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Village of Sugar Grove Records Retention Schedule (RC-2)
11/6/2017 version 9/4/2018 Last accessed 9/4/2018
RECORDS RETENTION SCHEDULE (RC-2) – Part 1
[Ohio History logo]
Ohio Historical Society
State Archives of Ohio
Local Government Records Program
1982 Velma Avenue
Columbus, Ohio 43211-2497
[Received stamp: OHIO HISTORY CONNECTION, STATE AND LOCAL, OCT 25 2018]
Page ________ of ________
For State Archives - LGRP Use Only
Date Received: ________
Date Reviewed: ________
Items requested for transfer: ☐ YES ☐ NO
If YES, attach copy of transfer form
See instructions before completing this form. Must be submitted with PART 2
Section A: Local Government Unit
(local government entity): Village of Sugar Grove
(unit): ________
(signature of responsible official): [Signature: Jeremy A. VanMeter]
(name): Jeremy A. VanMeter (handwritten)
(title): Clerk/Fiscal Officer (handwritten)
(date): 10/22/2018 (handwritten)
Section B: Records Commission
Village of Sugar Grove Records Commission
(telephone number): 740-746-8406 (handwritten)
(address): 101 Bridge St. (handwritten)
(city): Sugar Grove (handwritten)
(zip code): 43155 (handwritten)
(county): Fairfield (handwritten)
To have this form returned to the Records Commission electronically, include an email address: clerk@sugar-grove.com
I hereby certify that our records commission met in an open meeting, as required by Section 121.22 ORC, and approved the schedules listed on this form and any continuation sheets. I further certify that our commission will make every effort to prevent these records series from being destroyed, transferred, or otherwise disposed of in violation of these schedules and that no record will be knowingly disposed of which pertains to any pending legal case, claim, action or request. This action is reflected in the minutes kept by this commission.
Records Commission Chair Signature: [Signature: Roberts]
Date: 10-23-18 (handwritten)
Section C: Ohio Historical Society - State Archives
Signature: [Signature]
Title: State Archivist (handwritten)
Date: 11-1-2018 (handwritten)
Section D: Auditor of State
Signature: [Signature: Martin E. Muir]
Date: 11-14-18 (handwritten)
Please Note: The State Archives retains RC-2 forms permanently. It is strongly recommended that the Records Commission retain a permanent copy of this form.
INSTRUCTIONS - FORM RC-2
Section A: Local Government Unit
- Include the name of the municipality, county, township, school, library, or special taxing district (local government entity) for which the form is being submitted.
- Include the unit (department, agency, office), if applicable.
- The departmental official directly responsible for the records must sign and date the form.
Section B: Records Commission
- Complete the phone number and mailing address for the Records Commission, including the county.
- To have this form returned to the Records Commission electronically, include an email address. It is the responsibility of the Records Commission to forward an electronic or paper copy of the approved form to the appropriate department.
- The Records Commission Chairperson must sign the certification statement before it can be reviewed and signed at the Ohio Historical Society by the Local Government Records representative, and approved by the Auditor of State's Office.
Section C: Ohio Historical Society – State Archives
- The reviewing agent from Ohio Historical Society Local Government Records Program (OHS-LGRP) will sign the form and forward it to the Auditor of State's Office.
Section D: Auditor of State
- The approving agent at the Auditor of State's office will sign the form and return it to the OHS-LGRP.
Section E: Records Retention Schedule
- 1) Schedule numbers can be expressed by a year and item numbering scheme for each records series being scheduled, for example, 09-1, 09-2. Another option is to include a unique abbreviated identifier for each office, for example, Eng. [Engineer] 1, Eng. 2, etc. The numbering schema is your choice, and it will be used later on your Certificate of Records Disposal (RC-3).
- 2) Include the title of the records series and a brief description of each series.
- 3) Articulate a retention period for the record in terms of time (exp. six years), an action (exp. until audited), or both (six years after audit).
- 4) Include the formats of the record (paper, electronic, microfilm, etc.)
- 5) For use by the Auditor of State or the OHS-LGRP.
GENERAL INSTRUCTIONS:
- --- For questions related to records scheduling and disposition, OHS-LGRP: (614) 297-2553 or at localrecs@ohiohistory.org
- --- After completing sections A and E, submit the form to your records commission so it can be approved in an open meeting pursuant to Section 121.22 ORC. See Ohio Revised Code Section 149.38 (counties), 149.39 (municipalities), 149.41 (school districts), 149.411 (libraries), 149.412 (special taxing districts) and 149.42 (townships) for the composition of your records commission. Your records commission completes section B and sends the form to OHS-LGRP at:
localrecs@ohiohistory.org OR The Ohio Historical Society
State Archives of Ohio
Local Government Records Archivist
1982 Velma Avenue
Columbus, OH 43211-2497 - --- The OHS-LGRP will review this RC-2 and forward it to the Auditor of State's Records Officer, Columbus.
- --- This RC-2 is in effect when all signatures have been affixed to it. OHS-LGRP will return a copy of the approved form to the Records Commission. The local records commission and the originating office should retain permanent copies of the form to document legal disposal of public records.
- --- Remember, at least 15 Business days before you intend to dispose of records, submit a Certificate of Records Disposal (RC-3) to the OHS-LGRP. Copies of RC-3s will not be returned.
RECORDS RETENTION SCHEDULE (RC-2) – Part 2
Ohio Historical Society
State Archives of Ohio
Local Government Records Program
1982 Velma Avenue
Columbus, Ohio 43211-2497
Page ________ of ________
Section E: Records Retention Schedule
(local government entity): Village of Sugar Grove
(unit): ________
Columns: (1) Schedule Number; (2) Record Title and Description; (3) Retention Period; (4) Media Type; (5) For use by Auditor of State or OHS-LGRP
See attached (handwritten)
Village of Sugar Grove RECORDS RETENTION SCHEDULE AND PROCEDURE MANUAL
Village of Sugar Grove
101 Bridge Street, Sugar Grove, Ohio 43155
740-746-8406
www.sugar-grove.com
Approved by Village of Sugar Grove Records Commission on November 6, 2017
I. PURPOSE
Government cannot function without the records that serve as an institutional memory. If they are created, maintained, and disposed of in an orderly manner, the records will serve their purpose well and be an asset to the public office that created them. If, on the other hand, they are created, maintained, or disposed of in a haphazard manner, the same records will become a legal liability, waste valuable space, increase operating expenses, and squander staff time.
The purpose of this manual is to provide a foundation for Village of Sugar Grove employees to keep and dispose of records. The Ohio Historical Society and Ohio Auditor of State approved the following Schedule of Records Retention and Disposal, effective June 20, 2011.
II. ORDER
The retention periods found in this manual shall be followed by all personnel of the Village of Sugar Grove. All Village records disposed of in any manner shall comply with this policy.
III. PROCEDURE
The Village of Sugar Grove Records Commission must approve the disposal of any Village records. The approval action will be taken in an open meeting (Sec. 121.22 ORC).
A Director or Department Head must prepare and submit the approved forms to the Village of Sugar Grove Records Commission, who will submit the forms to the Ohio Historical Society’s Local Government Records Program (LGRP). The LGRP will then send the forms to the Ohio Auditor of State. The Auditor of State will retain the original and may return the approved forms to the LGRP, within set time limits. If returned by the Auditor’s Office, the Village Records Commission may receive a copy. The Secretary of the Village Records Commission will send such copy to the originating departmental office.
Although the retention periods for most Village records are listed in this policy, some may not be listed. Questions about records retention and disposition should be addressed to your appropriate Director or Department Head, who may consult with the Village Records Commission.
Note: The following may be disposed of routinely without notification to the Village Records Commission. Records without a stated period of time, or listed as: “Until no longer administratively necessary”, “30 days then reuse, provided no action pending”, “Until superseded”, “Until incorporated into yearly compilation”, or “Until updated”, etc. may be routinely discarded.
The Appendix has copies of the forms necessary to comply with the policy incorporated. Master copies may also be requested by mail from the Ohio Historical Society, or can be found on their website at: http://www.ohiohistory.org/resource/lgr/index.html#forms.
IV. RECORDS PROGRAM
There are five basic steps in maintaining a sound record management program:
- Inventory. A records officer for each department shall be designated by the Department Head. This person should be someone who is familiar with the records of the department. A comprehensive inventory will be conducted for each department, with the records officer supervising the process. The inventory must cover the office area as well as the storage area. The basic unit of an inventory is the records series. A records series is a sequence of records classified and filed as a single filing system. Examples of separate record series are checks, vouchers, minutes, and leave requests. A records inventory should include all records series whether they are located in an office or storage area.
- Appraisal. Appraisal is the determination of the appropriate retention period of each record series, based on its administrative, legal, fiscal, and historical value to the municipality or the State of Ohio. A record has administrative value if it is needed to conduct the current business of the public office that creates it. Administrative value diminishes over time because it is no longer needed for current business. A record has legal value if it documents or protects the legal rights of the public entity that created it. Records possessing legal value should be retained until the legal rights or obligations to which they pertain expire. A record has fiscal value if it is used in accounting for public funds. Records having fiscal value must be retained at least until the accounts have been audited. Records of local activities funded with combinations of state and federal funds might have to be retained longer than records pertaining solely to local funds. A record has historical (archival) value if it has continuing historical value to the State of Ohio and its citizens. The Ohio Historical Society Local Government Records Program staff makes this determination. The retention periods listed in this manual are based upon the application of each of the four values of records to each records series. Records often possess more than one value; retention periods are based on satisfying the value with the longest retention need. For example, a records series having administrative value of one month may be required to be retained for two years to be audited; therefore, the retention period should be three years.
