Report Retention Guidelines Memo
To: Agency Fiscal Officers
From: Chuck Cooper, Assistant State Controller
Date: December 22, 1995
Subject: Report Retention Guidelines
As you are probably aware, the North Carolina Accounting System (NCAS) is capable of producing a tremendous amount of information. One of your important tasks has probably been understanding the reports that are necessary for you to manage your agencys operations. In the last month, we have had several requests for guidance in the area of hard copy report retention.
It is the Office of the State Controllers (OSC) goal to minimize through the NCAS the need for hard copy reporting. One key difference between the new NCAS and the DAS system is that your agency can re-create reports from prior periods for on-line or hard copy viewing at your convenience. The NCAS also provides comprehensive business information for users through various paperless tools such as on-line inquiry and Smartstream Decision Support (DSS).
To help your agency apply reasonableness to the mass amounts of paper that have accumulated during the last several months, OSC has created the attached hard copy report retention guidelines. We also encourage your agency to apply your own business practices as well to assist in report retention decisions. The OSC will also continue to encourage practices that help provide managers with more relevant business information and minimize paper use.
Thanks again for your support in making positive changes happen in the NCAS. We look forward to your continued comments and feedback.