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Section 149.351 of the Ohio Revised Code requires that all public entities maintain records either permanently or for a limited number of years. General guidelines and lists have been prepared by the state to help in determining the time period that records should be maintained and to outline the disposal process.
The Fiscal Officer of the Shaker Heights Public Library will maintain all records. No records shall be destroyed, transferred or disposed of without the knowledge of the Fiscal Officer.
The Fiscal Officer will maintain the list of all records and destruction dates for non-permanent records. The Fiscal Officer and Director will review this list to update and determine which records should be destroyed. The Board of Trustees will approve all disposal lists. This list, once approved, will become a part of the minutes of the board.
Records can be in the form of electronic media, print or tape. They will be classified as permanent and non-permanent.
PERMANENT:
Annual Budget
Annual Circulation Statistics
Annual Financial Report to the State Auditor
Annual Financial Report - Other
Annual Report to the State Library
Annual Reports
Audit Reports
Board Committee Meeting Minutes
Board Minutes
Board Policy Files
Board of Zoning Appeals Filings
Bond Records
Building Blueprints and Specifications
Building Inspection Reports
Building Projects (successful)
Capital Outlay Files
Director’s Monthly/Annual Reports
Historical Files (required for institutional archives)
Legal Opinions
Payroll Records (City, State and Federal Withholding forms, Pay increase letters, Sick and Vacation Leave)
OPERS Records
Personnel Policies
Personnel Records (Application, Hire Letter, Promotion Letter, Resignation Letter, Performance Evaluations, Notification of pay increases)
NON-PERMANENT:
Circulation
Items Charged Out and Assumed Lost |
7 years |
Fines and Fees on Borrower Record |
7 years |
Overdue Fines under $15 |
3.5 years |
Borrower Record (expired card) |
3 years |
Annual CLEVNET statistics |
5 years |
Library Card Applications-Youth, non-video |
Until age 18 |
List of Borrower’s charged items |
Until discharged |
Contracts/Leases
Bids (successful) |
15 years after expiration |
Bids (unsuccessful) |
3 years after successful contract |
Construction |
16 years after completion |
General |
15 years after expiration |
Insurance Policies/Bonds |
2 years after expiration |
Leases-equipment |
2 years after expiration |
Leases-Real Estate |
5 years after expiration provided audited |
Employee Files
Accident/Incident reports |
2 years |
Employment applications
(not hired) |
1 year |
I-9 Form |
3 years after date of hire or 1 year after termination, whichever is later |
W-2 |
6 years provided audited |
Workers Compensation claims |
10 years after termination of employment |
Financial
Accounts payable ledger |
4 years provided audited |
Appropriation ledger |
5 years provided audited |
Bank deposit receipts |
4 years provided audited |
Bank statements (general) |
4 years provided audited |
Bank statements (payroll) |
4 years provided audited |
Cancelled checks |
4 years provided audited |
Cash journal |
4 years provided audited |
Check registers |
4 years provided audited |
Depository agreements |
4 years provided audited |
Employee earnings records/reports |
7 years provided audited |
Invoices |
4 years provided audited |
Inventories |
until superseded |
Investment ledger/records |
4 years provided audited |
Payroll tax forms (federal, state, local) |
4 years provided audited |
Petty cash records |
4 years provided audited |
Purchase orders/requisitions |
4 years provided audited |
Receipt journals |
4 years provided audited |
Tax budgets (County) |
10 years provided audited |
Time sheets |
4 years provided audited |
Travel expense vouchers |
4 years provided audited |
Vouchers |
4 years provided audited |
Legal
Claims and litigation records |
5 years after case is closed
and appeals exhausted |
Miscellaneous
Consultant reports |
4 years |
Correspondence, including email (executive) |
2 years (archive) |
Correspondence
(informative) |
6 months |
Donation records
(non-cash) |
4 years |
Grant files |
5 years provided audited and end of grant |
Incident/accident reports |
2 years provided no claims pending |
Job descriptions |
until superseded |
Library news releases |
4 years (archive) |
Library publications |
2 years (archive) |
Meeting Room applications |
1 year |
OSHA Records |
5 years |
Strategic Plan |
until superseded (archive) |
Survey reports |
4 years (archive) |
Technology plan |
until superseded |
Reporting
The Fiscal Officer will report annually to the Library Board of Trustees any request to destroy public records.
Approved by the Shaker Heights Public Library Board of Trustees 04/1999, 10/2001, 04/13/2010, 05/09/2011, 04/08/2013
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