RECORDS RETENTION SCHEDULE (RC-2) - City of Oberlin · 2017. 3. 13. · OHIO Ohio Historical Society" State Archive* of Ohio w n Local Government Records Program 800 E. 17* Avenue

OHIO Ohio Historical Society" State Archive* of Ohion Local Government Records Program

w 800 E. 17* AvenueM I Columbus, Ohio 43211-2497

Page of

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

Section A: Local Government Unit (To complete this form online, use "tab" key to jump from box to box.)

City of Oberlin Citywlde General Administrative Schedule

(loca igovemment entity)

Belinda Anderson

(unit)

City Clerk 12/19/2015

(signature of responsible official) (name) (title) (date)

Section B: Records Commission

OBERLIN CITY 440-775-7203

Records Commission

85 S. Main Street Oberlin

(telephone number)

44074 Lorain

(address) (city) (zip code) (county)

To have this form returned to the Records Commission electronically, include an email address: [email protected]

I hereby certify that our records commission met in an open meeting, as required by Section 121.22 ORC, and approved the scheduleslisted on this form and any continuation sheets. I further certify that our commission will make every effort to prevent these recordsseries from being destroyed, transferred, or otherwise disposed of in violation of these schedules and that no record will be knowinglydisposed of which pertains to any pending legal case, claim, action or request. This action is reflected in the minutes kept by this

•1 "Records Commission Chair Signature

Section C

fefiv_Signature

, Ohio Historical Society - State Archivesx?- -^Z3£I^i-- '-' / '-1 , / /

Title *

Date

/?//(*'Pate

Section^)' Auditor of State - -

Signature 1 Date

Please Note; The State Archives retains RC-2 forms permanently.It is stronalv recommended that the Records Commission retain a oermanent coov of this form

OH in Ohio Historical Society"""«> Stats Archives of Ohio

Local Government Records Program

800 £• 17* AvenueColumbus, Ohio 43211-2497

Section E: Records Retention Schedule

Please note this schedule does not supersede any retentionrequirements listed in individual departments retentionschedules, where they exist. All employees are advised toconsult their department's retention schedule prior to makingdisposal decisions. This schedule also supersedes allprevious General Administrative schedules.

Page

City of Oberlin Citywide (General Administrative Records)(local government entity) (unit)

(1)ScheduleNumber

2012-1 -GAR

2012-2-GAR

2012-3-GAR

2012-4-GAR

2012-5-GAR

2012-7-GAR

2012-8-GAR

2012-9-GAR

(2)Record Title and Description

Aaendas (Cooies)Boards and Commissions and City Council

Advertising:Personnel ads, tear sheets, posting/vacancies

Annual Departmental Budget

Annual Deoartmental Budoet PreparationDocuments & Work Papers

Annual Departmental Report

» i ». - . . n j .

Annual Municipal Report

Aooeals (Civil Service Commission)

Aoolications for Desian Aooroval ( Desian Review))

(3)Retention Period

Until no ionger of administrative value. Originalretained permanently with the Clerk.

2 years

5 years provided audited

3 years after final budget approved

Retain until information is included in the Annual• a - - i i— r I L L i j .Municipal Report and reference value has been lost.

O 1 1 Cn ui IJUL 1 IL'JI ljL.ljui.1

value

Permanent - at 50 years appraise for historicalvalue

Filed Permanently with the Assistant City Manager/Human Resources Administrator

1 year. Retain copy until no longer of administrativevalue.

H)Media Type

PaperElectronic*

PaperElectronic A\

£Paper "Electronic n'

Paper Q^,-Electronic .

•G/Sclij

Paper Sec. t'jElectronic*

Electronic*

PaperElectronic*

PaperElectronic*

PaperElectronic

(5)For use byAuditor of

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orm:FP-RC2 fpart 1). Revised September 2011

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OHIO Ohio Historical Society^ ^ State Archives of Ohio


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(1)ScheduleNumber

2012-10-GAR

201 2-11 -GAR

2012-12-GAR

2012-13-GAR

2012-14-GAR

2012-1 5-GAR

2012-16-GAR

2012-17-GAR

2012-18-GAR

2012-19-GAR

2012-20-GAR


Applications for Employment (not hired)

Attendance Reports/Records

Audio and Video Recordings (Boards andCommissions)

Blank Forms

BlueDrints/Vellums

Bulletins. Posters and Notices to Emolovees

Business Card\Rotarv & Rolodex Files

Classified Employees List

Compliance Reports - All Types

Continuina Education Certifications / Class /Seminar / Trainina Attendance Records

Contracts and Aareements

(3)Retention Period

2 years after receipt.

