HISTORY RECORDS RETENTION SCHEDULE (RC-2) · SAO/LGRP- RC-2 (Part 1 &. 2), Revised August 2014. Page 2 of9 OHIO HISTORY CONN ECTION RECORDS RETENTION SCHEDULE (RC-2) ... PR & Training

Ohio History ConnectionState Archives of OhioLocal Government Records Program

§ ̂ % 80° E- 17'h AvenueI O Columbus. OH 43211-2474

HISTORYC O N N E C T I O N

RECORDS RETENTION SCHEDULE (RC-2)See instructions before completing this form.

Page 1 of9

Section A: Local Government Unit

Logan-Union-Champaign (LUC) Regional Planning Commission/

(Local Government Entity) /

/? J/ f3^£^LL

(Signature of /Responsible Official)

Dave Gulden

(Name)

(Unit)

Director

(Title)

IZZ^(Date)

Section B: Records Commission

Logan -Union-Champaign (LUC) Records Commission 937-666-3431

9676 Foundry Road Cast Liberty 43319

(Telephone Number)

Union(Address) (City) (Zip Code) (County)

To have this form returned to the Records Commission electronically, include an email address: sbadenhonffljco.iinion.oh.us

Thereby certify that our records commission met in an open meeting, as required by Section 121.22 ORC, and approved theschedules listed on this form and any continuation sheets. 1 further certify that our commission will make every effort to preventthese records series from being destroyed, transferred, or otherwise disposed of in violation of these schedules and that no recordwill be knowingly disposed of which pertains to any pending legal case, claim, action or request. This action is reflected in theminutes kept by this commission.

Records Con/mission Chair Signature Dale

Section C: Ohio History Connection - State Archives

Signature Title Date

Section I): Auditor of State

Signature Title Date

Please Note: The State Archives retains RC-2 forms permanently. It is strongly recommended that the Records Commissionretain a permanent copy of this form

SAO/LGRP- RC-2 (Part 1 &. 2), Revised August 2014

Page 2 of9

OHIOHISTORYCONN ECTION


Logan-Union-Campaign (LUC) Regional Planning Commission(Local Government Entity) (Unit)

(1)ScheduleNumber

LUC16-01

LUC 16-02

LUC 1 6-03

LUC 16-04

LUC 16-05

LUC16-06

LUC16-07

LUC 16-08

LUC 16-09

LUC16-10

LUC 16-11

(2)Record Title and Description

Accounts Receivable Ledger and DocumentsRecords and documents related to the billingand collection of money for services providedAgendasRecords documenting items to be discussedduring a meetingAnnual ReportsAnnual report containing substantiveinformation of operations, policies andprocedures and planningAudiovisual, PR & Training MaterialsMaterials and resources compiled or createdfor presentations, public relations eventsand/or training exercisesAudit Reports (Federal, State and Internal)Financial examinations and reports issued bythe Federal Government, Auditor of State,ORC 1 17.26, independent auditing agencies orconducted internallyBackup DataComputer generated backup files and datacreated, used and maintained for disasterrecovery purposesBids (Successful)Records documenting the publicizing, hearingand awarding of quoted bids to vendors forservices and/or merchandise, including requestfor proposal, invitation to bid, requests forqualifications and. statement of qualificationsBids (Unsuccessful)Records documenting the publicizing andhearing of quoted bids to vendors for servicesand/or merchandise not selected, includingrequest for proposal, invitation to bid, requestsfor qualifications and statement ofqualificationsBlank FormsUnused forms that are either obsolete and/orsupersededBudget (Annual)Annual fiscal allocation to a department oroffice as a part of the annual county budgetBudget Preparation DocumentsWorking papers and preparation documentsused to create annual budgets

(3)Retention Period

5 years, providedaudit

2 years

Permanent

Until information issuperseded, obsolete,or replaced

Permanent

Retain for systembackup cycle thendelete, erase ordestroy dataOriginal, if made partof a contract and filedwith contract. 8 yearsafter expiration ofcontract(ORC 2305.06)

2 years

Until obsolete orsuperseded


3 years

wMedia Type

Paper/Electronic

Paper/Electronic

Paper/Electronic

Paper/Electronic

Paper/Electronic

Electronic

Paper

Paper

Paper/Electronic

Electronic

Paper/Electronic

(5)For use by Auditor of

State or LGRP

Auditor of States

See. 117.2® O.R.C

(6)RC-3

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Page 3 of9

OHIOHISTORYCONNECTION



(1)ScheduleNumber

LUC16-12

LUC (6-1 3

LUC16-14

LUC16-15

LUC16-16

LUC16-17

LUC 3 6- 18

LUC16-19

LUC16-20

LUC16-21


Building Plans/BlueprintsMaps and plans documenting the interiorinfrastructure of LUC owned and/or operatedbuildings; confidential ORC 149.433Bulletins, Posters, Notices and DisplaysAnnouncements and informational noticesrelated to county functionsBylawsOperational policies and standards governingthe Logan- Union-Champaign (LUC) RegionalPlanning CommissionCalendar (Desk/Appointment)Calendars used lo track meetings and events inconjunction with job functions