- Adopt Retention Schedules. The Village Records Commission has the responsibility of reviewing all records retention schedules. Village of Sugar Grove records may be disposed of only through the process mandated in section 149.39 Ohio Revised Code.
Retention periods may be expressed in one of three ways:
- a) As a specific time period (e.g., retain five years, then destroy);
- b) In relation to an event (e.g., destroy after audited by the Auditor of State and audit report is released);
- c) As a combination of both of these (e.g., retain five years after audited, then destroy).
- Disposal. Once a records retention schedule has been properly approved by the Village Records Commission, it shall be followed and reviewed annually. Following an approved schedule is a good business practice that will prevent an unwanted accumulation of useless records that have outlived their value. Before the disposal of any Village records can occur, a Certificate of Records Disposal (RC-3) must be filed with the OHS Local Government Records Program, which in turn, will send the RC-3 to the Auditor of State’s Records Officer in Columbus. The Certificate of Disposal (RC-3) should be filed a minimum of fifteen (15) business days before the proposed disposal or destruction date. To prevent improper records disposal, all Village employees involved with records retention or disposition activities shall be familiar with Sections 149.31, 149.351, and 149.39 of the Ohio Revised Code. Consult your Director if you have any doubts concerning records disposal. To safeguard and protect public records, Section 149.31 ORC requires a written agreement between the Ohio Historical Society and certain entities concerning the transfer of records.
- Maintenance of Records of Long-Term Value. Records with retention periods exceeding 10 years are often viewed as being long-term. Providing appropriate storage facilities is essential for the preservation of long-term records. It is important to provide a cool, dry, and secure storage area for municipal records, especially records having a long-term value. Exhaust fans, portable dehumidifiers, fire extinguishers, metal shelving, and regular cleaning will go a long way toward increasing the life span of paper records. Storing records in leaky attics, musty basements, and unheated outdoor storage sheds goes against common sense and good business practices. Commercial records storage may provide an alternative economic storage solution for seldom-needed records. However, examine all storage charges and access fees for a complete cost benefit analysis. Microfilm is another storage medium which, when properly utilized, can be a valuable asset in a records program. It can be used with a reader-printer to reduce bulk or to provide security copies of vital records. Currently, there are no set standards for retaining permanent records either on optical disks or in other electronic formats. The Ohio Historical Society, through the Ohio Network of American History Research Centers, administers a program for the preservation of local government records that have continuing historical value. Municipalities devoting space to the storage of historical records that have outlived their administrative, legal, and fiscal value should consider transferring these records to the appropriate network center for permanent preservation in a true archival setting at no cost to the municipality and while permitting access to researchers.
V. USING THIS MANUAL
This manual is presented in a columnar format for quick and easy reference. The chapters correspond to major functional divisions within the Village. All municipal departments, boards, and commissions should use the General Records Retention Schedules. This includes other entities associated with the Village. The more complex functions are further divided when appropriate. Each entry includes the title of a record series and the retention period. It is extremely difficult to create a comprehensive list of all municipal records therefore some records are not listed.
VI. ROLE OF THE OHIO HISTORICAL SOCIETY
The Ohio Historical Society (OHS) is designated by section 149.31, Ohio Revised Code, as the “archives administration for the State of Ohio and its political subdivisions.” It also has the first right to select for historical purposes local records which have continuing historical value to the State of Ohio and its citizens (Sec. 149.39 ORC). To fulfill these responsibilities, OHS administers the Local Government Records Program (LGRP). The LGRP works with municipalities to develop a practical records management program. The Ohio Historical Society has designated eight Ohio Network of American History Research Centers (Network Centers) as depositories for local government records within their respective regions. Municipal records transferred to the custody of a network center retain their own identity as records belonging to the originating municipality, and are available to the originating municipality should the need arise.
Note: “Audited” and “Provided Audited”, when used in this manual and on all RC-1, RC-2 and RC-3s, means the years encompassed by the records have been audited by the Ohio Auditor of State and the audit report has been released pursuant to Section 117.26, Ohio Revised Code. To confirm audit periods and release dates, contact the Finance Department or the Ohio Auditor of State’s Clerk of the Bureau, Columbus.
VII. RECORDS RETENTION SCHEDULE
Village of Sugar Grove
101 Bridge Street, Sugar Grove, Ohio 43155
740-746-8406
www.sugar-grove.com
Table of Contents
- Section 1 – General Administrative Records
- A. Personnel Records
- Section 2 – Building, Planning and Zoning Department Records
- Section 3 – Council, Committees, Boards and Commissions Records
- A. Boards and Commissions: Record Holder
- Section 4 – Finance Department
- A. General Financial Records
- B. Municipal Income Tax Records
- C. Payroll Records
- Section 5 – Legal Records
- Section 6 – Mayor’s Court Records
- Section 7 – Parks and Recreation Records
- Section 8 – Police Department Records
- Section 9 – Service Department
- A. Cemetery Records
- B. Engineering Records
- C. Street Department Records
- D. Water and Sewer Records
- I. Billing and Administration Records
- II. Plant Operation Records
- Appendix – Forms RC-1, RC-2, RC-3 and Records Inventory
| Record | Type | Retention Period | Record Holder | Code |
|---|---|---|---|---|
| Accident Reports / Files | Employee Injury Report | Place in Personnel File | Originating Department (Dept.) | 01000 |
| Bodily Injury to non-employee | 6 years provided no action pending | Finance Department | 01002 | |
| Damage to Municipal Vehicle or Property | 6 years provided no action pending | Finance Department | 01004 | |
| Activity Reports, All types | 2 years | Originating Dept. | 01010 | |
| Agendas (non-committee) | 6 years | Originating Dept. | 01020 | |
| Annual Departmental Budget | 5 years | Originating Dept. | 01030 | |
| Annual Departmental Report | Permanent, at 50 years appraise for historical value | Originating Dept. | 01040 * (handwritten) | |
| Attendance Reports / Records | 3 years | Originating Dept. | 01050 | |
| Audiovisual, PR & Training Materials | Until information is superseded, obsolete, or replaced, then appraise for historical value | Originating Dept. | 01060 | |
| Badges and IDs | Turn in upon termination | Originating Dept. | 01070 | |
| Bids/ Proposals (estimates – requests for proposals) | Successful bids / RFIs | 15 years after completion of project | Originating Dept. | 01080 |
| Unsuccessful bids / RFQ | 3 years after bid awarded | Originating Dept. | 01082 | |
| RFPs | 2 years | Originating Dept. | 01084 | |
| Blueprints, Drawings, Mylars, & Vellums (Not including Building, Planning, & Zoning Records & Street Records) | Until updated, superseded or obsolete, appraise for historical and reference value | Originating Dept. | 01090 | |
| Budget Preparation Documents Capital Improvement Files (Working Papers) | 4 years | Originating Dept. | 01100 | |
| Bulletins, Posters and Notices to Employees | Until no longer administratively necessary | Originating Dept. | 01110 | |
| Calibration Records, All types | 5 years | Originating Dept. | 01120 | |
| Compliance Reports, All Types | 5 years | Originating Dept. | 01130 | |
| Continuing Education Certifications \ Class \ Seminar \ Training Attendance Records | Place in personnel file | Originating Dept. | 01140 | |
| Contracts and Agreements | 15 years after expiration or termination (includes JEDS) | Finance Department | 01150 | |
| Copies, All media | Official File copy | Use applicable records series retention period | Originating Dept. | 01160 |
| Reading \ Informational \ Reference Copy | Until no longer administratively necessary | Originating Dept. | 01162 | |
| Daily’s, Administration & Mayor | 5 years (copies of letters & memos from admin. & mayor) | Originating Dept. | 01164 | |
| Correspondence: | Routine Form Letters | 1 year | Originating Dept. | 01170 |
| General (non-memo) | 2 years | Originating Dept. | 01172 | |
| Telephone, Cell Phone and Digital Text Messages | Until no longer administratively necessary | Originating Dept. | 01174 | |
