Records Retention Policy

Records Retention Schedule

 

According to the Ohio Historical Society, records shall fall into two categories: Permanent and Non-Permanent.  Records may be retained on any commercially viable media that provides an accurate reproduction of the record.  The following list, which is compiled from the recommendations of the Auditor of State’s Office and the Ohio Historical Society, shows the retention period of specific records.

 

Permanent

 

 

 

Annual Financial Report to the Auditor of State

 

Annual Report to the State Library

 

Audit Reports from the Auditor of State

 

Board of Trustees Minutes

 

Building Specifications and Plans

 

Library Statistics – Annual Report

 

Payroll Records

 

Payroll Tax Records

 

Ohio Public Employees Retirement System Reports

 

W-2 Forms

 

 

Non-Permanent

Retention Period

 

 

Injury/Incident Reports

5 years provided no pending action

Accounting Records not specified

5 years provided audited

Accounts Payable Ledger

5 years provided audited

Administrative Policy and Procedure Files

One year after superseded

Amended Official Certificates

5 years provided audited

Annual Budget Resolutions

5 years provided audited

Annual Certificate of Estimated Resources

5 years provided audited

Applications for Employment

Retain with personnel record if applicant employed; others, 1 year from application date

Appropriation Ledgers

5 years provided audited

Automated System Backups

3 months

Bank Deposit Receipts

Until audited

Bank Statements

4 years provided audited

Bids – Successful

15 years after completion of project

 

Non-Permanent

Retention Period

 

 

Bids – Unsuccessful

4 years after letting of contract provided audited

Board Agenda Packets & Audio Recordings

3 years

Book Inventories

Maintained online; until superseded

Budgets – Annual

10 years

 

 

Cancelled Checks

4 years provided audited

Cash Journals

4 years provided audited

Cash Register Tapes

Until audited

Certificates of Total Amount from Sources

  Available for Expenditures

4 years provided audited

Check Registers

4 years provided audited

Committee Reports

One year

Contracts and Leases

Twelve years after expiration

 

 

Deduction authorizations

Until superseded or employment terminated

Deferred Compensation Deduction Reports

5 years provided audited

Depository Agreements

4 years provided audited

 

 

Employee Handbooks

Until superseded

Employee Request for Leave Forms

Until audited

Employee Schedules

Fiscal year plus two years

Encumbrance and Expenditure Journal

5 years provided audited

General Correspondence

3 years – included in Board agenda packet

Gift Donor Forms – Gifts for the Library

3 years

 

 

I-9 Immigration Verification Forms (retained separately from personnel files)

Three years after date of hire, or one year     after termination of employment, whichever is later

ILL Records

30 Days unless financial obligation

Insurance Policies/Bonds

Twelve years after expiration provided all claims have been settled

Inventories, except books

Until superseded

Investment Reports

4 years provided audited

 

 

Job descriptions

Until superseded

Job Postings/advertisements of job openings, promotions, training programs or opportunities for overtime work

One year if no action pending

 

 

Non-Permanent

 Retention Period

 

 

Levy Official Files – info created by the Library

Life of levy plus 5 years

Lost Books/Fine Records

Once paid removed from patron history

 

 

Personnel Files

6 years after termination of employment

Prevailing Wage Records

4 years provided audited

Purchase Orders

2 years provided audited

 

Quarterly Payroll Reports for State

75 years

 

 

Receipt Books

Until audited

Receipt Journals

5 years provided audited

Public Records Requests

2 years

 

 

Records Commission/Records Disposal documents

Ten years

 

 

Software

Destroy when obsolete

 

 

Time Sheets

4 years provided audited

Transient material (all informal and/or temporary messages and notes, including e-mail and voice mail messages, and all drafts used in the production of public records)

Discretionary; retain until no longer of administrative value

 

 

Unemployment Compensation Forms

4 years provided audited

 

 

Vehicle Maintenance Records

Until vehicle sold

Voucher with Invoices

5 years provided audited

 

 

W-4 Forms

Until superseded

Workers’ Compensation Claims

10 years after date of final payment

 

Until Audited and Provided Audited is defined as the Auditor of State, or other contracted auditors, have audited the fiscal years encompassed and the audit report has been duly released.

 

Approved: April 9, 2008