Claims and Litigation RecordsRecords related to legal claims against LUCand subsequent court proceedings if necessaryCommunity Development Block (CDBG) GrantRecordsRecords related to the administrative and fiscaloperations of the Community DevelopmentBlock Grant, which seeks to fund infrastructuredevelopmentComprehensive Plans/StudiesPeriodic plan created for any politicaljurisdiction within LUC that examines existingconditions and recommends improvements for,but not limited to, the following: economic,transportation and land use; also includesspecial area studiesComprehensive Plans/Studies Work PapersWorking papers and preparation documentsused to draft and create comprehensive plansand/or studies and/or special area plansand/or studiesComputer Generated Fiscal ReportsReports generated from the Auditor's fiscalcomputer system noting appropriations,expenses, encumbrances, and remainingbalances used for internal balancing andreference purposesContracts and AgreementsLegal agreements with individuals,organizations or entities to procure goodsand/or services

(3)Retention Period

Permanent

Until no longer ofadministrative value

Permanent


5 years, after case isclosed and appealsare exhausted

4 years after finalcloseout letter(OHCP Notice 02-02)

Permanent

2 years


8 years, afterexpiration(ORC 2305 .06)

(4)Media Type

Paper/Electronic

Paper/Electronic

Paper

Paper/Electronic

Paper/Electronic

Paper/Electronic

Paper

Paper/Electronic

Paper/Electronic

Paper/Electronic


State or LGRP

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Page 4 of9


RECORDS RETENTION SCHEDULE (RC-2)See instructions before completing this farm.


(1)ScheduleNumber

LUC 16-22

LUC16-23

LUC16-24

LUC 16-25

LUC 16-26

LUC16-27

LUC 16-28

LUC16-29

LUC 16-30

LUC 16-31

LUC 16-32

LUC 16-3 3


Copies of RecordsInternally duplicated records created foradministrative convenience and/or referenceCorrespondenceCommunications from external and internalsources; documents actions, policies,procedures and programsCorrespondence (Transient)Communications which serve to conveyinformation of temporary Importance in lieu oforal communicationDelivery Slips/Packing SlipsDocuments received when accepting goodsfrom a carrier or vendorDisaster PlansPlans and procedures to protect and re-establish operations in the event of a disasterDrafts and NotesPreliminary working documents and. personalconvenience notes

Electronic Mail (E-Mail)Documents and messages sent, received and/ordrafted using electronic mailing systems

Employment Applications (Not Hired)Application submissions by individuals for jobpositions not chosen for employmentEquipment Maintenance RecordsDocuments noting and. monitoringmaintenance and service to equipmentFair Housing RecordsRecords documenting the program thatprohibits unlawful housing discrimination,including, but not limited to, analysis ofimpediments reports, brochures,correspondence, telephone logs and traininglogsFax (Logs)Register of fax messages sent and received by afax machine

Fax (Messages)Communications sent and received using a faxmachine

(3)Retention Period


2 years



Until obsolete orsuperseded


All electronic mailwill be maintained inelectronic format for2 years

2 years

Life of equipment oruntil removed frominventory

5 years


Treat ascorrespondence (SeeLUC1 6-23 and LUC16-24)

(4)Media Type

Paper/Electronic

Paper/Electronic

Paper/Electronic

Paper

Paper/Electronic

Paper/Electronic

Electronic

Paper

Paper/Electronic

Paper/Electronic

Paper

Paper


State or LGRP

(6)RC-3

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Page 5 of9

OHIOHISTORYCONN ECTIO N



0)ScheduleNumber

LUC16-34

LUC 16-3 5

LUC 16-36

LUC 16-3 7

LUC16-38

LUC 16-3 9

LUC16-40

LUC16-41

LUC 16-42

LUC 16-43

LUC 16-44


Geographic Information System (CIS) MapsMapping system used to capture, store,manipulate, analyze, manage and present typesof geographic dataGrant Applications (Not Funded)Applications for grants that, were not a\vardedfor funding

Grant Records (State and Federal)Records documenting the application,a\varding, administration, management,evaluation, monitoring and tracking of grantsreceived

