Records Retention and Disposal

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.


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


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.

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


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


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


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


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