er "he
"ape. The &ar4ed up re$ord hould "hen be $op#ed and "he ne( reda$"ed $opy &ade a0a#lable
!or #npe$"#on and $opy#n'. I! a pr#&ary $u"od#an # pro0#d#n' an ele$"ron#$ $opy "ha" #n$lude
pro"e$"ed #n!or&a"#on "ha" &u" be reda$"ed) "he $u"od#an hould a0e "he ele$"ron#$ do$u&en"
a a ne( !#le na&e) and !ro& "he ne( !#le) ue "he ele$"ron#$ 7$u"8 !ea"ure "o el#&#na"e "he
pro"e$"ed "e5" and ho( #n "he re0#ed do$u&en" (here "e5" ha been 7$u"8. I" # "he pr#&ary
$u"od#an= repon#b#l#"y "o enure "ha" pro"e$"ed #n!or&a"#on re&a#n pro"e$"ed.

.. Copyr#'h"ed Re$ord
There are re$ord #n "he C#"y= $u"ody "ha" &ay be $opyr#'h"ed &a"er#al and pro"e$"ed by
$opyr#'h" la(. I! a re$ord re/ue" # &ade !or a re$ord "ha" # pro"e$"ed by $opyr#'h")
e&ployee and o!!#$#al hould &a4e "he re$ord a0a#lable "o "he re/ue"er !or #npe$"#on. I! "he
re/ue"er re/ue" a $opy) "hen "he e&ployee or o!!#$#al &ay per&#" "he re/ue"er "o $opy u$h
re$ord "he&el0e. E&ployee and o!!#$#al hould no" $opy re$ord 4no(n "o be $opyr#'h"ed #n
repone "o a re$ord re/ue".
I" # po#ble "ha" C#"y re$ord &ay $on"a#n $opyr#'h"ed &a"er#al !or (h#$h e&ployee and
o!!#$#al are no" a(are o! "he $opyr#'h" "a"u. I! #" # po#ble "ha" re$ord pro0#ded by
e&ployee and o!!#$#al &ay #n$lude $opyr#'h"ed &a"er#al) "hen "he e&ployee or o!!#$#al hould
ue "he !ollo(#n' "a"e&en" (hen relea#n' "he re$ord #n repone "o a re$ord re/ue":
The C#"y # pro0#d#n' $op#e o! re$ord you ha0e re/ue"ed #n a$$ordan$e (#"h "he 2or"h
Carol#na Publ#$ Re$ord La(. To "he e5"en" any o! "he re$ord pro0#ded are $opyr#'h"ed) "a4e
no"#$e "ha" "hee re$ord re&a#n ub9e$" "o $opyr#'h" la( and you are no" au"hor#:ed "o
reprodu$e) do(nload or o"her(#e reprodu$e or $opy any $opyr#'h"ed &a"er#al or (or4 "ha" "he
C#"y ha pro0#ded #n a$$ordan$e (#"h "he publ#$ re$ord la(. The ue) reprodu$"#on)
do(nload#n' or d#"r#bu"#on o! $opyr#'h"ed &a"er#al and (or4 &ay ub9e$" you "o appl#$able
penal"#e and da&a'e under "a"e and !ederal la(.
A. Char'#n' !or Produ$#n' Re$ord
The la( per&#" "he C#"y "o $har'e a !ee !or $opy o! a re$ord "ha" re$o0er "he a$"ual $o" o!
dupl#$a"#n' "he re$ord.
In rare $ae) pro0#d#n' publ#$ re$ord &ay re/u#re e5"en#0e ue o! #n!or&a"#on "e$hnolo'y
reour$e or $ler#$al and;or uper0#ory a#"an$e. In "hee $ae) "he o!!#$#al $u"od#an &ay
ae a reaonable er0#$e $har'e baed on "he C#"y= a$"ual #n$urred $o". Th# reaonable
er0#$e $har'e &u" be appro0ed by "he Depar"&en" D#re$"or and "he C#"y ?ana'er or
de#'nee. An e"#&a"e o! "he $har'e hould be '#0en "o "he re/ue"er and appro0al ob"a#ned
pr#or "o repond#n' "o "he re/ue".
All !ee and $har'e hould be $olle$"ed be!ore produ$#n' "he re$ord or a" "he "#&e "he re$ord
are del#0ered.
C. D#pu"ed Re$ord Re/ue": En!or$e&en" and Penal"#e
The la( pro0#de a &ed#a"#on pro$e !or reol0#n' la(u#" re'ard#n' publ#$ re$ord d#pu"e.
The la( alo pro0#de "ha" #! a le'al a$"#on # brou'h" a'a#n" "he C#"y "o $o&pel "he d#$loure
o! publ#$ re$ord) "he C#"y (#ll be re/u#red "o pay "he o"her par"y= a""orney= !ee #! "he o"her
par"y ub"an"#ally pre0a#l #n "he a$"#on unle "he $our" !#nd "ha" "he C#"y a$"ed #n reaonable
rel#an$e on *#, $er"a#n $our" order or 9ud'&en" appl#$able "o "he C#"y) *##, a publ#hed appella"e
$our" op#n#on or *###, a (r#""en op#n#on or le""er o! "he 2C A""orney %eneral. Ind#0#dual e&ployee
and o!!#$#al are no" ub9e$" "o peronal l#ab#l#"y !or a""orney !ee #! "hey $onul"ed (#"h and
!ollo(ed "he ad0#$e o! an a""orney. For "h# reaon) #! e&ployee or o!!#$#al ha0e doub" abou"
"he pro"e$"ed "a"u o! a re$ord or are $on#der#n' deny#n' a re$ord re/ue") "hey hould
$onul" "he C#"y A""orney= o!!#$e.