3 years

Destroy after approval of official written minutes.

Until revised, obsolete or superseded, then destroy

Until updated, superseded or obsolete, appraise forhistorical value

Retain until no longer of an administrative value,then destroy

Until obsolete or superseded, then destroy

Until superseded

5 years

Place in personnel file

15 years after expiration or termination

(4)Media Type

PaperElectronic

PaperElectronic

Electronic

PaperElectronic

PaperElectronic*

PaperElectronic*

PaperElectronic*

PaperElectronic*

PaperElectronic

PaperElectronic

Paper


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OHIO Ohio Historical Society' ° * » State Archives of Ohio


800 E. 17* AvenueColumbus, Ohio 43211-2497

(1)ScheduleNumber

2012-21 -GAR

2012-22-GAR

2012-23-GAR

2012-24-GAR

2012-25-GAR

2012-26-GAR

2012-27-GAR


Cooies - (Reading. Informational & Reference)

Correspondence Electronic mailThis record series includes correspondencereceived via any electronic device including: Faxes,Email, Social Media Outlets, and via cell phone dataentry service.Correspondence ExecutiveThis record series includes correspondence of thehead of the agency and their executive staff dealingwith significant aspects of the administration of theiroffices. Correspondence includes informationconcerning agency policies, program, fiscal andpersonnel mattersCorrespondence GeneralThis record series includes both internal andexternal correspondence: also, correspondencefrom various individuals, companies, andorganizations requesting information pertaining tothe agency and other miscellaneous inquires.This correspondence is informative (it does notattempt to influence aqencv policy)Correspondence RoutineThis includes referral letters, requests for routineinformation or publications provided to the public byagency which are answered by standard from lettersCorrespondence Unsolicited

Delivery Slips\Packino Slips

(3)Retention Period

Retain until no longer of an admin, value, thendestroy

Print to hard copy and retain according to content.

6 years and no longer of an administrative or legalvalue. (Appraise for historical value)

2 years and no longer of an administrative value

No longer of an administrative value

Retain until no longer of an administrative value,then destroy

2 years

(4)Media Type

PaperElectronic

PaperElectronic

PaperElectronic

PaperElectronic

PaperElectronic

PaperElectronic

PaperElectronic


State or OH S-LGRP

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OHIO Ohio Historical SocietyState Archives of OhioLocal Government Records Program

800 E. 17* AvenueM j Columbus, Ohio 43211-2497

Page

0)ScheduleNumber

2012-28-GAR

2012-29-GAR

2012-30-GAR

201 2-31 -GAR

2012-32-GAR

2012-33-GAR

2012-34-GAR

2012-35-GAR

(2)Record Tltte and Description

Drafts and Informal Notes

Drawina. Tracinas. Mvlars

Equipment Ooeratina & Maintenance ManualsThis series includes manuals as well asmaintenance and repair records.

Evaluations (Annual):Maintained in Personnel files

Expense Records; fincludinq: Travel, meals,mileage, and monthly cellular telephone billsreimbursed via allowance.)

Photo File (including prints, slides. Neaatives.transparencies and related Photographic items)

General Orders. Directives. Policies. Rules.Reaulations or Procedures

(3)Retention Period

Final document is retained according to content.Drafts. Retain until no longer of an administrativevalue, then destroyRetain until no longer of an administrative value,then destroy

Life of Equipment

Active +6 years (inactive when no longer employed)

Original required documentation submitted toFinance Department. Copies and materials notrequired by the Finance Department retained untilno longer of administrative value.Until information is no longer current, then appraisefor historical value

Until superseded, retain one copy until audited

«)Media Type

PaperElectronic

PaperElectronic

Electronic

PaperElectronic

PaperElectronic

PaperElectronic

PaperElectronic

PaperElectronic

<«)For use byAuditor of

State or OHS-LGRP

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OHIO Ohio Historical Society11 s r o * y state Archives of Ohio

Local Government Records

800 E. 17* AvenueColumbus. Ohio 43211-2497

(1)ScheduleNumber

2012-36-GAR

2012-37-GAR

2012-38-GAR

2012-39-GAR

2012-40-GAR

201 2-41 -GAR


Grants/Loans (Funded)

