RECORDS RETENTION SCHEDULE (RC-2)

Transcription

1 211:23 AM Historical Society Archives of Ohio Government Records Program 7 th Avenue bus, Ohio For State Archives - Use Only Date Reviewed: Form Scanned: RECORDS RETENTION SCHEDULE (RC-2) See instructions before completing this form. Section A: Local Government Unit Northfield Center Township (To complete this form online, use "tab" key to jump from box to box.) N/A Richard H. Reville Trustee/Chair (signature of responsible official) (name) (title) (date) Section B: Records Commission Northfield Center Township Records Commission Records Commission (telephone number) 9546 Brandywine Road Northfield Center Summit (address) (city) (zip code) (county) To have this form returned to the Records Commission electronically, include an address: townhallanorthfieldcenter.com I hereby certify that our records commission met in an open meeting, as required by Section ORC, and approved the schedules listed on this form and any continuation sheets. I further certify that our commission will make every effort to prevent these records series from being destroyed, transferred, or otherwise disposed of in violation of these schedules and that no record will be knowingly disposed of which pertains to any pending legal case, claim, action or request. This action is reflected in the minutes kept by this commission. Records Commission Chair Signature Date Section C: - State Archives Signature Title Date Section D: State Signature Date

2 2 8E. 17' Avenue Columbus, Ohio Please Note: The State Archives retains RC-2 forms permanently. It is strongly recommended that the Records Commission retain a permanent con y of this form Section E: Records : PLEASE NOTE: "ELECTRONIC" MEANS STORAGE ON EITHER A CD, HARD DRIVE, SERVER, OR THE NORTHFIELD CENTER WEB SITE. Northfield Center Township (1) (2) Record Title and Description (5) OHS Voice Mail Boxes: 12-al: Trustees/Administrator 12-a2: Township Secretary 12 -a3: Zoning Inspector 12- a4: Top Floor Meeting Room 12 -a5: Main Floor Meeting Room 12 -a6: Lower Floor Meeting Room 12-a7 Fiscal Officer 12 -a8 Road Superintendent 12-a9: Road Forman 213-2a Daily Network backup tapes for all Township computers on the server/daily online backups Retain until no longer of value. The messages on the Trustees/ Administrat or voic are copied to a spread sheet and kept indefinitely Overwritten each week unless kept for archival purposes. Monthly backups on the last day of each month Stored online indefinitely El El 213-2b Daily Backup server backup on the web at I-Drive All Public Meetings Digital recordings Copied to The Administrat or's hard drive & CDs and kept

3 411:23 AM istorical Society 3 rchives of Ohio overnment Records Program e Avenue bus, Ohio For State Archives - Use Only,Date Reviewed:, Form Scanned: All Public Meeting Agendas ti untill recordings are deleted from the recorder after the copies are made and reviewed. Hard copies destroyed after copied to the Adminstrat or's hard drive for at least 2 y ears. They are also kept for at least 2 years on the Township web site All documents, under the overall supervision of the Fiscal Officer: the Road Superintendent, Administrator, Zoning Inspector, and Township Secretary to be responsible for all aspects of records retention and disposition within their respective departments, with the exceptions that all original financial invoices and personnel files be stored under the direct 2 Year Accident Reports 2 years provided no action pending Accounts Records (ORO 57.4) Retain 1 years after responsibility of the Fiscal Officer last entry, provided audited by State and an Audit Report Year 24 to current year available on electron i c media.

4 4 8E. 17 th Avenue Columbus, Ohio released discrepanci es are resolved, then destroy Agendas 2 years Amended Official Certificates of Estimated Resources From County Fiscal Officer of Township for yearly budget Annual Budget Resolution (July documents and December amendments) 1 years 1 Years- Incorporate into Minutes Annual Financial Reports to State 25years incorporate into Minutes Annual Financial Reports (ORC 57.7) Proceedings 1 years incorporate into Minutes Annual Inventories ORC Fiscal Years provided audited by State and audit report released discrepanci es are resolved, the destroyed Annual Reports - ORC years & Townshi p server & web site /ele ctronic iele ctronic paper Applications for Employment Retain with Personnel Record if application employed; others destroy after 2 years.