%. %E2ERAL RECO??E2DATIO2S

?a4e "hou'h"!ul de$##on abou" "he &ed#u& you ue "o $on0ey #n!or&a"#on. The $rea"#on and
re"en"#on o! unne$eary pr#n"ed and ele$"ron#$ re$ord pla$e burden on "he C#"y= phy#$al
and ele$"ron#$ "ora'e y"e&. A0o#d $rea"#n' re$ord "ha" are no" ne$eary) and d#poe o!
unne$eary dupl#$a"e re$ord and "ran#"ory re$ord.
Try no" "o &#5 publ#$ re$ord (#"h pro"e$"ed and peronal re$ord. Trea" pro"e$"ed re$ord (#"h
a he#'h"ened $on$ern !or e$ur#"y) and e're'a"e pro"e$"ed re$ord !ro& o"her re$ord #!
po#ble. 2e0er hare pro"e$"ed re$ord (#"h a peron (ho hould no" ha0e a$$e "o "hoe
re$ord. In o&e $ae) u$h a So$#al Se$ur#"y nu&ber) "he la( re/u#re "ha" "he pro"e$"ed
re$ord be e're'a"ed.
?a#n"a#n all C#"y re$ord on C#"y e/u#p&en" and all peronal re$ord on peronal e/u#p&en".
T#&e pen" $rea"#n' a re$ord re"en"#on and d#po#"#on &ana'e&en" y"e& "ha" &ee" "he
re/u#re&en" o! "h# Pol#$y and (or4 !or "he $u"od#an # "#&e (ell pen". Appropr#a"ely label
and "ore re$ord o "hey $an /u#$4ly and ea#ly be re"r#e0ed #n "he e0en" a re$ord re/ue" #
re$e#0ed. Label "hoe re$ord "ha" are pro"e$"ed re$ord or "ha" $on"a#n pro"e$"ed re$ord #n a
&anner "han $learly #nd#$a"e "he#r pro"e$"ed "a"u. I! a pro"e$"ed re$ord (#ll be$o&e a non3
pro"e$"ed re$ord a" o&e "#&e #n "he !u"ure) &ar4 #" #n o&e (ay "o #den"#!y "he da"e #" (#ll loe #"
pro"e$"ed "a"u. D#poe o! "ran#"ory re$ord) dupl#$a"e re$ord) and re$ord "ha" ha0e
e5$eeded "he#r re"en"#on per#od.
Con"a$" "he C#"y Cler4= or C#"y A""orney= o!!#$e (#"h any /ue"#on abou" "h# Pol#$y.
Con"a$" "he Publ#$ In!or&a"#on O!!#$e and ad0#e "he& o! &ed#a re$ord re/ue".