!.'-,--.'-, '.:'";J >, \ ' - - ' I ' - I -. >' ';... Ohio History Connection State Archives of Ohio Local Govemment Records Program 800 E. 17th Avenue Columbus, OH 43211-2474 (-,">-? J, *,,T- Page lof 6 CONNECTION RECORDS RETENTION SCHEDULE (RC-2)- Part 1 Section A: Local Government Unit, Ohio Madine Hill (unit) Director (signature of responsible officia!)l\v 1 ' J^UA j\ (name) (title) <date>!fwo-l//; 1^* 11^ Section B: Records Commission Records Commission (513)785-7168 (telephone number) 345 High Street, Suite 730 Hamilton 4501 1 Butler (address) (city) (zip code) (county) To have this form returned to the Records Commission electi-onically, include an email address: hjgicrpfficj.hami! ton,oh.us I hereby certify that our records commission met in an open meeting, as required by Section 121.22ORC, 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 lo any pending legal case, claim, action or request. This action is reflected in the minutes kets^by this commission. Records Commission Chair Signature Date Section C: Ohio History Connection - State Archives Signature Title Date Section.^; Auditor of State Signature ' ' Title Date Please Note: The State Archives retains RC-2 forms permanently. It is strongly recommended that the Records Commission retain a permanent copy of this form SAO-/LGRP- RC-2 (Part 1 & 2), Revised August 2014
Page 2 of 6 See instructions before completing this form. (1) Schedule Number CS 16-001 CS 16-002 CS 16-003 CS 16-004 CS 16-005 CS 16-006 CS 16-007 CS 16-008 (2) Record Title and Description Transient Letters/Memos, including notes, post-it notes, text messages, voicemail/phone messages and other messages which serve to convey information of temporary importance. Drafts of Memos and Letters General Correspondence internal meeting notices, agendas, meeting notes Telephone Bills Reference publications and directories Solicitations/advertising Seminar Materials (3) Retention Period Retain untii 2 years 2 years provided audited Until superseded or obsolete (<<) Media Type i^^^s^h ^isiiiijii^ 8iilp8pl M ^i& j$iijq^^jj/ga?&?^f$^w S '^;;i isisttlil Ilis^^^^S $ ^-^S^-%^; HI S^fft-^^s^l;?; il 1j&fff&r, rii-s/jjs^-h mi. -^' -^ ^-^/--^ ^- ^ -' "^ - ^^g^«3s^ SAO-/LGRP- RC-2 (Part 1 & 2), Revised August 2014
Page 3 of 6 See instructions before completing this form. (unit) CS 16-009 CS 16-010 CS 16-011 CS 16-012 CS 16-013 CS 16-014 CS 16-015 CS 16-016 CS 16-017 CS 16-018 Original Agendas -from Originating Department Copies of Agendas Copies of Council Communications (Council Reports/Caucus Reports) Administrative Directives Payroll Records (including comp time records, leave forms, payroii change notices) Purchase orders, requests for checks, invoices, vouchers, cash reports Travel Requests/Expenses Purchasing Card Reconciliation Contracts/ Agreements for Equipment & Services Recordings of Civil Service Commission Meetings Minutes of Civil Service Commission Meetings 6 years adminstratively City clerk is in receipt superseded or replaced 6 years 6 years 3 years 3 years provided audited 25 years contract expiration 1 years reduced into forma! meeting minutes Permanent Pa per or Cassette Tape/Com pact Disc/Elect ronic B '' :''"'^..i< 'i''-'^^'^^"-''-.'-'^ i-js'-^fc^-fr 'C''^-'^'^'-'^--^' ' '"^X^iSy $"-*^tt t "-^--J ^i^^ss ^- X^Ni V^^S-VV-^ -V". \'-^S.^>-^ _; >L-V\ V^"/ "-V\\ '.^ :^V-:-i".- ' *&:;. x^"^.^' " "^ 'iisi^liiisit ;J^^I^St^l2 i^vvi^l VJ^ ' ^l^ '-"'~^S- ;i: j fev'ji ;!i?i' -V-'-:;~L^'-;^ >" '^&^&'^:*Xt ^ '$:&''. -..rj"^'- 'y$%,:&--~-: SAO-/LGRP- RC-2 (Part I & 2), Revised August 2014 ast report has been released pursuant to Sec. 117-26 O.R.C.