| Voice Mail – Messages | Until no longer administratively necessary | Originating Dept. | 01176 | |
| Voice Mail – System Document-ation | Life of system | Originating Dept. | 01178 | |
| Memoranda – Originals | 8 years | Originating Dept. | 01180 | |
| Memoranda – Copies | Until no longer administratively necessary, provided original is secure | Originating Dept. | 01182 | |
| With Legislative Branch | 3 years (village council) | Originating Dept. | 01184 | |
| Executive | 5 years (mayor, administration, president of council) | Originating Dept. | 01186 | |
| Postal Records (e.g. Registered \ Certified \ Insured Logs or Receipts \ Postal Meter Documents) | 2 years, then dispose of if no longer administratively necessary. No RC-3 required for disposal | Finance Department | 01188 | |
| Bankruptcy Notices | 2 years, or until no longer administra-tively necessary | Finance Department | 01190 | |
| Web Entry Documentation | 2 years, or until no longer administra-tively necessary | Originating Dept. | 01192 | |
| Damage Claims | Until settled and all appeals exhausted | Finance Department | 01200 | |
| Delivery Slips \ Packing Slips | 2 years | Originating Dept. | 01210 | |
| Disaster Plans | Until updated or superseded | Mayor’s Office | 01220 | |
| Drafts, All Media | Until no longer administratively needed | Originating Dept. | 01230 | |
| Equipment Inventories | 3 years | Originating Dept. | 01240 | |
| Equipment Maintenance Records | Life of equipment | Originating Dept. | 01242 | |
| Equipment Records, Personal Use Items (e.g., tools weapons, clothing etc.) | Until equipment returned by employee | Originating Dept. | 01244 | |
| Executive Orders | Until superseded, obsolete, or replaced; then appraise for historical value | Mayor’s Office | 01250 | |
| Expense Records | 3 years | Finance Department | 01260 | |
| Facsimile (FAX) Logs | 1 year | Originating Dept. | 01270 | |
| Flow Charts, Operations | 2 years | Originating Dept. | 01280 | |
| Fuel Usage Records | 3 years | Finance Department | 01290 | |
| General Orders, Directives, Policies, Rules, Regulations or Procedures | Until superseded, retain one copy until audited | Originating Dept. | 01300 | |
| Grant Files \ Records - Federal \ State | 5 years provided audited and disputes resolved | Originating Dept. | 01310 | |
| Hearings (Not Employee Related) | Audio and Video Recordings | 1 year | Originating Dept. | 01320 |
| Report of Proceedings | Permanent | Originating Dept. | 01322 | |
| Transcripts | 5 years | Originating Dept. | 01324 | |
| Leases | Equipment | 2 years after expiration | Finance Department | 01330 |
| Real Estate | 5 years after expiration | Finance Department | 01332 | |
| Licenses, Permits, Certifications | 1 year after expiration | Originating Dept. | 01340 | |
| Unsolicited Mail (e.g. anonymous \ slanderous letters, groundless complaints, sales materials, transitory messages, informational brochures, etc.) | Until no longer administratively necessary. | Originating Dept. | 01350 | |
| Electronic Mail (E-mail) | Retain according to content. Hard copies of administrative value are to be kept with corresponding information and treated as correspondence. See Correspondence in this section. | Originating Dept. | 01352 | |
| Mailing Lists | Until updated, superseded or obsolete | Originating Dept. | 01360 | |
| Management \ Operations Reports | Monthly \ Quarterly \ Semiannual | Until incorporated into an annual report | Originating Dept. | 01370 |
| Annual | 5 years | Originating Dept. | 01372 | |
| Consultant | 5 years | Originating Dept. | 01374 | |
| Manuals, Handbooks and Directives and Notebooks | Until superseded, obsolete, or replaced. Retain one file copy for 5 years | Originating Dept. | 01380 | |
| Maps \ Plats | Until updated, superseded or obsolete, then appraise for historical value | Originating Dept. | 01390 * (handwritten) | |
| Marriage Licenses | 5 years after audited, provided Certificate sent to Probate Court Per Sec. 3101.13 & 3101.14 ORC | Mayor’s Office | 01400 | |
| Material Safety Sheets | Until superseded | Originating Dept. | 01410 | |
| Meeting Minutes (non-committee) | See Section 4: Council, etc. | Originating Dept. | 01420 | |
| Meeting Notices (Sec. 121.22 ORC) | 1 year | Originating Dept. | 01424 | |
| Oaths of Office of Elected Officials | 10 years after leaving office | Council Office | 01430 | |
| OSHA Records | 30 years | Finance Department | 01440 | |
| OSHA Yearly Logs | 30 years | Finance Department | 01442 | |
| OSHA Yearly Summaries | 30 years | Finance Department | 01444 | |
| Photo File (includes prints, slides, negatives, transparencies and related photographic items | Until information is no longer current, then appraise for historical value | Originating Dept. | 01450 * (handwritten) | |
| Press \ News Releases | 3 years | Originating Dept. | 01460 | |
| Project Plans \ Drawings \ As Built | Life of project or obsolete then appraise for historical value | Originating Dept. | 01470 * (handwritten) | |
| Public Record Request Log | 2 years | Originating Dept. | 01480 | |
| Receipts/Receipt Books | 2 years provided audited | Originating Dept. | 01490 | |
| Receiving Documents for material goods or equipment | 3 years | Originating Dept. | 01500 | |
| Records Retention Documents | 25 years | Originating Dept. | 01510 | |
| Reference \ Library Materials | Until superseded, obsolete or replaced | Originating Dept. | 01520 | |
| Requisitions | 3 years | Originating Dept. | 01530 | |
| Research Files | 5 years | Originating Dept. | 01540 | |
| Rosters \ Directories | 1 year after superseded or obsolete | Originating Dept. | 01550 | |
| Roster-Boards and Commissions Members’ Terms | Permanent | Council Office | 01552 | |
| Scrapbooks, Yearbooks | Appraise for historical value | Originating Dept. | 01560 * (handwritten) | |
| Security Deposits & Refunds | Until deposit is refunded and account audited | Finance Department | 01570 | |
| Security Deposit Records | Until refunded to the Depositor | Finance Department | 01572 | |
| Security Deposit Refund Requests | Until audited | Finance Department | 01574 | |
| Speeches \ Presentations | 3 years | Originating Dept. | 01580 | |
| Statistical Reports | Monthly \ Quarterly \ Semiannual | Until incorporated into yearly compilation | Originating Dept. | 01590 |
| Annual | 5 years | Originating Dept. | 01592 | |
| Consultant produced | 5 years | Originating Dept. | 01594 | |
| Surveying, Field Notes | Permanent | Originating Dept. | 01600 | |
| Surveillance Tapes \ Videos | 30 days then reuse provided no action pending | Originating Dept. | 01610 | |
| Table of Organization \ Organizational Charts | Until superseded | Originating Dept. | 01620 | |
| Training Material \ Lesson Plans | Until superseded | Originating Dept. | 01630 | |
| Vehicle Maintenance Records | Until vehicle sold | Originating Dept. | 01640 | |
| Vehicle Mileage Records | Until vehicle sold | Originating Dept. | 01642 | |
| Visitors Log or Sign-in Sheets | Until no longer administratively necessary | Originating Dept. | 01650 | |
| Warranties | 2 years after expiration | Originating Dept. | 01660 | |
| Work Orders | 2 years | Originating Dept. | 01670 | |
| Work Schedules | 1 year after schedule changed | Originating Dept. | 01680 | |
* RC-3 required by State Archives (handwritten note at the foot of the schedule pages; asterisks are handwritten beside the marked codes)
| Record | Type | Retention Period | Record Holder | Code |
|---|---|---|---|---|
| Application for Employment | Person Hired | Place in Personnel File | Originating Dept. | 01700 |
| Person not hired | Destroy after 2 years | Originating Dept. | 01702 | |
| Copies | Until no longer administratively needed. | Originating Dept. | 01704 | |
| Commendations, Promotions | Place in Personnel File | Originating Dept. | 01710 | |
| Employee Disciplinary Action | Shift Counsel | Length of employment, plus 4 years | Originating Dept. | 01720 |
| Written reprimand | Length of employment, plus 4 years | Originating Dept. | 01722 | |
| Suspension, Demotion, Termination | Length of employment, plus 4 years | Originating Dept. | 01724 | |
| Employee Exposure to Hazardous Chemicals/Biological Hazards & Infectious Diseases Report | Place in Personnel File | Originating Dept. | 01730 | |
| Employee Performance Evaluation | Place in Personnel File | Originating Dept. | 01740 | |
| Employee Training Records | Place in Personnel File | Originating Dept. | 01750 | |
| F.M.L.A. Records | Length of employment, plus 4 years | Finance Department | 01760 | |
| Grievance Hearing Records | 1 year after resolved | Originating Dept. | 01770 | |
| Insurance Enrollment Record | 1 year after employee leaves municipal employment | Finance Department | 01780 | |
| Job/Position Descriptions | 1 year after superseded | Originating Dept. | 01790 | |
| Labor Union Agreements | 15 years after termination | Finance Department | 01800 | |
| Letter of Appointment | Place in Personnel File | Originating Dept. | 01810 | |
| Letter of References | 2 years after hired | Originating Dept. | 01820 | |
| Letter of Resignation | Place in Personnel File | Originating Dept. | 01830 | |
| Personnel Actions | Place in Personnel File | Originating Dept. | 01840 | |