Internet LogsLogs that document an individual's use of theinternetJob DescriptionsDocuments detailing the classification, neededexperience/education/physical requirements,and duties by position titleJurisdiction FilesRecords documenting zoning resolutionchanges for political subdivisions under thejurisdiction of WC, including, but not limited,to, correspondence and zoning resolutionsLeasesAgreements between vendors and offices toallow use of equipment and/or real estateLeave Requests (Sick and Vacation)Records documenting an employee's requestfor use of sick, vacation, compensatory orother form of leave timeLegal Advertisements/NoticesLegal announcements to inform the public ofmeetings, hearings, bids, or other eventsrequiring legal notificationMail (Unsolicited)Unsolicited documents and Hems received viathe mail that are umvanted/unneededforgovernment operational purposesMailing ListsLists of individuals and addresses for maildistribution

(3)Retention Period

Until superseded orobsolete

1 year

5 years, provided allState and Federalaudits have beenconducted, the auditreports released andall litigation, claims,or audit findings havebeen resolved


Until revised,superseded orclassificationabolished

Retain current andprevious file; disposeof any previoussuperseded files

5 years afterexpiration, providedaudit




Until updated,superseded orobsolete

H)Media Type

Electronic

Paper/Electronic

i

Paper/Electronic

Electronic

Paper/Electronic

Paper

Paper

Paper

Paper/Electronic

Paper/Electronic

Electronic


State or LGRP

\ifdftsd iuêans: ̂tfaftornpssssc! bv *lave bQ3^ aw.i£eiftUdftOfT Of Uta*0 e'i'

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Page 6 of 9


RECORDS RETENTION SCHEDULE (RC-2)


(1)ScheduleNumber

LUC 16-45

LUC 16-46

LUC 16-47

LUC 16-48

LUC 16-49

LUC16-50

LUC 16-51

LUC 16-52

LUC16-53


Manuals and HandbooksPublications outlining policies, procedures,practices and general directivesMeeting MinutesOfficial record of the proceedings of the L UCCommission, Executive Committee, Zoning &Subdivision Committee, Budget & FinanceCommittee, Building Committee, By-LawsCommittee, Subdivision RegulationsCommittee and any other ad-hoc committeemeetingsMeeting Minutes (Drafts/Notes)Preliminary working documents and personalconvenience notes made in the compilation ofthe official minutes of a. meetingMeeting PacketsInformation submitted to the LUC Commissionand Committees prior to their meetingsincluding, but not limited to, agendas, meetingminutes, financial expenditures, receipts andrevenues, and budgetary progression reportsMonthly Financial ReportsMonthly report documenting fiscalexpenditures, receipts and revenue and showsthe progression of the annual budget

Pay- InsDocuments noting payments of revenue

Payroll RecordsPayroll records that contain time inputworksheets, base and net salary, leavebalances, and all withholdings

Personnel FilesDocumentation of service throughout theduration of an individual's employment,including but not limited, to job description,payroll information, payroll changes,evaluations, payroll deductions, pension,retirement, training, discipline, W-4s, FamilyMedical Leave Act (FMLA), and medical leavePress/News ReleasesAnnouncements sent to the media to inform thepublic about actions, events or programs

(3)Retention Period

Until superseded,obsolete or replaced

Permanent

Until official minutesare approved

5 years

5 years


5 years, providedaudit. PayrollRegister maintainedby County Auditorpermanently

1 0 years aftertermination. Retainretirement waivers,service record andleave balances

3 years

(4)Media Type

Paper/Electronic

Paper

Paper/Electronic

Electronic

Electronic

AG

Paper/Electronicin

1

IPaper/El ectronicf

•

Paper

Paper /Electronic


State or LGRP

L^KGd§!fieons:^£(icompassedbywave been audited

,.*< .., ~F. ^-f'O'V:', jarfjs

udat report has bsefieased pursuant5ec. 117.26 O.R.C.

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Page 7 of9

OHIOHISTORYCONN ECTION

RECORDS RETENTION SCHEDULE (RC-2)


(1)ScheduleNumber

LUC 16-54

LUC16-55

LUC16-56

LUC 16-5 7

LUC16-58

LUC 16-59

LUC16-60

LUC16-61

LUC 16-62

LUC16-63

LUC 16-64

(2)Record Titie and Description

Professional Association RecordsDocuments from associations related to anemployee 'sjob position to enhance learning,inform of events, or provide generalinformation about, the associationPublication StockBlank and/or unused office letterhead andbusiness cardsPublications (Federal, State, Business)Various publications issued and sent bybusinesses or federal or state governmentPublications (Local Government Created)Various publications and. brochures related tooffice functionsReceipt DocumentsAcknowledgement that payment has beenreceivedRecord Retention DocumentsRecords documenting the retention anddisposition of public records, including One-Time Disposal of Obsolete Records (RC-l),Records Retention Schedules (RC-2), andCertificates of Records Disposal (RC-3)Records of Receipts and ExpendituresFinancial records showing money received andexpendedRecords RequestsFormal requests to inspect and review publicrecordsReference Materials and Research FilesCollected information from a variety ofresources to learn about events, legislativeactions, programs, or concepts to explorechanges or improvements to operationsReturned MailCorrespondence, notices and/or statementssent to individuals via mail and returned by thePost Office as undeliverableRosters/Directories/Organizational ChartsCharts and. information documenting officepersonnel, contact information and officehierarchy