Page 4 of 6 CS 16-019 Application for Employment Person Hired (Hired) Retain Permanently Pa per or wilt CS 16-020 CS 16-021 CS 16-022 CS 16-023 CS 16-024 CS 16-025 CS 16-026 CS 16-027 Person Not Hired Copies Commendations, promotions Employee Performance Evaluations Employee Training Records Insurance Enrollment Records Job/Position Descriptions Labor Union Agreements Letter of Appointment Letter of Resignation (Not Hired) Destroy 2 years (Copies)Until Personnel File Place In 1 year employee leaves municipal employ 1 year superseded 15 yea rs termination m^ispjllill rp^r,.; ;&; ^^;-Vi4*.^--. \x-w-s. - '"' *;".-IE-:W:K:V%?^:S?S ' ^^^"t'^sj'sbs mshfat, ^'-'^X'^^^'^Xt^'-:^ ifc i;» i -;. :,; " '- ;:V: V>W' f-/v: --J- ~'^'- j"^^/',"^,".%: "-^ - X-1 tfllsbflsii HI '.^ -L'"x-'^'H~-r,x''-r-:"^.\'''<-"'- SAO-/LGRP- RC-2 (Part I & 2), Revised August 2014
Page 5 of 6 Sen instructions before completing this form. CS 16-028 Purge 2 years leaves municipal service. Retain ifiail: '^^^^^^Kf< ^;f%'%^-v-t^ $?j?^^jjjjj?:: ^.. m CS 16-029 CS 16-030 1 CS 16-031 CS 16-032 CS 16-033 Personnel File i Promotion Action Record of Disciplinary Action Background investigations Civil Service Examination Forms, Tests, Booklets, Score Sheets, Answer Sheets, Etc. Eligibility List record of service time, salary history, leave balances, taxes paid, resignation letter, retirement information and waivers. OSHA related records 20 years; Performance Evaluations 5 years. 4 years unless labor contract states longer 2 years position eligibility list expires 2 years position eligibility list expires Untii List Expires ^;'%i^^--2^'\^?^x ' T^i'^o^'^ ''Av^'<^*,v"^ ^BifSl IPlls^Iiii ^lilhsi^f %^^**M%i^;J pl <^&'2:';'} ''Mj&l%fi&ty $ ''^^^.^i--^^'-.^'^^-. ^M^It^Sl^t ^<'/%'"V'^-'t^ ; '^*-;-'>,'- ^t^ 1sSS0^''? J^S^i f%il S^fJp^sil^t ^J ) i S ^tftw^s tpsllil JKilif^SHssli T^^iF^'-'"^^'-' p!^ ^ 0^^ 'SllSi^S S'^SSS^S^f-St'^^^S^'i ^ffi^ki^ii^ ^B^^SSfc^f'j Mi^^^lSI r%x^\\^-vr5s^ -.j'^'-l'-"^ - ^^v/:^-^^'"".;',^"^-''^' ;'- ; ' &/:i''o&^& ^IK^-iisW^O^-' jst iiy: IflSIIilit ^v"w^"?4-f;',v.5i«; ^yscs.---7^i>5>}s ; ^^s?%^ S^8R^ ^SSIfSv' iiittet^ Isfrf^tes ;;6lfijSl!l^ SAO/LGRP- RC-2 (Part 1 & 2), Revised August 2014
Page 6 of 6 See instructions before completing this form. CS 16-034 CS 16-035 CS 16-036 CS 16-037 CS 16-038 CS 16-039 Requisitions/Certifications Civil Service Commission Ruies Signed Employee Policy Acknowledgements Consultant Contracts Benefit Administration Records (Records pertaining to group health insurance plan: carrier selection process, notice to carriers re. employee enrollment changes, COBRA participant data, health benefits committee documents including benefit pian descriptions) Announcements (Civil Service Examinations/Job Postings) 10 years appointment Permanent 25 years contract termination 3 years termination of plan 5 years ^s^l^t^.- 'r" ss.'-^^i fftj>% " ^Blfiiftfijilil SHI ^ "^i''\^^:"^''>'^'^^^ ^'--r.. '- "- --- ;" -^'-,-:'^i\!;'-"%&*'& & Hi :V^y-'"^'^;;^4;V/'":;,'rv->"\'ri l^^^^^lf> 8!^liiill8?8J:; SAO-/LGRP- RC-2 (Part i & 2), Revised August 2014
Amanda Rindler From: Sent: To: Subject: Attachments: Pat Bigler <pat.bigler@hamilton-oh.gov> Monday, October 17, 2016 1:05 PM Amanda Rindier RC-2s Approved by Records Commission RC-2 Human Resources Deptpdf; RC-2 Strategy & Information Dept.pdf; RC-2 Utilities Engineering.pdf; RC-2 Deptpdf; RC-2 Finance Dept.pdf Amanda, Attached for your review, please RC-2s which were approved by the Records Commission at their 10/6/16 meeting. Please let me know if you have any questions or concerns. Thanks, Pat Patricia R. Bigler Exec, Administrative Coordinator, Ohio Finance Department 345 High Street, Suite 730 Hamilton Ohio 45011 Phone: 513-785-7168 Fax:513-785-7160 E-mail: biqlerp@ci.hamiiton.oh.us Please note that my email address has changed.