| Personnel File \ Records | Purge 2 years after employee leaves municipal service. Retain for 7 years after separation: record of service time, salary history, promotion action, leaves balances, taxes paid, resignation letter, retirement information and waivers. In lieu of these documents, use a duly certified Employment History Card. Retain OSHA related records 30 years. | Finance Department | 01850 | |
| Record of Disciplinary Action | Length of employment | Originating Dept. | 01860 | |
| Reports to Bureau of Employment Services | 2 years | Finance Department | 01870 | |
| Unemployment Compensation Case Files | 4 years after date of final payment | Finance Department | 01880 | |
| Worker’s Compensation Case Files | 10 years after date of final payment | Finance Department | 01890 | |
| Record | Type | Retention Period | Code |
|---|---|---|---|
| Adjudication Orders | Permanent | 02000 | |
| Annexation Case Files | Permanent | 02010 | |
| Annexation Record | Permanent | 02012 * (handwritten) | |
| Appeals on Interpretation of Code | Permanent | 02020 | |
| Blueprints, Drawings, Mylars, & Vellums | Permanent | 02030 * (handwritten) | |
| Board of Zoning Appeals Case Files | Permanent | 02040 | |
| Building Applications | Permanent | 02050 | |
| Building Permit Record | Permanent | 02052 | |
| Building Plans | Residential | 3 years | 02054 |
| Commercial | 5 years | 02056 | |
| Municipal owned | Life of structure, appraise for historical value | 02058 | |
| Building Sign Inspection Files | Permanent | 02060 | |
| Case Files, Board of Zoning Appeals | Permanent | 02070 | |
| Certificates of Insurance | 3 years after expiration, provided no claims pending | 02080 | |
| Community Development Reports | Until no longer of administrative value | 02090 | |
| Complaints | 2 years, provided no action pending | 02100 | |
| Condemnation and Demolition Records | Permanent | 02110 | |
| Demolition Permits | Permanent | 02112 | |
| House Number Record | Permanent | 02120 | |
| Housing, Land Use, Population, and Other | Until no longer of administrative value; appraise for Special Studies historical value | 02130 | |
| Index to Variance Record | 25 years | 02140 | |
| Index to Zoning Case Record | 5 years | 02142 | |
| Industrial Use Permit Reviews | Permanent | 02150 | |
| Legislative Research Files \ Drafts | Until no longer of administrative value | 02160 | |
| Loan and Grant Applications (copies) | 3 years, provided audited | 02170 | |
| Occupancy Permit Record | Permanent | 02180 | |
| Performance Bonds, Contractors | 10 years after expiration | 02190 | |
| Permits, All types | 3 years provided audited | 02200 | |
| Planning Briefs | 25 years | 02210 | |
| Planning Commission Case Files | 10 years, provided no action pending | 02220 | |
| Project Planning Files | 5 years after completion of final project report | 02230 | |
| Project Reports | 25 years, appraise for historical value | 02232 * (handwritten) | |
| Quadrant Files | 5 years | 02240 | |
| Rezoning Applications | Until final action taken and recorded | 02250 | |
| Rezoning Case Files | Permanent | 02252 | |
| Street Name Change | Record Permanent | 02260 | |
| Street \ Alley Vacation Case Files | Permanent | 02270 | |
| Subdivision Files | Permanent | 02280 | |
| Transportation Research Files | 10 years; appraise for historical value | 02290 * (handwritten) | |
| Violations | Until corrected or adjudicated by a Court | 02300 | |
| Water Surveys | 3 years | 02310 | |
| Zoning Case Log | 25 years | 02320 | |
| Zoning Certificate for Occupancy and Use of Land and Buildings | Permanent | 02330 | |
| Zoning Change Request | 5 years, provided no action pending | 02332 | |
| Zoning Maps - Village | Permanent | 02340 * (handwritten) | |
| Zoning Permit Applications | 1 year after final decision rendered | 02350 | |
| Zoning Permit Record | Permanent | 02352 | |
| Zoning Variance Case Files | 5 years after final decision, provided no action pending | 02360 | |
| Record | Type | Retention Period | Code |
|---|---|---|---|
| Agendas | 6 years | 03000 | |
| Charter and Amendments | Permanent | 03010 * (handwritten) | |
| Council Member’s Files | Term of Office then appraise for historical value | 03020 * (handwritten) | |
| Index to Ordinances \ Resolutions | Permanent | 03030 * (handwritten) | |
| Liquor License Requests, Approved or Denied | 3 years | 03040 | |
| Meeting Minutes: | Index | Permanent | 03050 * (handwritten) |
| Approved Hardcopy | Permanent | 03052 * (handwritten) | |
| Approved Hardcopy – Meetings | Permanent | 03054 | |
| Approved Hardcopy – Work Sessions | Permanent | 03056 | |
| Approved Hardcopy – Roll Call | Permanent | 03058 | |
| Audio and Video Recordings of Meetings | Until hardcopy of minutes approved | 03060 | |
| Ordinances | Permanent | 03070 * (handwritten) | |
| Petitions (Miscellaneous not filed elsewhere) | 5 years | 03080 | |
| Proclamations | 2 years | 03090 | |
| Reports to Council | 5 years | 03100 | |
| Reports to Council from Charter Review Commission | Permanent | 03110 | |
| Resolutions | Permanent | 03120 * (handwritten) | |
| Subject and Administrative Files | 5 years | 03130 | |
| A. Boards and Commissions | Record Holder |
|---|---|
| Planning and Zoning Commission | Zoning Department |
| Board of Zoning Appeals | Zoning Department |
| Charter Review Commission | Mayor’s Office |
| Civil Service Commission | Mayor’s Office |
| Records Commission | Mayor’s Office |
| Human Services Commission | Human Services Department |
| Park and Recreation Board | Park & Recreation Department |
| Public Tree and Landscape Commission | Service Department |
| Cemetery Board | Service Department |
| Treasury Investment Board | Finance Department |
| Income Tax Board of Review | Finance Department |
Section 4: FINANCE DEPARTMENT RECORDS
| Record | Type | Retention Period | Code |
|---|---|---|---|
| Acceptance of Utility Rate Ordinance Notices | Permanent | 04000 | |
| Accounts Ledger | 5 years after last entry, provided audited | 04010 | |
| Accounts Payable Record | 5 years, provided audited | 04020 | |
| Annual Appropriation Ordinances (copies) | 5 years | 04030 | |
| Annual Certificate of Estimated Resources | 7 years | 04040 | |
| Annual Municipal Financial Report | Permanent | 04050 | |
| Annual Municipal Report | Permanent, at 50 years appraise for historical value | 04052 * (handwritten) | |
| Annual Report to Auditor of State | 5 years | 04054 | |
| Appropriation Ledger, Fund Ledger, Revenue Ledger | 3 years, provided audited | 04060 | |
| Assessment Record | Until paid and audited | 04070 | |
| Audit Reports | Internal | 5 years | 04080 |
| Federal \ Auditor of State | 5 years | 04082 | |
| Bad Check or Bad Debt Records | 2 years after payment or settlement | 04090 | |
| Balance Sheets | 3 years or until audited | 04100 | |
| Bank Deposit Records (Receipts, Reconciliation, Slips, Statements etc.) | 3 years, provided audited | 04110 | |
| Bid Bonds | Successful bidder | Retain until acceptance of project performance bond | 04120 |
| Unsuccessful bidder | Return after projected awarded | 04122 | |
| Block Grant Documentation | 5 years after grant termination | 04130 | |
| Bond Register | Permanent | 04140 | |
| Call Notices, Securities | 10 years after call | 04150 | |
| Canceled Checks | 3 years, provided audited | 04160 | |
| Capital Improvement Bonds | Until paid off and audited, appraise for historical value | 04170 * (handwritten) | |
| Capital Project Files | 3 years | 04172 | |
| Cash Journal | 10 years, provided audited | 04180 | |
| Cash Receipts and Disbursements | 3 years, provided audited | 04182 | |
| Certificate of Result of Election (Bond Issues) | Until expiration of bond issue | 04190 | |
| Check Registers \ Stubs \ Carbons | 3 years, provided audited | 04200 | |
| Checking Account Statement | 3 years, provided audited | 04202 | |
| Checks, Voided | Until audited | 04204 | |
| Computer Generated: (working papers) | Financial Reports | Until incorporated into Annual Report | 04210 |
| Monthly, Quarterly, Semiannual printed out | Until incorporated into Annual Report | 04212 | |
| Coupons (Redeemed) | 4 years after audited then appraise for historical value | 04220 * (handwritten) | |
| Debt Service Schedule | 3 years | 04230 | |
| Electronic Fund Transfer Records | 7 years | 04240 | |
| Equipment Leases | 2 years after expiration | 04250 | |
| Employee Benefit Claims | 10 years | 04260 | |
| Federal Revenue Sharing Account | 7 years, provided audited | 04270 | |
| Fixed Assets Record | 10 years | 04280 | |
| General Ledger | 7 years | 04290 | |
| Insurance Policies | 2 years after expiration, provided all claims settled | 04300 | |
| Intergovernmental Tax Receipts | 3 years, provided audited | 04310 | |
| Investment Records | 3 years, provided audited | 04320 | |
| Invitation to Bid (ITB) | 2 years | 04330 | |
| Invoices and Supporting documents | 3 years | 04340 | |
| Journal Entries | 7 years, provided audited | 04350 | |
| Monthly Financial Statement | Until incorporated in annual report | 04360 | |
| Monthly Report of Municipal Court | 3 years, provided audited | 04362 | |
| Monthly Statement of Balances | 3 years, provided audited | 04364 | |
