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Records Retention Schedule

Records Retention Schedule

 

Like other public offices, Portage County District Library must retain records from year to year. Although the Ohio Revised Code does not set guidelines for libraries, the Board of Library Trustees has adopted this retention schedule. Records of the Portage County District Library will be retained according to the following schedule. Retention of records may be in the form of electronic, print, or other media. Records shall fall into two categories: permanent and non-permanent.

 

The Records Officer will prepare a list of records for disposal to be presented to the Records Retention Commission of the Library.

 

Permanent Records:

  • Annual Appropriation Resolutions (Annual Budget/Budgets)
  • Audit Reports
  • Building Specifications/Blueprints
  • Building Grants (retain 50 years)
  • Board Minutes
  • Contracts with Bargaining Unit
  • Financial Reports
  • Financial Statement of Board of Trustees (State Report)
  • Grievances
  • Bloodborne Pathogen Exposure Reports, duration of employment plus thirty years
  • Legal Opinions, unless superseded
  • OPERS Reports
  • Payroll Ledgers
  • W-2s
  • Employment Summary for Terminated Employees

 

Non-Permanent Records:

Retain ten (10) years:

  • Appropriations/Receipt Ledgers
  • Annual Report to the State Library
  • Bids, successful
  • Budget Breakdown Information
  • Court Orders for Payroll Deductions, ten years from date of final payment for inactive employees
  • Incident/Accident Reports, excepting those involving bloodborne pathogen exposure
  • Payroll Purchase Orders/Taxes
  • Workers Compensation Claims, ten years from date of separation or final payment
  • Workers Compensation Files, provided audited

 

Retain six (6) years, provided audited:

  • COBRA, six years after election or rejection of coverage, per ERISA
  • Insurance election applications, six years
  • Personnel Files, six years after termination except for permanent records information, provided there are no pending claims
  • Employee Medical Records, six years after termination except for permanent records information, provided there are no pending claims

 

Retain five (5) years, provided audited:

  • Benefits Documentation, examples include enrollment in cafeteria plan and short-term disability
  • Grant Information (other than buildings), 5 years after grant period expires
  • Insurance Policies, five years after expiration provided all claims are settled
  • Leases, five years after expiration
  • Litigation Records, 5 years after case is closed and appeals exhausted
  • Performance Reviews, 5 years from date of review
  • Requests for Reconsideration of Library Materials
  • Technology Plan, five years after update
  • Time Cards
  • Voucher Packets
  • Cash Journals, provided audited

 

Retain three (3) years, provided audited:

  • Bank Deposit Receipts
  • Bank Statements
  • Bids, unsuccessful
  • Canceled Checks
  • Check Register
  • Non-construction Contracts, 3 years after expiration
  • I-9 Forms for Terminated Employees, 3 years after date of hire or 1 year after employment ends, whichever is longer
  • Receipt Books, Cash Register Tapes, Deposit Slips, and other documentation of receipts
  • Applicable Wage and Hour Notices, 3 years from last entry
  • FMLA Leave Data, 3 years from last entry

 

Retain one (1) year:

  • Branch Reports
  • Library News Releases
  • Library Publications
  • Media Release Forms
  • Employment applications and resumes of unsuccessful candidates, provided there are no pending legal actions
  • Volunteer Files, while active plus 1 year

 

Other:

  • General Correspondence, until of no further administrative value
  • Interlibrary Loan Requests, 3 months after request, provided fines and fees are paid
  • Inventories, until superseded
  • Library Borrowing Records, until items are returned and borrowed by another, provided fines and fees are paid
  • Library Card Applications, 2 years after patron record expires
  • Library Fines and Fees, 3-6 months after payment
  • Policies and Procedures, until superseded
  • Training Manuals, until updated or superseded
  • Transient documents, until of no further administrative value
  • Tapes of meeting minutes, until transcribed and approved
  • Backup tapes of electronic files, until a new backup is performed
  • Vehicle Maintenance Records, until vehicle is sold, traded, or otherwise disposed of

 

 

 

Supersedes: June 16, 2011; October 18, 2007