Section 149.351 of the Ohio Revised Code (ORC) 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.
ORC Section 149.011 defines a record as a) any document stored on a fixed medium (paper, computer, film, audio/video, etc.) that is b) created, received or sent under jurisdiction of a public office, and c) serves to document the organization, functions, policies, decisions, procedures, operations, and other activities of the office.
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.
Circulation
| Annual circulation statistics | Permanent |
| Annual CLEVNET statistics | 5 years |
| Borrower record (inactive card) | 2 years if no fines/fees on record |
| Fines and fees on borrower record | 7 years |
| Items charged out and assumed lost | 7 years |
| Library card applications-youth | Until age 18 |
| List of borrower’s charged items | Until discharged |
| Overdue fines under $15 | 3.5 years |
Contracts/Leases
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Bids (successful) ORC 2305.06. Records documenting publicizing, hearing, and awarding quoted bids from vendors for services or merchandise including bonding information, specification sheets, bid forms and amounts, references, etc. Incorporate into contract file. |
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| Contracts prior to 2012 | 15 years |
| Contracts from 2012-2021 | 8 years |
| Contracts after June 14, 2021 | 6 years |
| Bond Issuance Records | Life of bond, provided audited |
| Building Blueprints and Specifications | Duration of Ownership or Tenancy |
| Building Projects Records (successful) | Duration of Ownership or Tenancy |
| Insurance policies/bonds | 2 years after expiration, provided all claims settled |
| Leases-equipment | 2 years after expiration, provided audited |
| Leases-real estate | 5 years after expiration provided audited |
| Other Contracts | 2 years after expiration, provided audited, or term designated by contract |
Employee Files
| Court ordered payroll deductions | 2 years after termination of employment or order rescinded |
| Employee accident/incident reports (unless associated with a workers compensation claim | 5 years |
| Employee Wage/Status Change Forms | Permanent |
| Employment applications (unsuccessful) | 1 year |
| FMLA leave documentation | 3 years after termination |
| Health related documents (not FMLA) | Until no longer of administrative value |
| Hire and resignation/termination letters | permanent |
| I-9 Immigration Verification forms | 3 years after hire date, or 1 year after the date employment ends, whichever is later per Federal regulations |
| Job descriptions | Until superseded or position abolished |
| Job postings | One year if no action pending |
| OPERS forms and records | 3 years after termination |
| Payroll Employee Tax Withholding Forms | Until superseded or employee terminated |
| Personnel records – other | 3 Years after termination |
| Unemployment compensation claims | 4 years, provided audited |
| Workers compensation claims | Current claims |
Financial
| 1099s | 10 years |
| Accounts payable ledger | 4 years, provided audited |
| Accounts receivable ledger | 4 years, provided audited |
| Annual Approved Budget | 10 years |
| Annual Financial Report | permanent |
| Audit Reports | 5 years |
| Bank deposit receipts | 4 years, provided audited |
| Bank statements | 4 years, provided audited |
| Cash register tapes | Until audited |
| Certificate of Estimated Resources and Amended Official Certificates | 4 years, provided audited |
| Check registers | 4 years, provided audited |
| Depository agreements | 4 years after the contract has expired, provided audited |
| E-Rate documentation | 10 years |
| Inventories | until superseded, provided audited |
| Investment records | 4 years, provided audited |
| Levy and bond issuance official files | Life of levy plus 5 years |
| Levy and bond issue work papers | Life of levy plus 5 years |
| Payroll | 5 years, provided audited |
| Payroll Check Registers/Journals | Permanent |
| Payroll Flexible Spending Account records | 4 years, provided audited |
| Payroll tax filings | 10 years provided audited |
| Payroll timesheets | 4 years, provided audited |
| Purchase orders/requisitions | 4 years, provided audited |
| Schedules | Until no longer of administrative value |
| Vouchers with invoices | 4 years, provided audited |
| W-2 forms | 4 years, provided audited |
Legal
| Claims and litigation records | 5 years after case is closed and appeals exhausted |
| Legal Opinions | Until superseded |
| Records Commission/Records Disposal documents (RC-1, RC-2, and RC-3) | 10 years, beginning with records created after 2011 change in law |
Miscellaneous
| Accident/ incident reports | 5 years provided no claims pending |
| Annual Report to the State Library | Permanent |
| Annual Reports | Permanent |
| Board Committee Meeting Minutes | 5 years |
| Board of Trustee Minutes | Permanent |
| Board Packets | 6 years, provided no historical value |
| Board Policy Files | Until superseded, provided audited |
| Board Policy Files – Personnel | 6 years after expiration |
| Consultant reports | 4 years |
| Correspondence – Routine (includes referral letters, requests for routine information or publications provided to the public which are answered by standard for letters) | Until no longer of administrative value |
| Correspondence – General (Includes internal correspondence (letters, memos); also, correspondence from various individuals, companies, and organizations requesting information pertaining to agency and legal interpretations and other miscellaneous inquiries. This correspondence is informative, it does not attempt to influence agency policy) | 2 years |
| Deeds | Duration of ownership |
| Digital video surveillance | Until superseded |
| Grant files | 4 years after end of grant, provided audited, or as designated by grant |
| Historical Files (required for institutional archives) | permanent |
| Library news/media releases | 4 years |
| Library publications | 2 years |
| Meeting Room records | 2 years |
| Passport transmittal forms | 2 years |
| Photo release forms | 2 years |
| Record requests | 4 years, provided audited |
| Strategic Plan | until superseded |
| Survey reports | 4 years |
| Technology plan | until superseded |
| Transient material (informal and/or temporary messages and notes, including e-mail and voice mail messages, and all drafts used in the production of public records) | Until no longer of administrative value |
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, 4/7/2014, 5/21/2018, 9/21/2020, 5/17/2021, 5/16/2022, 1/13/2023, 3/20/2023, 1/22/2024