5 5 8E. 17 th Avenue Columbus, Ohio

6 6 Section E: Records 1=1 (1) (2) Record Title and Description APPROPRIATION LEDGERS (Receipts & Expenditures Records) AUDIT REPORTS _ 1 Years 1 fiscal years (5) OHS-

7 BANK DEPOSIT RECEIPT/SLIPS BANK STATEMENTS (Reconciliations) BIDS (Successful & Unsuccessful) 1 fiscal years, after State audit. 1 fiscal years, after State audit a a 3 fiscal years, after Auditor of State audit BOND REGISTERS 2 fiscal,

8 (Revenue Bonds) OFFICIALS BONDS (Officials Oaths and Bonds Notice to Elected Officials or Appointed SAO/-RC2-(Inst.) Revised September years after issue called 3 fiscal years, after Auditor of State audit 2 years after redemption, BONDS, OFFICIALS' provided (Records of Officials' Oaths and Bonds; audited by Notice to Elected Officials Elected or the Appointed; ORC State audit 53.26;57.4;57.5;57.8) th p n ripcfrnv

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10 1 8E Avenue Columbus, Ohio Northfield Center Township Section E: Records 1=1 (1) (2) Record Title and Description 1 years after redemption, provided audited by BONDS, OFFICIALS' the (Records of Officials' Oaths and Bonds; State audit Notice to Elected Officials Elected or Appointed; ORC 63.25;57.4;57.5;57.8) BONDS, REVENUE BUDGETARY AND FISCAL WORK SHEETS CANCELED CHECKS 1 years after redemption, provided audited by the State audit 1 years after redemption, provided audited by the State audit 1 years after redemption, provided State audit then destro (5) OHS-

11 11 SAO/-RC2-(Inst.) Revised September 213

12 12 8E. 17 th Avenue Columbus, Ohio Northfield Center Township Section E: Records 1=1 (1) (2) Record Title and Description CASH BONDS (Cash Receipts and Expenditures Journals) 1 years after. uditor of State (5) OHS CERTIFICATES OF TOTAL AMOUNT FROM SOURCES AVAILABLE FOR EXPENDITURES AND BALANCES. 1 years after. uditor of State CERTIFICATES OF PUBLISHING LEGAL NOTICES CHECK REGISTERS CONSTRUCTION FILES CONTRACTS AND AGREEMENTS 2 years P aper 1 years after. uditor of State 15 Years of construction completion 1 Fiscal years EMERGENCY FUND MINUTES Permanent I=1

13 13 SAO/-RC2-(Inst.) Revised September 213 8E. 17 th Avenue Columbus, Ohio Northfield Center Township Section E: Records 1=1 (1) (2) Record Title and Description EMPLOYEE TIME RECORDS 1 years. after audited by the Auditor of State audit th d t (5) OHS EMPLOYMENT REPORTS (Ohio Bureau of Employment Reports Quarterly payroll reports) 1 years _ EQUIPMENT MISSED, DAMAGED, DESTROYED (Contains description of equipment, facts of incident, and date) 2 years GAS SLIPS, USAGE RECORDS 1 years after " State audit

14 14 SAO/-RC2-(Inst.) Revised September 213

15 15 8E. 17 t h Avenue Columbus, Ohio Northfield Center Township Section E: Records 1=1 (1) (2) Record Title and Description GRANTS Permanent (5) - OHS INCOME TAX RETURNS INVENTORIES (Lists of equipment, departmental property, with dates value and status of the various items INVOICES (Accounts payable invoices bills for goods shipped or services rendered. They are matched with Purchase Orders and delivery/shipping receipts, and attached to vouchers for payment 1 Years 2 years until superseded 1 years after State LANDFILL RECORDS Permanent LAW SUITES (After decisions) Permanent LEASES 1 years after State th d t SAO/-RC2-(Inst.) Revised September 213

16 SAO1-RC2-(Inst.) Revised September E. 17 th Avenue Columbus, Ohio Northfield Center Township Section E: Records 1=1 ( 1 ) 1 years after. uditor of State LEASES th d t LEVY FILES Life of Levy plus 5 years Until no longer of MEMORANDUMS administrative value MINUTES (Proceedings of Trustee/Zoning Meeting) Hardcopy & Audio PAY-1N-ORDERS (Receipts) Permanent/ Appraise for historic value 1 years after i uditor of State (5) OHS- Electronic/ PAYROLL RECORDS 1 years PAYROLL RECORDS (Br 1 years after. uditor of State

17 17 8E ' Avenue Columbus, Ohio Northfield Center Township Section E: Records 1=1 (1) PERMITS & LICENSES 2 years after expiration, provided State (5) OHS P.E.R.S. MONTHLY REPORTS 1 years PERSONNEL FILES (May include FMLA, disability claims, Workers Compensation records, discipline and grievance records, memos, pay increases, certifications, recommendations letters, etc. 6 years PLATS AND MAPS Permanent/ Appraise for historic value TOWNSHIP PUBLICATIONS Permanent retain 2 copies for record REAL ESTATE DATA REPRODUCED FROM COUNTY FISCAL' OFFICERS RECORDS 1 years Electronic/ RECORDS OF COMMITTEES SERVED ON 2 years. El

