Records Retention Policy

2.1 RECORDS RETENTION POLICY

Mt. Sterling Public Library, like other public entities in the State of Ohio, must retain certain records from year to year. Although the Ohio Revised Code does not set guidelines for public libraries, the Board of Trustees of Mt Sterling Public Library adopts the following policy for record retention.

Records shall fall into two categories: Permanent and Non-Permanent. Retention of records may be any commercially viable media that provides an accurate reproduction of the record. The following list shows the retention period of specific records, which is compiled from recommendations from the Auditor of State’s Office and the Ohio Historical Society.

2.1.A. PERMANENT

Annual Financial Report to the Auditor of State

Annual report tho the State Library

Audit Reports from Auditor of State

Board of Trustees Minutes

Building Specifications and Plans

Historical Files

Library Statistics – Annual Report

Payroll Records

Payroll Tax Records

Ohio Public Employees Retirement System Reports

W-2 Forms

2.1.B. NON-PERMANENT

 

Non-Permanent	Retention Period
Accident Reports	5 years provided no   pending action
Accounting Reports not   specified	5 years provided audited
Accounts Payable Ledger	5 years provided audited
Administrative Policy and   Procedure Files	One year after superseded
Amended Official   Certificates	5 year provided audited
Annual Budget Resolutions	5 year provided audited
Annual Certificate of   Estimated Resources	5 year provided audited
Annual Employee Absence   Summary	4 years provide audited
Applications for Employment	Retain with personnel record   if applicant employed; others 1 year
Appropriation Ledgers	5 year provided audited
Non-Permanent	Retention Period
Automated System Backups	3 months
Bank Deposit Receipts	Until audited
Bank Statements	4 years provided audited
Bids – Successful	15 years after completion of   project
Bids – Unsuccessful	4 years after Letting of   Contract provided audited
Board Agendas	1 year
Book Inventories	Maintained online; until   superseded
Budget – Annual	10 years
Calendars, Scheduling   Planners, Appointment Books	Until no further   administrative use
Canceled Checks	4 years provided audited
Cash Journals	4 years provided audited
Cash Register Tapes	Until audited
Certificates of Total Amount   From Sources Available for Expenditures	4 years provided audited
Check Registers	4 years provided audited
Committee Reports	1 year
Computer Booking Logs	Daily
Contracts and Leases	12 years after expiration
Deduction Authorizations	Until superseded or   employment termination
Deferred Compensation   Deduction Reports	5 years provided audited
Depository Agreements	4 years provided audited
Email and Voice   Communications	Until no further   administrative use
Employee Handbooks	Until superseded
Employee Request for Leave   Forms	Until audited
Employee Schedules	Fiscal year plus two years
Encumbrance and Expenditure   Journal	5 years provided audited
General Correspondence (Requests for information pertaining to interpretation and other   miscellaneous inquiries; informative – does not attempt to influence policy.   Including copies of outgoing correspondence maintained for reference   purposes.)	2 years
Non-Permanent	Retention Period
Gift Donor Forms	3 years
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.
ILL Records	30 days, unless financial   obligations
Insurance Policies/Bonds	Twelve years after   expiration provided all claims have been settled
Inventories, except books	Until superseded
Investment Reports	4 years provided audited
Job Descriptions	Until superseded
Job postings/advertisements   of job openings, promotions, training programs or opportunities for overtime	One year if no action   pending
Levy Campaigns and Work   Papers	Life of Levy plus 5 years
Levy Official Files	Life of Levy plus 5 years
Levy Files, Failed	3 years
Lost Book/Fine Files	Once paid removed from   patron history
Patron Information	Permanent or three years   after inactive
Personnel files	6 years after termination of   employment
Postal Records (e.g.   registered/certified/insured logs or receipts/postal meter documents)	2 years
Prevailing Wages Records	4 years provided audited
Purchase Orders	2 years provided audited
Quarterly Payroll Reports   for State	5 years
Receipt Books	Until audited
Receipt Journals	5 years provided audited
Record Requests	2 years
Records Commission/Records   Disposal documents	10 years
Software	Destroy when obsolete
Substantive Correspondence   (Correspondence of the head and the executive staff of an agency dealing with   significant aspects of the administration of the office. Includes information   concerning agency policies, procedures, programs, fiscal and personnel   matters.	Five years; file with   related records if content requires longer retention; appraise for historical   value
Non-Permanent	Retention Period
Time Sheets	4 years provided audited
Transient   Materials/Correspondence (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	4 years provided audited
Vehicle Maintenance Records	Until vehicle is sold
Video Monitoring	Minimum of 14 days, or until   image capacity of the system is reached
Voucher with Invoice	5 years provided audited
W-4 Forms	Until superseded
Workers Compensation Claims	10 years after date of final   payment

Inquire within the library for more details.