 |
|
 |
|
 Library Catalog | LibraryKidsville.org | TeenXTremeOnline.org | Library2011 | Ask a Librarian |
|
| About the Library | |
| Retention and Discard of Records | |
|
|
|
| Library Board Policy 701 - RETENTION AND DISCARD OF RECORDS | |
| Click here for a pdf of the Library Board Policy 701 - RETENTION AND DISCARD OF RECORDS *pdf file | |
The Reuben McMillan Free Library Association shall comply with Ohio Revised Code Section 149.411 entitled “ Library Records Commission ” as that statute is amended from time to time. A records commission shall be established comprised of the Board members, the Director and the Clerk of the Board of Library Trustees. The commission shall meet at least once every twelve months. The commission shall review applications for one-time disposal of obsolete records and schedules of records retention and disposition submitted by any employee of the library. The commission may dispose of records pursuant to the procedure outlined in this policy. The commission at any time may review any schedule it has previously approved and for good cause shown may revise that schedule. A complete records inventory shall be maintained and shall include; office of origin, location, name, information content, inclusive dates, quantity, frequency of use and purpose. Public records not specifically excluded from disclosure are available for inspection according to Board Policy 602. Records shall fall into two categories: Permanent and Non-Permanent. The following list 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 Auditor of State Board of Trustees Minutes Collective Bargaining unit Agreements Collective Bargaining Negotiations Notes Deeds Records Commission File Trust Agreements |
|
| Non-Permanent-Record Series Title and Retention Period | |
Accident/Illness Reports - non-employee - 6 years provided no action pending Accounting Records not specified - 5 years provided audited Accounts payable ledger - 5 years provided audited Amended Official Certificates - 5 years provided audited Annual Budget Resolutions - Incorporated into Minutes; Retain copies 5 years Annual Certificate of Estimated Resources - 5 years, provided audited Applications for Employment - Retain with Personnel Record if Applicant Employed; Others 6 months Appropriation Ledgers - 5 years provided audited Back-up or Archived Data Tapes - Until superseded. Bank Deposit Receipts - 4 years provided audited Bank Statements/Canceled Checks - 4 years provided audited Bids – Successful - 15 years after completion of project Bids – Unsuccessful - 4 years After Letting of Contract, provided audited Board adopted policies - Until superseded, retain one copy until audited Board Committee Papers - 6 years provided audited and no historical value Board Packages including monthly financial reports - 6 years provided no historical value Book Inventories - Maintained online until superseded Budgets – Annual - 25 years Cash Journals - 4 years provided audited Certificates of Total Amount From Sources Available for Expenditures - 4 years provided audited Check Registers - 4 years provided audited Circulation Records - Maintained online until material returned Contracts and Agreements - 15 years after expiration or termination Correspondence - Until no longer of administrative value Depository Agreements - 7 years provided audited Digital Video Surveillance - 10 days or until superseded Encumbrance and Expenditure Journal - 5 years, provided audited Fixed Asset Inventories - 4 years, provided superseded and audited Former Trustees appointment, resignations - 60 years Gift Donor Forms - 3 years provided audited Grant Files/Records - 10 years provided audited and disputes resolved ILL Records - 7 days after material is returned unless there are financial obligations Insurance Policies - 4 years After Expiration provided all Claims Settled Law Suits - 5 years after decision Leases - Equipment - 2 years after expiration Lease - Real Estate - 5 years after expiration Levy Official Files - Life of Levy Plus 5 years Levy Campaigns & Workpapers - 5 years provided audited Library Statistics - Monthly Reports - 10 years Lost Book/Fine Records - Once paid for removed from patron history Mail - Electronic - Retain according to content. See correspondence. Organizational Charts - Until Superseded Patron Information - Permanent or three years after inactive Payroll Records - 75 years Payroll Tax Records - 75 years PERS Reports - 75 years Personnel Records - 75 years Petty Cash Receipts - 4 years provided audited Position Descriptions - Until superseded or position abolished Prevailing Wages Records - 4 years provided audited Purchase Orders - 4 years provided audited Quotations (for goods/services) - 4 years provided audited Receipt Books - 4 years provided audited Record Requests - 2 years Requisitions - 4 years provided audited Software - Destroy when obsolete Time Sheets - 60 years Unemployment Compensation Claims - 4 years provided audited Voice Mail Messages - Until no longer of administrative value Voucher with Invoices - 4 years provided audited W-2 Forms - 75 years W-4 Forms - 4 years until superseded or employee terminates Workers' Compensation Claims - 10 years after date of final payment |
|
Computer back-up tapes of any of the records listed above until superseded or no longer of administrative value. Back-up tapes and archived data is not reasonably accessible and is expensive and unduly burdensome to recover. |
|
| Litigation Holds | |
| When litigation may possibly be brought by the Library as plaintiff, or may be brought against the Library or its employees or in fact has been filed or threatened, the law imposes a duty upon the Library to preserve all documents and records that pertain to the issue. As soon as the Library becomes aware of possible, pending or threatened litigation, a litigation hold directive will be issued to the custodians of records. The litigation hold directive overrides the records retention schedule that may otherwise call for the disposal or destruction of the relevant documents, until the hold has been lifted by the Library. E-mail and computer accounts of separated employees that have been placed on a litigation hold by the Library will be maintained by the Library's Information Technology department until the hold is released.
No employee who has been notified by the Library of a litigation hold may alter or delete an electronic record that falls within the scope of the hold. Violation of the hold may subject the individual to disciplinary actions, up to and including dismissal, as well as personal liability for civil and/or criminal sanctions by the courts or law enforcement agencies APPROVED BY BOARD OF TRUSTEES DECEMBER 10, 1992 AMENDMENT BY BOARD OF TRUSTEES SEPTEMBER 13, 2007 |
|
|