| Mortgages | Until paid and canceled, provided audited | 04370 | |
| Oil and Gas Drilling Permit | Permanent | 04380 | |
| Parking Slips | 2 years | 04390 | |
| Pay-In Records | 3 years, provided audited | 04400 | |
| Performance Bonds | After project successfully completed and accepted | 04410 | |
| Personal or Professional Services Invoice or Statement of Services | 3 years | 04420 | |
| Petty Cash Record | 3 years, provided audited | 04430 | |
| Printing Orders | 3 years | 04440 | |
| Property Acquisitions | Appraisals | 10 years, or until no longer administratively necessary | 04450 |
| Drafts, Notes, & Correspondence | 3 years after transfer of property | 04452 | |
| Environmental Reports | Permanent | 04453 | |
| Notes & Closing Statements | Permanent | 04455 | |
| Purchase Agreements & Deeds | Permanent | 04456 | |
| Surveys | Permanent | 04457 | |
| Property Inventories | 3years | 04458 | |
| Purchase Orders: | Original | 3 years | 04460 |
| Copies | Until no longer administratively necessary | 04462 | |
| Receipts and Expenditures Report to Auditor Of State | 3 years | 04470 | |
| Revenue Paperwork | 5 years | 04480 | |
| Reconciliation Sheets, Bank Accounts | 3 years, provided audited | 04490 | |
| Record of Funds Received | 3 years, provided audited | 04500 | |
| Record of Registered Bonds | Permanent | 04505 * (handwritten) | |
| Refund Check Ledger | 5 years, provided audited | 04510 | |
| Request for Proposals (RFPs) | 2 years | 04520 | |
| Retirement System Payments \ Records | 4 years after separation | 04530 | |
| Retirement System Exemption Record (Waiver) | Until deceased | 04532 | |
| Settlement Sheet or Tax Distribution from County Auditor | 10 years | 04540 | |
| Sinking Fund Records | Bond Issue Ledger | Permanent | 04550 |
| Bond Transcripts | 10 years after issue redeemed | 04552 | |
| Bonds (Redeemed) | 2 years after issue is paid off then appraise for historical value | 04554 * (handwritten) | |
| Sinking Fund Ledger or Journal | Permanent | 04556 * (handwritten) | |
| Special Assessments | Until paid off and audited | 04560 | |
| Surety Bonds – Special | 10 years after expiration | 04570 | |
| Surety Bonds of Officials or Employees | 10 years after termination of officer or employee | 04572 | |
| Tax Abatement Records | Duration of the abatement plus 1 year | 04580 | |
| Tax Appeals | 25 years | 04584 | |
| Tax Settlement Reports | 3 years, provided audited | 04586 | |
| Telephone Records, Charges \ Bills \Call Detail Records | 2 years, provided audited. | 04590 | |
| Telephone Records - Other | Documentation | Life of system | 04592 |
| Service Records | 2 years | 04594 | |
| System Equipment Inventory continually updated | Retain superseded data for 1 year | 04596 | |
| Transmittal of Ohio Wage and Tax Statement | 6 years, provided audited | 04600 | |
| Travel Expense Records | 3 years | 04610 | |
| Treasury Investment Board Report | 10 years | 04620 | |
| Trial Balance Records | 3 years | 04630 | |
| Unemployment Compensation Records | 3 years, provided audited | 04640 | |
| Uniform Allowance Record | 3 years, provided audited | 04650 | |
| Unpaid Accounts Record | 3 years, provided audited | 04660 | |
| Vehicle Titles | Life of Ownership of Vehicle | 04670 | |
| Worker’s Compensation Claims | 10 years after date of final payment | 04680 | |
| Record | Type | Retention Period | Code |
|---|---|---|---|
| Accounts Receivable Ledger, Income Tax | 6 years | 04700 | |
| Annual Summary of Cash Collected (also known as Batches by Deposit) | 6 years, provided audited | 04710 | |
| Detailed Cash Receipt Records (Batch Postings) | 6 years | 04712 | |
| Business Income Tax Reconciliation Form and Worksheets | 6 years | 04720 | |
| Closed Account | 6 years | 04730 | |
| Daily/Monthly Collection Reports | 3 years, provided audit | 04740 | |
| Delinquent Account Records | Until paid and audited | 04744 | |
| Declaration of Estimated Income Tax, Business and Individual | 6 years | 04750 | |
| Quarterly Notice of Installment Due – P&I Interest | 6 years | 04752 | |
| Quarterly Payment Statement | 6 years | 04754 | |
| Employer Withholding Forms | 6 years | 04760 | |
| Individual’s Tax Return | 6 years | 04770 | |
| Tax Postings | 6 years | 04772 | |
| Corporate Business Income Tax Return | 6 years | 04774 | |
| Master File | 6 years | 04780 | |
| Refund Requests | 6 years | 04784 | |
| Uncollectible Income Tax Accounts | 6 years | 04790 | |
| Record | Type | Retention Period | Code |
|---|---|---|---|
| Application for PERS Refund or Waiver | Until deceased | 04800 | |
| Court Orders for Payroll Deduction | Until employee terminates or Order rescinded | 04810 | |
| Employee Earning Record | Continually compiled and updated until termination. Information placed in personnel file yearly | 04820 | |
| Employee Income Tax Withholding: | Certificate | 3 years after termination of employment, provided audited | 04822 |
| Withholding Payment Record | 6 years, provided audited | 04824 | |
| Employee Pay Records | Continually updated until termination then place into personnel file or enter data onto Employee History Card | 04826 | |
| Employee Withholding Requests | Until replaced or revoked by employee | 04828 | |
| Employee Time Cards \ Sheets | 3 years | 04830 | |
| Employer Quarterly Federal Tax Return | 4 years, provided audited | 04832 | |
| Employment History Record Card | Permanent, in lieu of personnel file | 04834 | |
| Garnishment Orders | Until employee terminates or Order rescinded | 04838 | |
| Leave Balances \ Reports: | Bi-weekly Report of Leave Use and Balances | Until incorporated in annual leave balances report | 04840 |
| Annual Employee Leave Use \ Balances Report | 5 years | 04842 | |
| Annual Leave Use and Balances | 5 years after employment terminated or retirement | 04844 | |
| Individual Employee | Continually maintained and updated in personnel file. Purge 2 years after termination, provided no outstanding balances | 04846 | |
| Leave Requests, All Types, Sick, Vacation, Overtime etc. | 3 years provided balances journalized – combined with - Employee Sick Leave and Vacation Balances – Continually updated by fiscal office until employee terminates. Balances verified yearly and recorded in personnel file | 04848 | |
| Notification of Pay \ Pay Step Increase | Until superseded. Copy in personnel file | 04850 | |
| Overtime authorization | 2 years, provided audited | 04860 | |
| Overtime Reports | 2 years, provided audited | 04864 | |
| Payroll Deductions | 5 years | 04870 | |
| Payroll Journal \ Record: | Annual Cumulative Printout | 4 years | 04874 |
| Weekly \ Monthly Payroll Journal | 3 years, provided audited and cumulative employee payroll data retained in personnel file | 04876 | |
| Prevailing Wage Records | 3 years | 04880 | |
| Reports to Retirement Systems | 4 years | 04890 | |
| State Income Tax Report | 4 years | 04900 | |
| Tax Withholding Reports | 6 years, provided audited | 04910 | |
| W-2 Forms | 6 years, provided audited | 04920 | |
| W-4 Forms | Until superseded or employee terminates | 04922 | |
| Record | Type | Retention Period | Record Holder | Code |
|---|---|---|---|---|
| Case Files, Civil | 10 years provided no action pending | Originating Dept. | 05000 | |
| Case Files, Criminal | 20 years provided no action pending | Originating Dept. | 05002 | |
| Claims for Damages | 2 years after case settled and all appeals exhausted | Finance Department | 05010 | |
| Court Transcripts | 3 years after case settled | Originating Dept. | 05020 | |
| Deeds | Permanent | Finance Department | 05030 * (handwritten) | |
| Easements – | Permanent | Finance Department | 05034 * (handwritten) | |
| Legal Notices | Tear Sheets | 2 years | Originating Dept. | 05040 |
| Proof of Publication | 5 years | Originating Dept. | 05042 | |
| Legal Opinions from Municipal Legal Counsel | Permanent | Originating Dept. | 05050 | |
| Liability Waivers | 3 years provided no action pending | Originating Dept. | 05060 | |
| Settlements | 3 years | Finance Department | 05070 | |
| Village Property Files | Permanent | Finance Department | 05080 * (handwritten) | |
| Record | Type | Retention Period | Code |
|---|---|---|---|
| Annual Statement and Yearly Report | Permanent | 06000 * (handwritten) | |
| Audio of Trials | 1 year | 06010 | |
| Case Files: | Criminal | 5 years provided audited | 06020 |
| OMVI | 7 years provided audited | 06022 | |
| Traffic | 5 years provided audited | 06024 | |
| Case Transfers | Transfer all relevant records per 1905.032 ORC | 06030 | |
| Cash Payment Records | 4 years provided audited | 06040 | |
| Citations, Parking | Until paid and audited | 06050 | |
| Citations, Traffic | 3 years if maintained separately | 06052 | |
| Complaints and Warrants | In case files | 06060 | |
| Docket, Index, Journal | Permanent | 06070 * (handwritten) | |
| Expungement Order | Permanent | 06080 | |
| Expungement Records per Expungement Orders | Seal then destroy as Case Files | 06082 | |
| Fine and Fee Record | 3 years, provided audited | 06090 | |
| Monthly Statements and Reports | 3 years, provided audited | 06100 | |
| Receipt Books | 4 years, provided audited | 06110 | |
| Record | Type | Retention Period | Code |
|---|---|---|---|
