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Records Retention and Disposal

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 assist these entities in determining the time period that records should be maintained and 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 or in violation of this policy.

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
Employee earnings records/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)
Timesheets

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
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
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 to the Library Board of Trustees on an annual basis any request to destroy public records.

Approved by the Shaker Heights Public Library Board of Trustees 4/1999, 10/2001, 4/13/2010, 5/9/2011, 4/8/2013