Section 1. Public Records
In accordance with the Ohio Revised Code and applicable judicial decisions, records are defined as any item that contains information stored on a fixed medium (such as paper, electronic – including but not limited to email – and other formats); (ii) is created or received by, or sent under the jurisdiction of a public office and (iii) documents the organization, functions, policies, decisions, procedures, operations or other activities of the office.” Public records are to be open to the public at all reasonable times with exceptions only as provided for in the law.
Section 1.1
As required by Ohio law, records will be organized and maintained so that they are readily available for inspection and copying at all reasonable times during regular business hours. Record retention schedules are to be updated as needed.
Section 2. Record Requests
Each request for public records should be evaluated for a response using the following guidelines:
Section 2.1
Although no specific language is required to make a request, the requester must at least identify the records requested with sufficient clarity to allow the public office to identify, retrieve, and review the records.
Section 2.2
The requester does not have to put a records request in writing, and does not have to provide his or her identity or the intended use of the requested public record.
Section 2.3
Public records will be available for inspection during regular business hours, with the exception of published holidays. Public records will be made available for inspection promptly. Copies of public records will be made within a reasonable period of time.
“Prompt” and “reasonable” take into account the volume of records requested; the proximity of the location where the records are stored; and the necessity for any legal review of the records requested.
Section 2.4
Each request shall be evaluated for an estimated length of time required to gather the records.
Section 2.5
Any denials, in whole or in part, must include an explanation. If the original request was in writing, the explanation for denial must also be in writing. If portions of a record are public and portions are exempt, the exempt portions are to be redacted and the rest released.
Section 3. Costs for Public Records
Those seeking public records will be charged only the actual cost of making copies.
Section 3.1
Requesters may ask that documents be mailed to them. They will be charged the actual cost of the postage and mailing supplies.
Section 4. E-mail
E-mail is to be treated in the same fashion as records in other formats and should follow the same retention schedules.
Records Retention and Disposal Schedule
Permanent
Administrative Policy and Procedure Files
Annual Budget Resolutions
Annual Financial Report to the Auditor of State
Annual Report to the State Library
Audit Reports from Auditor of State
Bids – Successful
Board Agendas
Board of Trustees Minutes
Building Specifications and Plans
Committee Reports of the Board
Formal Legal Opinions and Court Cases involving the District Library
I-9 Immigration Verification Forms (retained separately from personnel files)
Job Descriptions
Levy Official Files
Library Real Property and Site Records
Ohio Public Employees Retirement System Reports
Payroll Records, Year-end
Payroll Tax Records
Personnel Policy
W-2 Forms
W-4 Forms (until superseded)
Non-Permanent | Retention Period
Accident Reports | 5 years provided no pending action
Accounting Records not specified | 5 years provided audited
Accounts Payable Ledger | 5 years provided audited
Amended Official Certificates | 5 years provided audited
Annual Certificate of Estimated Resources | 5 years provided audited
Annual Employee Absence Summary | 4 years provided audited
Applications for Employment | Retain with personnel record if applicant employed; others 1 year
Appropriation Ledgers | 10 years provided audited
Automated System Backups | 3 months
Bank Deposit Receipts | 4 years provided audited
Bank Statements | 4 years provided audited
Bids – Unsuccessful | 4 years after Letting of Contract provided audited
Book Inventories | Maintained online until superseded
Budgets – Annual | 10 years provided audited
Canceled Checks | 4 years provided audited
Cash Journals | 10 years provided audited
Certificates of Total Amount Sources Available for Expenditures | 5 years provided audited
Check Registers | 4 years provided audited
Contracts and Leases (building, structural & equipment) | 16 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 Request for FMLA | 6 years after termination of employment, provided audited
Encumbrance and Expenditure Journal | 10 years provided audited
Garnishment Records | 5 years after rescinded or employment terminated
General Correspondence related to the required business of the library | 2 years
Insurance Policies/Bonds | 15 years after expiration provided all claims have been settled
Inventories, except books | 5 years provided audited
Investment Reports | 4 years provided audited
Job Advertisements | 1 year if no action pending
Levy Campaigns and Work Papers | Life of Levy plus 5 years
Lost Books/Fine Records | Once paid removed from patron history
Memorial/Gift Records | 3 years
Patron Information | Permanent or three years after inactive
Personnel Files | 6 years after termination of employment, then retain retirement waivers, service record & leave balances permanently
Prevailing Wage Records | 6 years provided audited
Purchase Orders | 5 years provided audited
Quarterly Payroll Reports for State (OBES) | 5 years provided audited
Receipt Books | 5 years provided audited
Receipt Ledgers | 10 years provided audited
Record Request Forms | 2 years
Records Commission/Records Disposal Documents | 10 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 Claims | 7 years after termination of employment
Vehicle Maintenance Records | Until vehicle sold
Voucher with Invoices | 5 years provided audited
Workers’ Compensation Claims | 10 years after date of final payment
Approved by the Board of Trustees October 10, 2007