| Fee Books | 3 years, provided audited | 07000 | |
| Permission Slips | 2 years provided no action pending | 07010 | |
| Shelter House Permits | 2 years | 07020 | |
| Record | Type | Retention Period | Code |
|---|---|---|---|
| Accident Reports and Photos, Property Damage, Bodily Injury, and Traffic Crashes | 10 years if no action pending | 08000 | |
| Activity Reports | Keep as Directed | 08010 | |
| Alcohol Breath Testing Records: | Operator Permits | Until renewed | 08020 |
| Breath Test Result Forms | 5 years | 08022 | |
| Calibration Records | 3 years | 08024 | |
| Radio Frequency Interference Survey | Until the machine is moved | 08026 | |
| Animal Complaints | 2 years | 08030 | |
| Arrest Cards \ Records (Non-Traffic) | 15 years | 08040 | |
| Arrest Cards \ Records (Traffic) | 10 years | 08042 | |
| Arrest Cards \ Records \Reports (Juvenile) | Until person turns 18 years of age or when Expungement Order received from a Court | 08044 | |
| Arrest Reports (Adult) | 50 years | 08046 | |
| Assignment Schedules \ Sheets | 3 years | 08050 | |
| Bicycle License Receipts | 3 years, provided audited | 08060 | |
| Bicycle License Register | 7 years | 08062 | |
| Bicycle Theft Log | 3 years | 08064 | |
| Block Watch Records | 1 year | 08070 | |
| Business Security Records | Until superseded, review annually | 08080 | |
| Child Abuse Case Records | 7 years after case closed | 08100 | |
| Citizen Complaints | 5 years, provided no action pending | 08110 | |
| Compliance Reports | 5 years, provided no action pending | 08120 | |
| Copies of Misdemeanor Citation Summons | 3 years | 08130 | |
| Criminal Case Files, Felonies (except Homicide & Burglaries) | 20 years, provided no action pending | 08140 | |
| D.B. Criminal Case files, Misdemeanors | 20 years, provided no action pending | 08142 | |
| Cruiser Camera Records | 90 days, provided no additional problems | 08150 | |
| Daily Slating Records | 1 year | 08160 | |
| Dispatch Card \ Log (Record of Runs) Yellow Cards | 3 years | 08170 | |
| Dispatcher Radio/Phone Calls Audio Recordings | 3 years, provided no action pending | 08172 | |
| Expungement Order | Permanent | 08180 | |
| Expunged Records per Expungement Orders | Destroy all files, records and computer references when Expungement Order received from a court | 08182 | |
| FBI \ BCI Investigation Reports | 3 years | 08190 | |
| Field Interrogation Cards | 6 months | 08200 | |
| Fingerprints | 50 years | 08210 | |
| Firearm Records and Inventories | 3 years, provided audited | 08220 | |
| GPS Records of Vehicle Locations | 3 years | 08230 | |
| Homicide Reports & Evidence (Closed cases) | 30 years after all appeals exhausted | 08240 | |
| House \ Business Alarm Records Billing for Alarms | 5 years | 08250 | |
| Identification Photographs | 10 years, unless felony, death | 08260 | |
| Incident Log \ Reports | 5 years | 08270 | |
| Investigations All: | Homicide and Rape, including evidence (Pending) | Permanent | 08280 |
| Homicide, including evidence (Closed) | Permanent | 08282 | |
| Internal Affairs | Permanent | 08284 | |
| Jail Daily Book, In Records | 3 years | 08290 | |
| Jail Inmate Records: | Commissary records | 2 years | 08300 |
| Intake \ Discharge Records, Prisoner Files | 10 years | 08302 | |
| Medical Records | 6 years | 08304 | |
| Personal Property Returned | 2 years | 08306 | |
| Jail Register \ Log Book | 25 years | 08310 * (handwritten) | |
| Junk Vehicle Records | 2 years after sale or other disposition | 08320 | |
| Juvenile Records | Until person turns 18 year old or when Expungement order received from a Court | 08330 | |
| Law Enforcement Automatic Data System Records Logs | 2 years, destroy printouts when no longer administratively necessary | 08340 | |
| Liquor Permit Records | 3 years (permission to serve liquor) | 08350 | |
| Master Name Index | Permanent | 08360 * (handwritten) | |
| Missing Person Reports | 20 years, or until found.23 | 08370 | |
| O & I Offense Reports, Felonies except Homicide | 10 years, provided no action pending | 08380 | |
| O & I Offense Reports, Misdemeanors | 10 years, provided no action pending | 08382 | |
| Parking Citations \ Infractions | 3 years | 08390 | |
| Patrol Car Logs | 3 years | 08400 | |
| Prisoner Booking Video Recording Tape | 30 days, erase and reuse provided no action pending | 08410 | |
| Probationary Employment Records | 5 years, if not retained beyond probationary period | 08420 | |
| Property Room: | Log | 25 years | 08430 |
| Records (Releases, Transfers, Disposals etc.) | 5 years | 08432 | |
| Radio and Telephone Log – White Sheets | 5 years | 08440 | |
| Recorded phone calls (in house) | 3 years, provided no action pending | 08442 | |
| Records (Background) Check Requests | 2 years | 08450 | |
| Recovered Property Record | 2 years after disposal of property | 08460 | |
| Ride Along Forms | 3 years | 08470 | |
| Seizure Log \ Record | 6 years | 08480 | |
| Solicitor’s or Peddler’s Permit | 1 year after expiration – moved from S. 8A | 08490 | |
| State of Ohio Traffic Crash Reports (OH-1) | 3 years | 08500 | |
| Stolen Property Hot List or Cards | 3 years | 08510 | |
| Subpoenas, Summonses, or Warrants | Until served, discharged, answered or withdrawn | 08520 | |
| Tow Tickets | 3 years after paid, provided audited | 08530 | |
| Traffic Citations | 5 years, provided audited | 08540 | |
| Type of Crime File | Permanent | 08550 | |
| Uniform Crime Reports (UCR) | 3 years | 08560 | |
| Vacation House Check Records | 30 days after owners return | 08570 | |
| Wanted Posters | Until person apprehended | 08580 | |
| 911 System, Documentation | Life of System Logs | 3 years | 08590 |
| Printouts | 1 year | 08592 | |
| Recording Tapes | 30 days then reuse, provided no action pending | 08594 | |
| 911 Logs | 5 years | 08600 | |
Section 9: SERVICE DEPARTMENT RECORDS
| Record | Type | Retention Period | Code |
|---|---|---|---|
| Burial Fee Receipts | Permanent | 09000 | |
| Burial Transit Permits | Permanent | 09002 | |
| Deed Book | Permanent | 09010 | |
| Deposit Record, Perpetual Care | Permanent | 09020 | |
| Index to Burial Plots | Permanent | 09030 * (handwritten) | |
| Minutes | Permanent | 09034 * (handwritten) | |
| Monument Records | Permanent | 09040 | |
| Plat Maps | Permanent | 09050 * (handwritten) | |
| Record of Lot Sales | Permanent | 09060 | |
| Register of Interments | Permanent | 09070 * (handwritten) | |
| Rules and Regulations | Permanent | 09080 | |
| Record | Type | Retention Period | Code |
|---|---|---|---|
| Aerial Photographs | Until superseded then appraise for historical value | 09100 * (handwritten) | |
| Bridge Inspection Reports | 10 years | 09110 | |
| Bridge Plans | Life of bridge | 09112 | |
| Change Orders | Place in Project File | 09120 | |
| Contractors’ Prevailing Wage Records | 5 years | 09130 | |
| Federal Project Files | Permanent | 09140 | |
| Job Orders | 3 years | 09150 | |
| Maintenance Orders | 2 years | 09160 | |
| Performance Bonds | After project successfully completed and accepted (e.g. sewer) | 09170 | |
| Plans of Park Property | Permanent | 09180 * (handwritten) | |
| Project Files (Contracts, specifications, change orders, progress reports, etc.) | Permanent | 09190 | |
| Project Inspection Records | Include in project files | 09192 | |
| Sanitary Sewer Records | Permanent | 09200 | |
| Sewer Testing Records | 20 years | 09202 | |
| Special Assessments Record | Permanent | 09210 | |
| Village Properties File | Permanent | 09220 | |
| Record | Type | Retention Period | Code |
|---|---|---|---|
| Blueprints, Maps and Plans | Permanent | 09300 | |
| Pesticide Application Records | 5 years | 09310 | |
| Proposals for Street Improvement | Until approved or proposal rejected | 09320 | |
| Right of Way Opening | 5 years | 09330 | |
| Sewer Repair Sheets | 10 years | 09340 | |
| Street Lighting | Pole Locations | Until updated | 09350 |
| Condition, Inventory Records, etc. | 3 years | 09352 | |
| Street Repair Cost Summary Record | 3 years, provided audited | 09360 | |
| Street Repair Record | 3 years | 09362 | |
| Traffic Study Files | Until superseded then appraise for historical value | 09370 * (handwritten) | |
D. WATER AND SEWER RECORDS
| Record | Type | Retention Period | Record Holder | Code |
|---|---|---|---|---|
| Account Register – Monthly / Quarterly | 10 years | Finance Department | 09400 | |
| Applications for Service | Until service terminated | Service Department | 09410 | |
| Application for Water or Sewer Tap Permits | 1 year after final decision rendered | Service Department | 09412 | |
| Daily Work Orders | 3 years | Service Department | 09420 | |
| Delinquent Invoices sent to Taxes | 7 years | Finance Department | 09430 | |
| Industrial Waste Records | Permanent | Service Department | 09440 | |
| Meter and Valve Location Record | Permanent | Service Department | 09450 | |
| Meter Reading Records | 4 years | Service Department | 09452 | |
| Meter Test Records | 3 years | Service Department | 09454 | |
| Project Files | Permanent | Service Department | 09460 | |
| Project Final Reports | Permanent | Service Department | 09462 | |
| Property Records (Deeds, Rights-of-Way, Annexations, Vacations, Easements) | Permanent | Service Department | 09470 | |