Municipality as recipient

This record series documents grant acceptance orapproval, completion and conformance with grantstipulations relating to grant funded projectsconducted by the municipality. Project completionhas not occurred until all reporting requirements aresatisfied and final payments have been received.Check with applicable granting agency for anyadditional requirements.Grants (Unfunded)

This record series documents grant proposals thatdid not receive funding. This series may include, butis not limited to: letter of intent, application reviews,budget, supporting materials and notification ofdenial.Laws. Regulations & Rules (Local. Countv. State &Federal)

LeasesEquipmentReal Estate

Licenses. Permits. Certifications

Lists- Various

(3)Retention Period

Retain 5 years after termination or in accordancewith terms of grant, whichever is greater, thendestroy.

Retain 1 year after notification of denial thendestroy.

After revised, rescinded, superseded or obsolete

2 years after expiration5 years after expiration

1 year after certification

Continually updated, revised or erased.

(4)Media Type

PaperElectronic

PaperElectronic

PaperElectronic

PaperElectronic

PaperElectronic

PaperElectronic


State or OHS-LGRP

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OHIO Ohio Historical Society' o i r State Archives of Ohio


800 E. 17* AvenueColumbus, Ohio 43211-2497

(1)ScheduleNumber


(3)Retention Period

(4)Media Type


State or OHS-LGRP

RC-3RequiredbyOHS-LGRP

2012-42-GAR Mail (Registered and Certified)This record series consists of receipts for registeredor certified mail sent out by an agency as well asundeliverable registered or certified mail itemsreturned by the post office for any reason.

1 fiscal year. Paper

D

2012-43-GAR Mail fUndeliverable/Returned)This record series consists of outgoing agency mailreturned by the post office for any reason, includinginsufficient postage, incorrect address, forwardingorder expired, etc. It does NOT include returnedregistered or certified mailings.

1 year after returned undeliverable. Paper

D

2012-44-GAR Mail - Unsolicited MailThis record series includes anonymous/slanderousletters, groundless complaints, sales materials,transitory messages, informational brochures, etc.)

Until no longer administratively necessary PaperElectronic* D

2012-45-GAR Mailing Lists Until updated, superseded or obsolete PaperElectronic* D

2012-46-GAR Management /Operations ReportsMonthly / Quarterly / SemiannualAnnual and Consultant

Until incorporated into an annual report5 years

PaperElectronic D

2012-47-GAR Manuals. Handbooks. Policies. Procedures.Directives. Rules, and Regulations (copies)This series may include, but is not limited to, suchmaterials as employee handbooks, standardoperating procedures, and correspondence andmemoranda stating the policies and procedures tobe followed by employees.

5 years after revised, superseded, rescinded and nolonger of administrative or legal value.

PaperElectronic D

2012-48-GAR Maps/Plats Until updated, superseded or obsolete, thenappraise for historical value

PaperElectronic -4Ai*a£:l&£

Page

OHIO Ohio Historical Society« « * State Archives of Ohio

Local Government Records

800 £CoJu/nbtw, Ohio 43211-2487

<1>ScheduleNumber

2012-49-GAR

2012-50-GAR

2012-51-GAR

2012-52-GAR

2012-53-GAR

2012-54-GAR

2012-55-GAR

2012-56-GAR

2012-57-GAR

2012-58-GAR


Meetina Notices (Sec. 121 .22 ORC) (Copies)

Meetina Packets - Boards and Commissions(Copies))Includes background information

Meetina Packets - Council (Copies))

Minutes of Meetinas (copies)

Monthly Departmental Reports

Municipal Publications

Oaths of Office of Elected Officials (CoDies)

Organizational Chart (Copies)

PC\Comouter Svstem Backup Files

POComputer Svstem\Servers-Hard Drives.This record series includes RAM, Disks. Diskettes,Tapes, Cartridges and similar electronic storagemedia (All Documents)

(3)Retention Period

Retain until no longer of administrative value.Original is filed with the Clerk's office.

Retain until no longer of administrative value.Original should be retained for 2 years.

Retain until no longer of administrative value.Original is permanently filed with the Clerk's office.

