Records Retention Schedule
According to the Ohio Historical Society, records shall fall into two categories: Permanent and Non-Permanent. Records may be retained on any commercially viable media that provides an accurate reproduction of the record. The following list, which is compiled from the recommendations of the Auditor of State’s Office and the Ohio Historical Society, shows the retention period of specific records.
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Permanent |
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Annual Financial Report to the Auditor of State |
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Annual Report to the State Library |
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Audit Reports from the Auditor of State |
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Board of Trustees Minutes |
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Building Specifications and Plans |
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Library Statistics – Annual Report |
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Payroll Records |
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Payroll Tax Records |
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W-2 Forms |
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Non-Permanent |
Retention Period |
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Injury/Incident Reports |
5 years provided no pending action |
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Accounting Records not specified |
5 years provided audited |
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Accounts Payable Ledger |
5 years provided audited |
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Administrative Policy and Procedure Files |
One year after superseded |
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Amended Official Certificates |
5 years provided audited |
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Annual Budget Resolutions |
5 years provided audited |
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Annual Certificate of Estimated Resources |
5 years provided audited |
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Applications for Employment |
Retain with personnel record if applicant employed; others, 1 year from application date |
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Appropriation Ledgers |
5 years provided audited |
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Automated System Backups |
3 months |
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Bank Deposit Receipts |
Until audited |
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Bank Statements |
4 years provided audited |
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Bids – Successful |
15 years after completion of project |
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Non-Permanent |
Retention Period |
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Bids – Unsuccessful |
4 years after letting of contract provided audited |
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Board Agenda Packets & Audio Recordings |
3 years |
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Book Inventories |
Maintained online; until superseded |
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Budgets – Annual |
10 years |
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Cancelled Checks |
4 years provided audited |
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Cash Journals |
4 years provided audited |
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Cash Register Tapes |
Until audited |
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Certificates of Total Amount from Sources Available for Expenditures |
4 years provided audited |
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Check Registers |
4 years provided audited |
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Committee Reports |
One year |
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Contracts and Leases |
Twelve years after expiration |
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Deduction authorizations |
Until superseded or employment terminated |
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Deferred Compensation Deduction Reports |
5 years provided audited |
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Depository Agreements |
4 years provided audited |
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Employee Handbooks |
Until superseded |
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Employee Request for Leave Forms |
Until audited |
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Employee Schedules |
Fiscal year plus two years |
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Encumbrance and Expenditure Journal |
5 years provided audited |
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General Correspondence |
3 years – included in Board agenda packet |
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Gift Donor Forms – Gifts for the Library |
3 years |
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I-9 Immigration Verification Forms (retained separately from personnel files) |
Three years after date of hire, or one year after termination of employment, whichever is later |
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ILL Records |
30 Days unless financial obligation |
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Insurance Policies/Bonds |
Twelve years after expiration provided all claims have been settled |
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Inventories, except books |
Until superseded |
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Investment Reports |
4 years provided audited |
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Job descriptions |
Until superseded |
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Job Postings/advertisements of job openings, promotions, training programs or opportunities for overtime work |
One year if no action pending |
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Non-Permanent |
Retention Period |
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Levy Official Files – info created by the Library |
Life of levy plus 5 years |
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Lost Books/Fine Records |
Once paid removed from patron history |
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Personnel Files |
6 years after termination of employment |
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Prevailing Wage Records |
4 years provided audited |
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Purchase Orders |
2 years provided audited
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Quarterly Payroll Reports for State |
75 years |
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Receipt Books |
Until audited |
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Receipt Journals |
5 years provided audited |
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Public Records Requests |
2 years |
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Records Commission/Records Disposal documents |
Ten years |
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Software |
Destroy when obsolete |
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Time Sheets |
4 years provided audited |
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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 |
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Unemployment Compensation Forms |
4 years provided audited |
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Vehicle Maintenance Records |
Until vehicle sold |
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Voucher with Invoices |
5 years provided audited |
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W-4 Forms |
Until superseded |
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Workers’ Compensation Claims |
10 years after date of final payment |
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Until Audited and Provided Audited is defined as the Auditor of State, or other contracted auditors, have audited the fiscal years encompassed and the audit report has been duly released.
Revised and Approved: 3/11/13
Approved: April 9, 2008