| Rate Schedules | Until superseded | Service Department | 09480 | |
| Sanitary Sewer Permit | Permanent | Service Department | 09490 | |
| Sewer \ Water Billing Stubs | 3 years, provided audited | Finance Department | 09500 | |
| Special Sewer Authorizations or Hookups | Permanent | Service Department | 09510 | |
| Test Boring Record | Permanent | Service Department | 09520 | |
| Water and Sewer Receipt Books | 2 years, provided audited | Finance Department | 09530 | |
| Water and Sewer Tap Record | Permanent | Service Department | 09540 | |
| Water Connection Permit | Permanent | Service Department | 09550 | |
| Water Main Location Record | Permanent | Service Department | 09560 | |
| Water Usage Reports | 3 years | Service Department | 09570 | |
| Weekly/Monthly Collection Report | 3 years, provided audited | Finance Department | 09580 | |
| Record | Type | Retention Period | Code |
|---|---|---|---|
| Analytical Data \ Chemical Analyses \ Monitoring Records \ EPA Reports \ Water Quality Reports \ Operating Logs \ Monthly Reports, All types | 10 years | 09600 | |
| Flow-Charts, Fluids | 5 years | 09610 | |
| Laboratory Testing Records | 5 years | 09620 | |
| Lime Sale Tickets | 3 years, provided audited | 09630 | |
| Monthly Laboratory Testing Summary Reports | 25 years | 09640 | |
| Rainfall Statistics | 5 years | 09650 | |
| Septic Tank Hauler Record | 3 years, provided audited | 09660 | |
| Well Maintenance and Field Logs | 10 years after well is capped | 09670 | |
Audited means: the years encompassed by the records have been audited by the Auditor of State and the audit report has been released pursuant to Sec. 117.26 O.R.C.
Appendix - Local Government Records Forms: (Forms follow)
- Application for One-Time Records Disposal of Obsolete Records (RC-1) – This form is used to request authorization to dispose of obsolete records series or record series no longer being created. Only the specific records listed on the application may be disposed of. Once the RC-1 has been approved and signed by all parties, a completed Certificate of Records Disposal (RC-3) should be filed before the actual disposal takes place.
- Schedule of Records Retention and Disposition (RC-2) – This form is used to request continuing authority to dispose of records after the end of the approved record retention period. Each records series must be listed separately, given a unique schedule number, and assigned a retention period. Use the retention period suggested in this manual or one based upon the administrative, fiscal, or legal value of the records to the Village of Sugar Grove. Once an RC-2 form has been properly approved it is in effect and shall be followed. Before a disposal takes place, it is not necessary for the Sugar Grove Records Commission to review or re-approve the RC-2 that authorized the disposal.
- Certificate of Records Disposal (RC-3) – Fifteen business days before a disposal takes place, the originating office should send an original Certificate of Records Disposal (RC-3) to the Ohio Historical Society’s Local Government Records Program (LGRP) and a copy to the Village records commission. The RC-3 certificate serves as official notification of the proposed intent to dispose of Village records. Complete all the columns accurately so the LGRP can send the RC-3 to the Auditor of State for possible compliance verification.
- Village of Sugar Grove Records Inventory Form – This form is for use when conducting a municipal records inventory. It is designed to allow for the recording of all pertinent information about each record series inventoried, and is suitable for use as a worksheet for records appraisal. Use a separate sheet for each record series.
cc: Mayor
Council Clerk
Council
Clerk of Courts
Department Heads
Village of Sugar Grove Records Commission
Employees
The following Records Disposal Forms are to be completed for submission to the State by the Records Commission Secretary only.
INSTRUCTIONS – FORM RC-1 (Use only for records no longer created and maintained)
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Section A: Local Government Unit
- Include the name of the municipality, county, township, school, library, or special taxing district (local government entity) for which the form is being submitted.
- Include the unit (department, agency, office), if applicable.
- The departmental official directly responsible for the records must sign and date the form.
Section B: Records Commission
- Complete the phone number and mailing address for the Records Commission, including the county.
- To have this form returned to the Records Commission electronically, include an email address. It is the responsibility of the Records Commission to forward an electronic or paper copy of the approved form to the appropriate department.
- The Records Commission Chairperson must sign the certification statement before it can be reviewed and signed at the Ohio Historical Society by the Local Government Records representative, and approved by the Auditor of State's Office.
Section C: Ohio Historical Society – State Archives
- The reviewing agent from the Ohio Historical Society Local Government Records Program (OHS-LGRP) will sign the form and forward it to the Auditor of State's Office.
Section D: Auditor of State
- The approving agent at the Auditor of State's office will sign the form and return it to the OHS-LGRP.
Section E: Table of Records to be Disposed
- 1) Schedule numbers can be expressed by a year and item numbering scheme for each records series being scheduled, for example, 09-1, 09-2. Another option is to include a unique abbreviated identifier for each office, for example, Eng. [Engineer] 1, Eng. 2, etc. The numbering schema is your choice, and it will be used later on your Certificate of Records Disposal (RC-3).
- 2) Include the title of the records series and a brief description of each series for which a one-time disposal is being requested. List the beginning and ending months and years covered by the records series. For example: April 1945 to May 1992.
- 3) Include the media format of the records proposed for disposal.
- 4) If retaining records in an alternate media format, include the new format. For example, if you are disposing of paper originals and retaining a certified microfilm copy, list "Microfilm" here.
- 5) For use by the Auditor of State or the OHS-LGRP.
GENERAL INSTRUCTIONS:
- --- For questions related to records scheduling and disposition, contact OHS-LGRP at: (614) 297-2553 or at localrecs@ohiohistory.org
- --- After completing sections A and E, submit the form to your records commission so it can be approved in an open meeting pursuant to Section 121.22 ORC. See Ohio Revised Code Section 149.38 (counties), 149.39 (municipalities), 149.41 (school districts), 149.411 (libraries), 149.412 (special taxing districts) and 149.42 (townships) for the composition of your records commission. Your records commission completes section B and sends the form to OHS-LGRP at:
localrecs@ohiohistory.org OR The Ohio Historical Society
State Archives of Ohio
Local Government Records Archivist
1982 Velma Avenue
Columbus, OH 43211-2497 - --- The OHS-LGRP will review this RC-1 and forward it to the Auditor of State's Records Officer, Columbus.
- --- This RC-1 is in effect when all signatures have been affixed to it. OHS-LGRP will return a copy of the approved form to the Records Commission. The local records commission and the originating office should retain permanent copies of the form to document legal disposal of public records.
- --- Remember, at least 15 Business days before you intend to dispose of records, submit a Certificate of Records Disposal (RC-3) to the OHS-LGRP. Copies of RC-3s will not be returned.
ONE-TIME DISPOSAL OF OBSOLETE RECORDS (RC-1) – Part 1
Ohio Historical Society
State Archives of Ohio
Local Government Records Program
1982 Velma Avenue
Columbus, Ohio 43211-2497
Page ________ of ________
For State Archives - LGRP Use Only
Date Received: ________
Date Reviewed: ________
Items requested for transfer: ☐ YES ☐ NO
If YES, attach copy of transfer form
See instructions before completing this form. Must be submitted with PART 2
Section A: Local Government Unit
(local government entity): Village of Sugar Grove
(unit): ________
(signature of responsible official): ________ (name): ________ (title): ________ (date): ________
Section B: Records Commission
Village of Sugar Grove Records Commission
(telephone number): ________
(address): ________ (city): ________ (zip code): ________ (county): ________
To have this form returned to the Records Commission electronically, include an email address: clerk@sugar-grove.com
I hereby certify that our records commission met in an open meeting, as required by Section 121.22 ORC, and approved the schedules listed on this form and any continuation sheets. I further certify that our commission will make every effort to prevent these records series from being destroyed, transferred, or otherwise disposed of in violation of these schedules and that no record will be knowingly disposed of which pertains to any pending legal case, claim, action or request. This action is reflected in the minutes kept by this commission.