Permanent copy retained in Clerk's office.Dispose copies when no longer of administrativevalue.Until incorporated into an annual reports; if notincorporated into an annual report- permanent

Until superseded or obsolete, retain one copy

Retain until no longer of administrative value.Original is filed with the Clerk's office for 10 yearsafter leaving officeOriginal retained in on file in the City Manager'soffice. Retain copies until superseded or obsolete.

Retain for 2 System Backup Cycles then erase &reuse tapes, disks or cartridges.

FDISK, format, reformat, overwrite, erase or deletedata as administratively necessary.

WMedia Type

PaperElectronic

PaperElectronic

PaperElectronic*

PaperElectronic

PaperElectronic*

PaperElectronic*

PaperElectronic*

PaperElectronic*

PaperElectronic

PaperElectronic


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OHIO Ohio Historical SocietyState Archives of OhioLocal Government Records Program

800 E. 17* A venueColumbus, Ohio 43211-2407

Audited means: the yearsencompassed by the recordsnave been audited by theAuditor of state and theaudit report has beenreleased pursuant toSec.117.260.R.C.

Page

(1)ScheduleNumber

2012-59-GAR

2012-60-GAR

201 2-61 -GAR

2012-62-GAR

2012-63-GAR

2012-64-GAR

2012-65-GAR

2012-66-GAR

2012-67-GAR

2012-68-GAR


Postal ReceiptsCertified letter receipts/returnedLetters

Press/News Releases

Printing Orders

Professional Maaazines & Publications

Professional Organizations & Association Files

Public Hearing RecordsThis record series includes back up information andsign in sheets. Does not pertain to City Councilpublic hearing agendas and minutes which areretained permanently under a separate schedule.Receiots/Reports Books

Receiving Documents

Records Retention Comoliance FileRC1. RC2, RC3. and Inventory Form

Reference Publications & directories

(3)Retention Period

1 year

2 Years

3 Years

Retain until no longer of an admin, value, thendestroy

1 year and no longer of an administrative value. If itinfluences policy file with like materials and retain for6 years.

Retain five years (Appraise for historical value andlegal value).

2 years, provided audited

3 years

25 years after superseded. Permanent copy kept onfile in the Clerk's office.

Until revised, superseded or obsolete

(4)Media Type

PaperElectronic

PaperElectronic

PaperElectronic

PaperElectronic

PaperElectronic*

PaperElectronic

PaperElectronic

PaperElectronic

PaperElectronic*

Paper


State or OH S-LGRP

(6)RC-3

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OHIO Ohio Historical SocietyB i s r o • i stata Archives of Ohio


800 £. 17* AVWHMColumbus, Ohio 43211-2497

Page

(1)ScheduleNumber

2012-69-GAR

2012-70-GAR

2012-71 -GAR

2012-72-GAR

2012-73-GAR

2012-74-GAR

2012-75-GAR I

2012-76-GAR

2012-77-GAR


Records Requests

Requisitions for Purchase Orders,This Purchase Orders Invoices & Statements(Departmental Copy)

Rosters/Directories

Scraobook. Year Book

Special Informational Proiects\s to Council

Statistical ReportsMonthly / Quarterly / SemiannualAnnual and Consultant produced

Subject FilesThis record series documents various projects,issues, programs, and activities overseen ormanaged by the office including but not limited tocorrespondence, printed emails, plans, proposals,presentations reports, and memoranda.Telephone charges/bills

Training Materials

(3)Retention Period

2 years

3 years provided audited

1 year after superseded or obsolete

Appraise for historical value

Until no longer of an administrative value

Until incorporated into yearly compilation5 years

2 years (appraise for historical value).

3 years

Until no longer of an administrative value

(4)Media Type

PaperElectronic

PaperElectronic

PaperElectronic

PaperElectronic

PaperElectronic*

PaperElectronic

PaperElectronic

PaperElectronic


State or OHS-LGRP

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OHIO Ohio Historical Society• • * * State Archives of Ohio


BOO EColumbus, Ohio 43211-2497

(1)ScheduleNumber

2012-78-GAR

2012-79-GAR

2012-80-GAR

2012-81 -GAR

201 2-82 -GAR

2012-83-GAR


Transient DocumentsThis series includes telephone messages,appointment books, calendars, outlook roomscheduler, drafts and other limited documents whichserve to convey information of temporary importancein lieu of oral communication)Vehicle Mileaqe Records.Including maintenance records, owner's manuals,and similar records

Vendor & Suooliers InformationThis information includes merchandise catalogs andcontact information

Warranties

Web Planning and Manaaement RecordsRecords related to planning and management of theCity's Internet and Intranet presence including butnot limited to plans, surveys, designs, memoranda,emails, reports, and posting requests.Postal ReceiptsCertified letter receipts/returnedLetters

(3)Retention Period

Until no lonaer administratively needed

Until vehicle sold

Until no longer of administrative value

2 years after expiration

2 years

1 year

'Retain electronic copy as long as intact and fullyaccessible.