(3)Retention Period


Until superseded orobsolete

Until superseded oruntil no longer ofadministrative valueUntil superseded orobsolete. Retain onecopy permanently


Permanent


2 years



Until superseded,obsolete or replaced

(4)Media Type

Paper/Electronic

Paper/Electronic

Paper/Electronic

Paper/Electronic

Paper/Electronic

Paper

M

Paper/El ectroni©L\

Paper/Electronic^1

\c

Paper

Paper/Electronic


State or LGRP

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ave been a^cfecludlitoff îf ^s'iB&ut

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Page 8 of9

OHIOHISTORYCONN E C T I O N



0)ScheduleNumber

LUC 16-65

LUC 16-66

LUC16-67

LUC16-68

LUC 16-69

LUC 16-70

LUC 16-71

LUC 16-72

LUC 16-73


Social Media Posts and Recordsinformation posted, or received, on an internettechnology that facilitates and promotesinteractive communication, participation, andcollaboration, including, but not limited toFacebook, Linkedln, Twitter, YouTube and.Wikipedia, and the interactive tools andfunctions they provide to users, also includesmetadataSocial Media Account RecordsRecords related to, but not. limited to, account.ID user names, password information,authorized, users, content editors, accountinformation, site terms and use agreementSpeeches and Presentationsr

Materials used or distributed when speaking toa group about a topic or subjectSubdivision Files - Final Approved PlatFinal plans submitted to L UC that contain adetailed layout of a subdivision with a precisedrcnving of streets, lots and topography; beforelots are divided and sold.Subdivision Files - Preliminary PlanPlans submitted to LUC that contain a detailedlayout of a subdivision with a precise drcwingof streets, lots and topography; also includes,but is not limited to, application,correspondence, deeds and covenants andapproval letter stating any necessary changesSubdivision Files - Sketch PlansPlans submitted to LUC that contain a generallayout of a subdivision with a generic drawingof streets, lots and topographyTelephone RecordsRecords related to telephone logs, which trackincoming and outgoing calls, and telephonecharges and billsTelephone Records (Messages)Messages for recipients received on thetelephoneText MessagesMessages sent or received on a cellular phoneor computer relating to LUC business

(3)Retention Period




Permanent

Permanent

Permanent




(4)Media Type

Electronic

Electronic

Electronic

Paper/Eleclronic

Paper/Electronic

Paper/Electronic,

(

1

Electronic

Paper/Electronic

Electronic


State or LGRP

adfed ffieans: 8viôrtfipsssG^-1'1 r:J-; \(-J

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Page 9 of9

OHIOHISTORYC O N N E C T I O N

RECORDS RETENTION SCHEDULE (RC-2)Sec instructions before completing this form.


(1)ScheduleNumber

LUC] 6-74

LUC 16-75

LUC 16-76

LUC16-77

LUC 16-78

LUC 16-79

LUC16-80

LUC16-81

LUC 16-82


Time SheetsRecords documenting employee time worked,hours worked and leave takenTransfersOrders for the transfer of funds from one fundor line-item to another fund or line-itemTransportation PlansPeriodic plan created for any politicaljurisdiction within LUC that analyzes existingtransportation conditions and. recommendsimprovements to the transportation systemTransportation Plan Work PapersWorking papers and preparation documentsused to draft and create transportation plansTravel Expense RecordsRecords documenting requests, authorizationsand reimbursement claims for travelVouchersPackets containing a combination of purchaseorders, warrants (paid) and. invoices (paid),along with any supporting documentationWebpage Data and LayoutsWebsite information, data, format and layoutpublished on the county website

Zoning Amendment FilesApplications for zoning resolution changessubmitted to LUC for review andrecommendations

Zoning Amendment FilesApplications for zoning resolution changessubmitted to LUC for review andrecommendations

(3)Retention Period



Permanent

2 years



Unt i l updated,superseded orobsoleteUntil digitized andquality controlchecked. I fnotdigitized, maintainpermanently

Permanent

(4)Media Type

Paper/Electronic

Electronic

Paper

Paper/Electronic

Electronic

r - \

O'nPaper/Electronic

if I EA

3Electronic

n?v

Paper

Electronic


State or LGRP

3 = - 1 ,,-^.ri****" ".•'^r>.

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