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
State or OHS-LGRP
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orm:FP-RC2 fpart 1). Revised September 2011
Page
OHIO Ohio Historical Society^ ^ State Archives of Ohio
Local Government Records Program
TO 800 £. 17* AvenueColumbus, Ohio 43211-2497
(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
(2)Record Title and Description
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
(5)For use byAuditor of
State or OH S-LGRP
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OHIO Ohio Historical Society' ° * » State Archives of Ohio
Local Government Records Program
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
(2)Record Title and Description
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
(5)For use byAuditor of
State or OH S-LGRP
(6)RC-3
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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
(6)RC-3
RequiredbyOHS-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
(2)Record Title and Description
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
(5)For use byAuditor of
State or OHS-LGRP
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OHIO Ohio Historical Society' o i r State Archives of Ohio
Local Government Records Program
800 E. 17* AvenueColumbus, Ohio 43211-2497
(1)ScheduleNumber
(2)Record Title and Description
(3)Retention Period
(4)Media Type
(5)For use byAuditor of
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
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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
(2)Record Title and Description
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
(5)For use byAuditor of
State or OH S-LGRP
(6)RC-3
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LGRP
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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
(2)Record Title and Description
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
(5)For use byAuditor of
State or OH S-LGRP
(6)RC-3
RequiredbyOHS-
LGRP
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OHIO Ohio Historical SocietyB i s r o • i stata Archives of Ohio
Local Government Records Program
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
(2)Record Title and Description
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
(5)For use byAuditor of
State or OHS-LGRP
PaperElectronic*
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OHIO Ohio Historical Society• • * * State Archives of Ohio
Local Government Records Program
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
(2)Record Title and Description
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
(5)For use byAuditor of
State or OHS-LGRP
(8)RC-3
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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
Local Government Records Program
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