RECORDS RETENTION & DISPOSAL PROCESS • http://www.ohiohistory.org/lgr • Ohio Historical Society/Local Government Records • About the LGR Program • The OHS LGR Program provides records related advice and assistance to local governments in order to facilitate the identification and preservation of local government records with enduring historical value. RECORDS RETENTION & DISPOSAL PROCESS • Please be aware that the forms provided by and the procedures followed by the Ohio Historical Society’s Local Government Records Program have not changed. The established forms and procedures were designed to assist local governments in meeting the records management and archival requirements of the Ohio Revised Code while making every effort to thoroughly identify, evaluate, and select records with enduring historical value. RECORDS RETENTION & DISPOSAL PROCESS • http://www.ohiohistory.org/resource/lgr/webworkshops.html • Local Government Records: Just the Basics (HTML with Narration) • Introduction to the Local Government Records Program Rev. 2/20/01 • Ohio Records Laws Rev. 2/20/01 • Records Commissions Rev. 2/20/01 • Records Inventory Rev. 2/20/01 • Retention Schedules (RC-2) Rev. 2/20/01 • One-Time Disposal (RC-1) Rev. 2/20/01 • Records Disposal (RC-3) Rev. 2/20/01 • Media Decisions Rev. 2/20/01 RECORDS RETENTION & DISPOSAL PROCESS • (What Is A Record) 149.011 ORC • Definition • According to the Ohio Revised Code a record is defined as: "…any document, device, or item, regardless of physical form or characteristic, created or received by or coming under the jurisdiction of any public office of the state or its political subdivisions, which serves to document the organization, functions, policies, decisions, procedures, operations, or other activities or the office." (ORC 149.011) RECORDS RETENTION & DISPOSAL PROCESS • Electronic records: are records that contain machine readable information. The information may be text, numbers, graphs, line drawings, pictures, images, or sound. Examples of electronic records include word processing files, spreadsheet files, presentation graphics, electronic images, databases, audio or video recordings, and e-mail. Electronic records may occupy media such as magnetic disks or tapes; audio or video cassettes; and compact or optical disks. RECORDS RETENTION & DISPOSAL PROCESS • 149.41 SCHOOL DISTRICT RECORDS COMMISSION; PROCEDURES FOR REVIEW; • OHIO HISTORICAL SOCIETY ACCESS BEFORE DISPOSAL; EXCEPTIONS • There is hereby created in each city and exempted village school district a school district records commission and in each educational service center an educational service center records commission. Each records commission shall be composed of the president, the treasurer of the board of education or governing board of the educational service center, and the superintendent of schools in each such district or educational service center. The commission shall meet at least once every twelve months. The function of the commission shall be to review applications for one-time records disposal and schedules of records retention and disposition submitted by any employee of the school district or educational service center. Records may be disposed of by the commission pursuant to the procedure outlined in this section. The commission may at any time review any schedule it has previously approved, and for good cause shown mayrevise that schedule. RECORDS RETENTION & DISPOSAL PROCESS • When school district or educational service center records have been approved for disposal, a list of such records shall be sent to the auditor of state. If he disapproves the action by the commission, in whole or in part, he shall so inform the commission within a period of sixty days and these records shall not be destroyed. Before public records are disposed of, the Ohio historical society shall be informed and given the opportunity for a period of sixty days to select for its custody such public records as it considers to be of continuing historical value. The society may not review or select for its custody either of the following: • (A) Records containing personally identifiable information concerning any pupil attending a public school other than directory information, as defined in section 3319.321 [3319.32.1] of the Revised Code, without the written consent of the parent, guardian, or custodian of each such pupil who is less than eighteen years of age, or without the written consent of each such pupil who is eighteen years of age or older; • (B) Records the release of which would, according to the "Family Educational Rights and Privacy Act of1974," 88 Stat. 571, 20 U.S.C.A. 1232g, disqualify a school or other educational institution from receiving federal funds. RECORDS RETENTION & DISPOSAL PROCESS • The Board of Education establishes a district records commission to govern matters pertaining to districts records, their retention and disposal in accordance with ORC 149.41 • The records commission shall consist of the board president, treasurer, and superintendent. The treasurer shall serve as the chairman/secretary of the districts records commission. The members of this commission shall appoint necessary records officers through the district to carry out the necessary work associated with districts records. RECORDS RETENTION & DISPOSAL PROCESS • The district records commission must create and adopt a general Schedule of Records Retention & Disposition (RC-2 Form) • Once your local Records Commission has approved the General Schedule they make and keep one copy of the schedule for the Records Commission file. Forward the general Schedule to the Local Records Specialist from the Ohio Historical Society. RECORDS RETENTION & DISPOSAL PROCESS • The Ohio Historical Society Records Specialist will review and approve the schedule if acceptable, and then forward to the Auditor of State Records Officer in Columbus, Ohio. • The Auditor of State Records Officer will review and approve the Schedule and make two (2) copies. One (1) copy will be maintained in the Columbus office. Another copy will be sent to the Regional Auditor in the entity’s district. The original Schedule will be mailed back to the Ohio Historical Society Records Specialist in your county. RECORDS RETENTION & DISPOSAL PROCESS • The Ohio Historical Society Records Specialist will make a copy and mail it to the district and will keep one (1) copy for its own files. RECORDS RETENTION & DISPOSAL PROCESS RECORDS RETENTION & DISPOSAL PROCESS • http://www.ohiohistory.org/resource/lgr/RecordsmanualSection1.doc • RECORD RETENTION AND DESTRUCTION Key To Schedule • 1000- BOARD AND ADMINISTRATIVE RECORDS • 5000- CENTRAL DEPARTMENT • 20000- EMPLOYEE RECORDS • 6000- FINANCIAL RECORDS • 3000- STUDENT RECORDS • 7000-PAYROLL RELATED RECORDS • 4000- BUILDING RECORDS • 8000- REPORTS • 9000- OTHER *Symbols meanings: “After end of fiscal year” means the number of years specified plus the current year. “Provided Audited” means the record series has been audited by the Auditor of State and the audit report released. RECORDS RETENTION & DISPOSAL PROCESS • Once the General Schedule has been approved by both the Ohio Historical Society and the State Auditor’s Office and is in place, the district will use the RC-3 Form to activate the disposal process. The district entity’s Record’s Officer must complete the RC-3 Form when disposal is timely according to the pre-approved RC-2 General Schedule. RECORDS RETENTION & DISPOSAL PROCESS • District completes the RC-3 Form (Certificate of Disposal) and make one (1) copy for Records Commission files. Maintain one copy for one copy for Records Officer files. • Mail Original RC-3 Form to the Ohio Historical Society or Records Specialist in your county. • The Records Specialist will forward to the State Auditor’s Office on the districts behalf. • The district will not receive the original RC-3 Form back. Its purpose is to serve notice to both the Ohio Historical Society and State Auditor’s Office that disposal of records is take place. RECORDS RETENTION & DISPOSAL PROCESS • Wait fifteen (15) business days after mailing the RC-3 Form to the Ohio Historical Society and then dispose of records according to the approved Schedule. • If for some reason, disposal is not appropriate, you will be informed within the fifteen (15) business day period established for such a situation.
Pages to are hidden for
"Retention and Disposal of Employee Record Process"Please download to view full document