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.

Circulation

Annual circulation statistics Permanent
Annual CLEVNET statistics 5 years
Borrower record (expired card) 3 years
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

Bids (successful)

A.    To provide goods and/or services

B.     Original, if made part of a construction contract and filed with contract

 

3 years after completion

16 years after completion

Bids (unsuccessful) 3 years after successful contract
Contracts, construction 16 years after completion
Contracts, general 15 years after expiration
Insurance policies/bonds 2 years after expiration, provided all claims settled
Leases-equipment 2 years after expiration
Leases-real estate 5 years after expiration provided audited

Employee Files

Employee accident/incident reports (unless associated with a workers compensation claim 5 years
Employment applications (unsuccessful) 1 year
FMLA leave documentation 3 years after termination
Hire and resignation/termination letters permanent
I-9 Immigration Verification forms (retained separately from personnel files) 3 years after termination
Job descriptions Until superseded or position abolished
Job postings One year if no action pending
Personnel records – other 3 Years after termination
Unemployment compensation  claims 4 years provided audited
Workers compensation claims 10 years after close of claim

Financial

Accounts payable ledger 4 years provided audited
Accounts receivable ledger 4 years, provided audited
Annual Budget 10 years
Annual Financial Report permanent
Appropriation ledger 4 years provided audited
Audit Reports 5 years
Bank deposit receipts 4 years provided audited
Bank statements 4 years provided audited
Bond Issuance Records Life of bond, provided audited
Check registers 4 years provided audited
Court ordered payroll deductions 2 years after termination of employment or order rescinded
Depository agreements 4 years after the contract has expired, provided audited
Payroll Employee Tax Withholding Forms Until superceded or employee terminated
Employee Wage/Status Change Forms permanent
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
OPERS reports permanent
Payroll 5 years, provided audited
Payroll Check Registers Permanent
Payroll tax filings 10 years provided audited
Payroll timesheets 5 years provided audited
Purchase orders/requisitions 4 years provided audited
Vouchers with invoices 4 years provided audited
W-2 forms 6 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 superceded, provided audited
Board Policy Files – Personnel 6 years after expiration
Building Blueprints and Specifications Duration of Ownership or Tenancy
Building Projects Records (successful) Duration of Ownership or Tenancy
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
Director’s Monthly Report 5 Years
Donation records (non-cash) 4 years
Grant files 5 years after end of grant provided audited
Historical Files (required for institutional archives) permanent
Library news/media releases 4 years
Library publications 2 years
Meeting Room applications 1 year
Passport transmittal forms 2 years
Photo release forms 2 years
Record requests 2 years
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