Records Commission Chair Signature: ________ Date: ________
Section C: Ohio Historical Society - State Archives
Signature: ________ Title: ________ Date: ________
Section D: Auditor of State
Signature: ________ Date: ________
Please Note: The State Archives retains RC-1 forms for seven years. It is strongly recommended that the Records Commission retain a permanent copy of this form.
ONE-TIME DISPOSAL OF OBSOLETE RECORDS (RC-1) – Part 2
Ohio Historical Society
State Archives of Ohio
Local Government Records Program
1982 Velma Avenue
Columbus, Ohio 43211-2497
Page ________ of ________
See instructions before completing this form. Must be submitted with PART 1
Section E: Table of Records to be Disposed
(local government entity): Village of Sugar Grove
(unit): ________
| (1) Schedule Number | (2) Record Title and Description (Inclusive Dates) | (3) Media Type to be disposed | (4) Media Type to be retained | (5) For use by OHS-LGRP or Auditor of State |
|---|---|---|---|---|
| ________ | ________ | ________ | ________ |
Village of Sugar Grove RECORDS INVENTORY
(1) (NAME OF POLITICAL SUBDIVISION): Village of Sugar Grove
(2) RECORDS OF: (OFFICE \ DEPARTMENT): ________ (UNIT): ________
(3) RECORDS SERIES TITLE: ________
(4) LOCATION OF RECORDS: ________
(5) DESCRIPTION: ________
(6) DATES: From: ________ To: ________
(7) Are records still created? (Circle answer) ☐ Yes ☐ No
(7a) Are these Vital Records? ☐ Yes ☐ No
(8) Quantity \ Volume: ________
(9) Arrangement (Circle answers): ☐ Alphabetical ☐ Numerical ☐ Chronological ☐ Subject
(10) Record media / format (Circle answers):
☐ Paper ☐ Bound Volumes ☐ Mylar
Microform: ☐ 16mm ☐ 35mm ☐ Microfiche
Electronic Record: ☐ Tape ☐ Reel ☐ Cassette ☐ Diskette ☐ CD-ROM ☐ Optical Disk
(11) Reference to records (Circle answers):
☐ Daily \ ☐ Weekly \ ☐ Monthly \ ☐ Yearly for ________
Never after ________
12) Recommended retention period for each type of record: ________
(13) Schedule No. Assigned: ________
(14) Inventory taken by: ________
Explanation of form parts:
- (1) Write in the name of the political subdivision for which the inventory is being compiled.
- (2) Write in the name of the office, division or unit to which the records belong.
- (3) Write in the title of the records series. Use a separate form for each records series at each location.
- (4) Give the exact location of the records. Be sure to include all storage areas.
- (5) Provide a brief description of the records series, including form numbers when applicable.
- (6) Indicate the beginning and ending dates of the records series. E.g. May, 1976 to April, 1998.
- (7) & (7A) Circle if the records are still created . Circle if the records are considered “Vital” for your office to function daily.
- (8) Indicate the volume or quantity of the records. It may be in cubic feet, number of volumes \ microfiche, rolls of microfilm or reels of computer tape. This will help you plan your storage needs. A cubic foot is 12"x12"x12" or 1728 cubic inches.
- (9) Circle how the records are arranged, i.e. in numerical order, chronological order, alphabetical order, subject file etc.
- (10) Circle whether the record is created and stored on paper, microfilm computer tape, etc. Circle ALL formats your office uses for this record. Remember to schedule and assign a schedule number to each type of media.
- (11) Indicate how often the records are used. For example: daily for 1 year; never after 3 years.
- (12) Write in a recommended retention period. See the Ohio County Records Manual or the Ohio Municipal Records Manual for suggested records retention periods or create the retention period based upon the records’ administrative, fiscal and legal value to your office. If you know of any law, rule or regulation requiring this records series to be retained for a specific period of time write in the citation.
- (13) Assign a unique schedule number for this records series which will clearly identify it on all paperwork in the future. If the records are included on an existing approved Schedule of Records Retention and Disposition (RC - 2), write in the schedule number for reference.
- (14) Sign and date the form.
Additional Remarks or Notations for your use: ________
CERTIFICATE OF RECORDS DISPOSAL (RC-3) – Part 2
Ohio Historical Society
State Archives of Ohio
Local Government Records Program
1982 Velma Avenue
Columbus, Ohio 43211-2497
Page ________ of ________
See instructions before completing this form. Must be submitted with PART 1.
(political subdivision name): Village of Sugar Grove
(unit): ________
| (1) Records Series Title | (2) Authorization for Disposal | (3) Media Type To be destroyed | (4) Media Type To be retained (If any) | (5) Inclusive Dates of Records | (6) Proposed date of destruction (15 business days from receipt by OHS-LGRP) | (7) For OHS-LGRP use | ||
|---|---|---|---|---|---|---|---|---|
| Schedule Number | Date the RC-1 or RC-2 was approved by the Records Commission | From | To | |||||
| ________ | ________ | ________ | ________ | ________ | ________ | ________ | ________ | |
CERTIFICATE OF RECORDS DISPOSAL (RC-3) – Part 1
Ohio Historical Society
State Archives of Ohio
Local Government Records Program
1982 Velma Avenue
Columbus, Ohio 43211-2497
Page ________ of ________
For State Archives - LGRP Use Only
Date Received: ________
Date Reviewed: ________
Items requested for transfer: ☐ YES ☐ NO
If YES, attach copy of transfer form
See instructions before completing this form. Must be submitted with PART 2
(local government entity): Village of Sugar Grove
(unit): ________ (contact person): ________ (telephone number): ________ (location of records): ________
(address): ________ (city): ________ (zip code): ________ (county): ________ (date mailed to LGRP): ________
I hereby certify that the records listed on this RC-3 and attachments are being disposed of according to the time periods stated on the approved Records Retention Schedules (RC-2) or Application for One-Time Records Disposal (RC-1) listed below. No record will be knowingly disposed of which pertains to any pending legal case, claim, action or request. In addition, microfilm created in place of any original record listed on this RC-3 will be stored according to ANSI Standards and all microfilm master negatives will only be used to create use copies. It is a responsibility of the local government to ensure the preservation and accessibility of any records retained in electronic format.
(signature of responsible official): ________ (title): ________ (telephone number): ________
To have this form returned to the Records Commission electronically, include an email address: clerk@sugar-grove.com
Please Note: The State Archives retains RC-3 forms for seven years. It is strongly recommended that the Records Commission retain a permanent copy of this form.
INSTRUCTIONS - FORM RC-3
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| USE OF FORM: | Serves as a notification to your local records commission and to The Ohio Historical Society/State Archives, Local Government Records Program (OHS-LGRP), that your office intends to dispose of the records listed on the form as authorized by an approved RC-1 or RC-2 form. It also provides an opportunity for the OHS-LGRP to select for historical records, or to provide for other disposition under Section 149.31ORC. |
|---|---|
| WHEN TO USE: | Prepare and send this RC-3 a minimum of fifteen (15) business days before the proposed disposal date. |
| CERTIFICATION: | This is a legal document representing compliance to the Ohio Revised Code and a commitment to maintain any microfilm master negatives according to American National Standards Institute (ANSI) Standards when the source document is listed for disposal on this RC-3. Therefore, the certification requires the signature of the official responsible for the records. |
| SUBMISSION: | Send the original RC-3 to: localrecs@ohiohistory.org or The Ohio Historical Society, State Archives of Ohio, Local Government Records Archivist, 1982 Velma Avenue, Columbus, OH 43211-2497 Retain a permanent copy for your office files and send an additional copy to your records commission. |
| NOTE: | You office or records commission will not receive a copy of the RC-3 back. Your office will be contacted if a record is selected for its historical value or if there are questions about the records listed on the form. |
| (1) RECORD SERIES TITLE: | Record series title as shown on your retention schedule (RC-2) or one-time disposal (RC-1). This information is critical for documenting the disposal; include additional descriptive information if necessary to aid in the appraisal and selection process. |
|---|---|
| (2) AUTHORIZATION FOR DISPOSAL: | Schedule number as shown on your approved RC-1 or RC-2 and the date it was approved by your local records commission. |
| (3) MEDIA TYPE (DESTROYED): | Medium of the record series you are disposing of, for example, paper, film, disk, magnetic tape, optical disc. |
| (4) OTHER MEDIA TYPE (RETAINED) | If your government plans to retain the records series in another medium, list each type of medium in which it is being retained. For example: microfilm, microfiche, optical disc, electronic storage, etc. |
| (5) INCLUSIVE DATES OF RECORDS | Enter the time period encompassed by the records being disposed of such as: Jan. 2008 to Dec. 2008, etc. |
| (6) PROPOSED DATE OF DISPOSAL | Enter the proposed disposal date; the OHS-LGRP has fifteen business days to review the disposal form. It is recommended that a few extra days for mail delivery be included. |
| (7) FOR USE BY OHS-LGRP |
NOTICE CONCERNING MEDIA AND FORMAT CHANGES
The Local Government Records Program strongly discourages the use of electronic formats for long-term retention of records unless the records are also maintained in an eye-readable format such as paper or microfilm. It is a responsibility of the local government to ensure the preservation and accessibility of any records retained in electronic format. For guidelines on electronic records issues, visit http://www.ohiohistory.org/ohiojunction/erc/.
Never use a microfilm master negative except to create a use copy from it.