[OPLINLIST] Records Retention Policy

Thu Jan 10 15:55:00 EST 2013

Hello,

You can find the the sample library schedule and updated RC-2 retention
schedule and RC-3 records disposal forms on the State Archives Local
Government Records Program page at
http://www.ohiohistory.org/collections--archives/state-archives/lgrp-hom
e/lgrp-publications-and-forms.  

Please be aware that the Ohio General Assembly changed some of the
records management procedures as part of House Bill 153 (the FY2012-2013
state budget).  These changes include:  

*	Application for One-Time Disposal (RC-1): Records listed on RC-1
forms will not need to be listed on separate Certificates of Records
Disposal (RC-3) forms.  Instead these records may be disposed upon
receipt of the RC-1 form signed by the State Archives and the State
Auditor's Office.

*	Schedule of Records Retention and Disposition (RC-2): Records
listed on RC-2 forms may be disposed without submitting a Certificate of
Records Disposal (RC-3) to the State Archives unless the State Archives
has indicated on the RC-2 form that an RC-3 form should be submitted for
that particular record series.  The State Archives will be noting on the
RC-2 form which record series will need to be included on Certificates
of Records Disposal and submitted to the State Archives.  You will still
need to document locally the disposal of records not requiring a RC-3
form.

For further questions and current examples of library retention
schedules you can contact the LGRP at (614) 297-2553 or
localrecs at ohiohistory.org.

Connie Conner
Government Records Archivist
Ohio Historical Society
Note: We are not moving but we have a new address
800 E. 17th Ave.
Columbus, OH  43211-2474
cconner at ohiohistory.org
(614) 297-2573 
(614) 297-2546 fax

-----Original Message-----
From: oplinlist-bounces at lists.oplin.org
[mailto:oplinlist-bounces at lists.oplin.org] On Behalf Of Marsha Wagner
Sent: Friday, January 04, 2013 11:56 AM
To: Mike Hensel
Cc: oplinlist at oplin.org
Subject: Re: [OPLINLIST] Records Retention Policy

Here is the Canal Fulton Public Library Records Retention Policy:
Canal Fulton Public Library:

Retention and Disposal of Records Policy The Canal Fulton Public Library
like other public entities in the State of Ohio must retain records from
year to year. Although the Ohio Revised Code does not set guidelines for
libraries, the CFPL Board of Trustees adopts the following policy for
record retention:
The Financial Officer will prepare a list of records to be disposed
following the completion of a state audit. The Board of Trustees will
approve the list prior to disposal. The list shall become an exhibit to
the minutes of the board.  The list will be sent to the Ohio Historical
Society for their approval before disposal as required by the Open
Records Act.
Records shall fall into two categories: Permanent and Non-Permanent.
Retention of records may be in the form of electronic media, print, or
tape. The following list shows the retention period of specific records.
Permanent
*	Annual Financial Report to State Library
*	Audit Reports
*	Board Minutes
*	Board Policy Files
*	Budget - Part of Minutes
*	Building Specifications
*	Capital Outlay Files
*	Director's Monthly Report
*	Donation Records - Monetary and Non-Monetary
*	Historical Files
*	PERS Records
*	Personnel & Payroll Records, Timesheets
*	Treasurer's Report-to Board - Part of Minutes
*	MSDS Records
*	Employee Personnel Files-Including Leave Requests (sick and
vacation, W-2, w-4, I-9, Workers Compensation claims, Emergency Contact
Forms

Effective Date: 9/10/08

Canal Fulton Public Library
Retention and Disposal of Records
Non Permanent Records
Record Type and Title	Retention Period

Contracts:	
Bids - Successful	3 years after expiration of contract
Bids - Unsuccessful	3 years provided audited
Contracts, Leases, Grants	3 years after expiration
Insurance Policies/Bonds	2 years after expiration provided all
claims settled

Employee Files:	
Accident Report/Incident	3 fiscal years provided audited
Employment Applications
1
year if not hired

Financial:	
Accounts Payable Ledger                          	3 years provided
audited
Appropriation Ledger	3 years provided audited
Bank Deposit Receipts	3 years provided audited
Bank Statements	3 years provided audited
Budgets (Annual)	5 years provided audited
Canceled checks	3 years provided audited
Cash Journals	3 years provided audited
Check Registers	3 years provided audited
Depository Agreements	Until superseded/audited
Financial Reports (To UMI)	25 years
Invoices	3 years provided audited
Payroll Bank Statements	3 years provided audited
Petty Cash Records	3 years provided audited
Purchase Orders	3 years provided audited
Receipt Journals	3 years provided audited
Time Sheets	3 years provided audited
Travel Expense Vouchers	3 years provided audited
 End of Year	10 years after audited

Legal:	
Claims And Litigation Records
          	10 years after case is closed & appeals are exhausted

Non
Rec
Non

NonNon-Permanent Records
Library Materials:	Effective Date: 9/10/08

Book inventories	Until superseded
Circulation/Patron Records                         	1 Day after
materials are returned
Interlibrary Loan Records	7 days after materials are returned
unless
there are financial implications
Lost Book Records	Once paid for, retained for six months in patron
history
 Collection agency

                                                        	7 years
if unpaid
Non 	
Miscellaneous:	
Bulletins	30 days after obsolescence

Correspondence (Executive) 	
Form Files	Until expiration
Inventories	Until superseded
Job Descriptions	Until superseded or classification abolished
                             Effective Date: 9/10/08 We are looking to
revise it also.  the Ohio HIstorical Society has a better example on the
website under Local Government Records Program.
E-mail Judy Walker jwwalker at ohiohistory.org for the example.  I hope
this help. Marsha Wagner

On Fri, Jan 4, 2013 at 11:20 AM, Mike Hensel <henselmi at oplin.org> wrote:
> OPLIN Libraries:
>
>
>
> We are looking at updating our Records Retention Policy and wanted to 
> see examples of policies from other libraries.  If you would be 
> inclined to share your policy please put it on the listserv or e-mail
it directly.
>
>
>
> Thanks,
>
>
>
> Mike Hensel
>
> Director, MLIS
>
> London Public Library
>
> 20 E. First Street
>
> London, OH 43140
>
> henselmi at oplin.org
>
> www.mylondonlibrary.org
>
> 740-852-9543
>
> Mobile 614-325-1429
>
>
>
>
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--
Marsha Wagner
Library Director M. L. S. 1981
Canal Fulton Public Library
154 Market St. NE
Canal Fulton, OH 44614
330 854-4148; fax 330 854-9520

Books are the treasured wealth of the world and the fit inheritance of
generations and nations.

Henry David Thoreau
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