Records Retention Policy
Section 1
A Records Commission of the Clermont County Public Library composed of the Clerk Treasurer, Director and one Trustee. The Commission shall meet in July each year for the purpose of approving records to be disposed. The Clerk Treasurer shall prepare the list of records to be disposed and present it to the Board of Trustees at the August meeting for approval. A file maintained by the Clerk Treasurer will serve as the official record of all actions taken by the Records Commission. the file shall contain all disposal lists and approvals. The file shall be an official record of the Library Board of Trustees. In all cases, the Ohio Historical Society – State Archives – Local Governmental Records Program will receive an RC-3 (Certificate of Records Disposal) before any records are disposed of, transferred or destroyed.
Section 2
Records shall fall into two categories: Permanent and Non-Permanent. The following list shows the retention period of specific records, which is compiled from recommendations of the Auditor of State’s Office and the Ohio Historical Society.
Permanent
- Annual Financial Report to the State Auditor
- Annual Report to the State Library
- Audit Reports from the Auditor of State
- Annual Operating Budgets
- Board of Trustees Minutes
- Board of Trustee Agenda Packets
- Deferred Compensation Deduction Reports and Statements
- Dependent Benefit Coverage Forms
- Fixed Asset Inventories
- Personnel and Annual Summary Payroll Summary Reports
- PERS Records
- Records Commission File
- W-2 Forms
- W-4 Forms (until superceded)
- Worker’s Compensation Claim Forms
| Non-Permanent | Retention Period |
|---|---|
| Accident Reports | Adult – 4 Years/Provided Audited Minor – 4 Years or 2 Years after reaching age of majority |
| Bank Deposit Receipts | 4 years/Until Audited |
| Bank Statements | 4 Years/Until Audited |
| Bids Successful | 15 Years after completion of contract/Until Audited |
| Bids Unsuccessful | 4 Years/Until Audited |
| Cancelled Checks | 4 years/Until Audited |
| Cash Journals | 10 Years/Until Audited |
| Check Registers | 4 Years/Until Audited |
| Claims and Litigation Records | 4 Years After Appeals Are Exhausted |
| Contracts for Services | 15 Years/Until Audited |
| Correspondence (Executive) | 4 Years |
| Depository Agreements | Until Superceded and Audited |
| Employee Time Sheets | 4 Years/Until Audited |
| Employment Applications | 1 Year if Not Hired |
| Federal Tax Forms 941 | 10 Years/Until Audited |
| Insurance Policies | 3 Years After Expiration/No claims Filed |
| Investment Reports | 4 Years/Until Audited |
| Lease Agreements | 4 Years After Expiration/Provided Audited |
| Leave Requests | 4 Years/Until audited |
| OBES Quarterly Payroll Report | 1 Year Provided Audited |
| Purchase Orders | 4 Years/Until Audited |
| Quotations for Goods/Services | 4 Years/Until Audited |
| Receipt Books | 4 Years/Until Audited |
| State, City, School District Tax Forms | 6 Years/Provided Audited |
| Unemployment Compensation Claims | 4 Years/Until Audited |
| Vouchers with Invoices | 4 Years/Until Audited |
Until Audited and Provided Audited is defined as the fiscal years encompassed have been audited by the Auditor of State and the audit report has been duly released.
Approved by Clermont County Public Library
Board of Trustees
November 9, 1998