18 18 SAO/-RC2-(Inst.) Revised September 213

19 19 8E. 17 th Avenue Columbus, Ohio Northfield Center Township Section E: Records 1=1 ( 1 ) RECORDS RETENTION SCHEDULES (A form used to identify the length of time a record must be kept before final disposition. Retain 5 years after s or obsolete. (5) OHS RECORDS DISPOSL CERTIFICATE (A form used to certify the destruction or Permanent transfer of records according to an approved records retention schedule REQUISITIONS (Invoices, Purchase Orders) RESOLUTIONS 1 years after State Permanently Include in the electronic Resolutions database. Incorporate into the Minutes Administrator hard drive/paper / SEMI-ANNUAL APPORTIONMENT OF TAXES 5 fiscal years SAO/-RC2-(Inst.) Revised September 211

20 SAO/-RC2-(Inst.) Revised September E. 17' Avenue Columbus, Ohio Northfield Center Township Section E: Records 1=1 (1) SICK & VACATION LEAVE RECORDS SPECIFICATIONS BOOK STATEMENTS OF ACCOUNT FOR PER DIEM AND SERVICES (ORD 55.24) 1 years after State h d Incorporate 1 copy with contracts 3 years after State th d t (5) OHS- Electronic! SUBDIVISION RECORD PLANS Permanent TAX SETTLEMENTS 6 year

21 SAO/-RC2-(Inst.) Revised September E. 17 Avenue Columbus, Ohio Northfield Center Township Section E: Records 1=1 ( 1 ) TELEPHONE BILLS, LONG DISTANCE LOGS TIME SHEETS VEHICLE MAINTENANCE/OPERATION RECORDS (Includes service records, operation maintenance reports of licensed vehicles, warranty, and guaranty statements, and shopwork orders, accident reports, repair records, mileage, and usage logs W-2 FORMS 1 years after State 2 years after State th d t Retain during ownership of vehicle, then destroy 2 years after all rights removed. 1 years after State Electronic/ (5) OHS- D

22 SAO/-RC2-(Inst.) Revised September E. 17' h Avenue Columbus, Ohio Northfield Center Township Section E: Records 1=1 (1) (5) OHS WORK SCHEDULES One year after schedule changed WORKERS COMPENSIONSATION CLAIMS 1 years after date of final payment BLACKTOPPING AND RESURFACING RECORDS Permanent CERTIFICATES OF LABOR PERFORM3D Until no longer of administrative value. Appraise for historical value.

23 SAO/-RC2-(Inst.) Revised September E. 17 Th Avenue Columbus, Ohio Northfield Center Township Section E: Records 1=1 (1) (5) OHS DITCH RECORDS Permanent EASEMENTS Permanent JOB ORDERS.1 Years after completion Electronic/ NOTICES TO DESTROY WEEDS Until no longer of administrative value. Appraise for historic value.

24 24 8E ' Avenue Columbus, Ohio Northfield Center Township Section E: Records 1=1 (1) ROAD FUND RECORDS (Expenses of Township Road & Bridge Repairs; Delinquent Road Fund Journal (ORC 57.4; ) ROAD IMPROVEMENTS RECORDS (ORC ) 1 years after State Permanent OHS ROAD MILEAGE/LOG REPORTS Permanent ROAD RECORDS (ORC 67.5; ) ROAD TAX RECORDS (Road Tax Duplicates; Supervisor's Abstract of Tax Duplicates and Yearly Reports and Accounts) Permanent Permanent El ALL ZONING APPLICATIONS (Approved or not) Permanent ALL LAW SUITES Permanent All ZONING MINUTES Permanent MESSAGE/COMPLAINT/REQUEST DATABASE Permanent Stored in an Excel file in the Administrator omputer

25 25 SAO/-RC2-(Inst.) Revised September 213

26 26 8E. 17 th Avenue Columbus, Ohio Northfield Center Township Section E: Records 1=1 (1) ROAD FUND RECORDS (Expenses of Township Road & Bridge Repairs; Delinquent Road Fund Journal (ORC 57.4; ) 1 years after Stataudit and audit (5) OHS ROAD IMPROVEMENTS RECORDS (ORC ) Permanent ROAD MILEAGE/LOG REPORTS Permanent ROAD RECORDS (ORC 57.5; ) Permanent ROAD TAX RECORDS (Road Tax Duplicates; Supervisor's Abstract of Tax Duplicates and Yearly Reports and Accounts) Permanent ALL ZONING APPLICATIONS (Approved or not) Permanent ALL LAW SUITES Permanent All ZONING MINUTES Permanent MESSAGE/COMPLAINT/REQUEST DATABASE Permanent Stored in an Excel file in the Administrator omputer LEGAL OPINIONS Permanent / Electronic

27 27 SAO/-RC2-(Inst.) Revised September 213