Resolution number
09-03-21
Effective date
Worthington Libraries, like other public entities in the State of Ohio, must retain certain records from year to year. The Board of Trustees of Worthington Libraries adopts the following policy for records retention:
A library records commission shall be created and consist of the members and the clerk of the board of library trustees. The president of the library board shall serve as chair of the commission. The commission must 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 an employee of the library. The commission may at any time review any schedule it has previously approved and for good cause shown, may revise that schedule. Items listed on the Board approved Records Retention schedule and the RC-2 approved by the Ohio Historical Society may be disposed of by following the provisions of Ohio Revised Code Section 149.411.
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 shows the retention period of specific records, which is compiled from recommendations from the Auditor of State's Office and the Ohio Historical Society.
In order to simplify the process and ensure that all email communication to board members is retained in accordance with the schedule below, all board members shall use an @worthingtonlibraries.org email address for all library communication.
| 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 |
| Building Specifications and Plans |
| Historical Files |
| Library Statistics Annual Report |
| Payroll Records |
| Payroll Tax Records |
| Ohio Public Employees Retirement System Reports |
| W2 Forms |
| Non-Permanent | Retention Period |
|---|---|
| Accounting Records 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| Administrative Policy and Procedure Files | One year after superseded |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 years provided audited |
| Annual Budget Resolutions | 5 years provided audited |
| Annual Certificate of Estimated Resources | 5 years, provided audited |
| Applications for Employment Retain | with personnel record if applicant employed; others, 1 yr from application date |
| Appropriation Ledgers | 5 years provided audited |
| Automated System Backups | 1 month |
| 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 Agenda Packets & Audio Recordings | 3 years |
| Book Inventories | Maintained online; until superseded |
| Budgets — Annual | 10 years |
| 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 | One year |
| Contracts and Leases | Twelve years after expiration |
| Deduction Authorizations | Until superseded or employment terminated |
| Deferred Compensation Deduction Reports | 5 years provided audited |
| Depository Agreements | 4 years provided audited |
| 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 | 3 years included in Board agenda packet |
| Gift Donor Forms Gifts for the Library | 3 years |
| I9 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 |
| Injury/Incident Reports | 5 years provided no pending act ion |
| 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 work | One year if no action pending |
| Levy Official Files Info Created by Library | Life of Levy plus 5 years |
| Lost Books/Fine Records | Once paid removed from patron history |
| Personnel Files | 6 years after termination of employment |
| Prevailing Wages Records | 4 years provided audited |
| Purchase Orders | 2 years provided audited |
| Quarterly Payroll Reports for State | 75 years |
| Receipt Books | Until audited |
| Receipt Journals | 5 years provided audited |
| Public Records Requests | 2 years |
| Records Commission/Records Disposal documents | Ten years |
| Software | Destroy when obsolete |
| Time Sheets | 4 years provided audited |
| Transient material (all informal and/or temporary messages and notes, including email and voice mail messages, and all drafts used in the production of public records) | Discretionary; retain until no longer of administrative value. Email pertaining to topics covered by this schedule will be retained as required. |
| Unemployment Compensation Claims | 4 years provided audited |
| Vehicle Maintenance Records | Until vehicle sold |
| Voucher with Invoices | 5 years provided audited |
| W4 Forms | Until superseded |
| Workers' Compensation Claims | 10 years after date of final payment |
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.