(4)

PaperElectronic

PaperElectronic

PaperElectronic

PaperElectronic

PaperElectronic

PaperElectronic


State or OHS-LGRP

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Please note this schedule does not supersede any retentionrequirements listed in individual departments retentionschedules, where they exist. Alt employees are advised toconsult their department's retention schedule prior to makinfdisposal decisions. This schedule also supersedes allprevious General Administrative schedules.

OHIO Ohio Histo"cal Society" J State Archives of Ohio


800 E. 17*' AvenueColumbus, Ohio 43211-2497

Section A: Local Government Unit

• Include the name of the municipality, county, township, school, library, or special taxing district (local government entity) for whichthe form is being submitted.

• Include the unit (department, agency, office), if applicable,• The departmental official directly responsible for the records must sign and date the form.

Section B: Records Commission

• Complete the phone number and mailing address for the Records Commission, Including the county.• To have this form returned to the Records Commission electronically, include an email address. It is the responsibility of the

Records Commission to forward an electronic or paper copy of the approved form to the appropriate department.• The Records Commission Chairperson must sign the certification statement before it can be reviewed and signed at the Ohio

Historical Society by the Local Government Records representative, and approved by the Auditor of State's Office.

Section C: Ohio Historical Society - State Archives

• The reviewing agent from Ohio Historical Society Local Government Records Program (OHS-LGRP) will indicate on your RC-2which records series will require a Certificate of Records Disposal (RC-3) prior to disposal.

• They will sign the form and forward it to the Auditor of State's Office.

Section D: Auditor of State

• The approving agent at the Auditor of State's office will sign the form and return it to the OHS-LGRP.

Section E: Records Retention Schedule

1) Schedule numbers can be expressed by a year and item numbering scheme for each records series being scheduled, forexample, 09-1 and 09-2. Another option is to include a unique abbreviated identifier for each office, for example, Eng.[Engineer] 1, Eng. 2, etc. The numbering schema is your choice, and it will be used later on your Certificate of RecordsDisposal (RC-3).

2) Include the titie of the records series and a brief description of each series. Please provide information about the content anduse of the records series.

3) Articulate a retention period for the record in terms of time (exp. six years), an action (exp. until audited), or both (six years afteraudit).

4) Include the formats of the record (paper, electronic, microfilm, etc.)5) For use by the Auditor of State or the OHS-LGRP. OHS-LGRP will mark the records series that will need an RC-3 prior to

disposal.

GENERAL INSTRUCTIONS:

— For questions related to records scheduling and disposition, OHS-LGRP: (614) 297-2553 or at [email protected]

— After completing sections A and E, submit the form to your records commission so it can be approved in an open meetingpursuant to Section 121.22 ORC. See Ohio Revised Code Section 149.38 (counties), 149.39 (municipalities), 149.41 (schooldistricts), 149.411 (libraries), 149.412 (special taxing districts) and 149.42 (townships) for the composition of your recordscommission. Your records commission completes section B and sends the form to OHS-LGRP at:

iQcairecsffiohiohistorv.ora OR The Ohio Historical SocietyState Archives of OhioLocal Government Records Archivist800 E. 17th AvenueColumbus, OH 43211 -2497

— The OHS-LGRP will review this RC-2 and forward it to the Auditor of State's Records Officer, Columbus.

— This RC-2 is in effect when all signatures have been affixed to it. OHS-LGRP will return a copy of the approved form to theRecords Commission. The local records commission and the originating office should retain permanent copies of the form todocument legal disposal of public records.

— Remember, at least 15 Business days before you intend to dispose of records, submit a Certificate of Records Disposal (RC-3) tothe OHS-LGRP. Copies of RC-3s will not be returned.

Form.FP-RC2 (part 1), Revised September 2011