records retentio scheduln e (rc-2) par- 1 t...form and any continuatio sheetsn 1. furthe certifr y...

H I S T O R Y C O N N E C T I O N

Ohio History Connection State Archives of Ohio Local Government Records Program 800 E. \7{h Avenue Columbus, Ohio 43211-2474 614.297.2553 [email protected] www.ohiohistory.org/lgr

OHIO HISTORY CONNECTION

APR 0 8 2019

STATE AND LOCAL GOVERNMENT RECORDS

Page 1 o f _ 4 _

RECORDS RETENTION SCHEDULE (RC-2)- Part 1 See instructions before completing this form. Must be submitted with PART 2

Section A and Section B must be filled out and signed by local government before submission to the State Archives

Section A: Local Government Unit

City of North Royalton Civil Service Commission

(Local Government Entity) (Unit)

' r • f— Timothy Lewandowski President March 6,2019

(Signature-of Responsible Official) (Name) (Title) (Date)

Section B: Records Commission

City of North Royalton

See ORC 149.38- ORC 149.412 for Records Commission information

440-237-4300

Records Commission 14600 State Road North Royalton Ohio 44133

(Telephone Number) Cuyahoga

(Address) (City) (Zip Code) (County)

To have this form returned to the Records Commission electronically, include an email address:

[email protected]

I hereby certify that our records commission met in an open meeting, as required by Section 121.22 ORC, and approved the schedules listed on this form and any continuation sheets. 1 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

5 - P S -Date

Section C: Ohio History Connection - State Archives

Signature Title Date

uditor of S ta t^

l i f e . L 7 1 & 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-1 (Part 1 & 2), Revised January 2017

mailto:[email protected]://www.ohiohistory.org/lgrmailto:[email protected]

(1) Schedule Number

(2) Record Title and Description

(3) Retention

Period

(4) Media Type

(5) For use by Auditor of

State or LGRP

1 (6) RC-3

Required by

LGRP CSC-001 Annual Reports Permanent - at

50 years appraise for historical value

Multi (retain until scanned then destroy)

CSC-002 Background Investigations 2 years after position eligibility lists expires

Paper

• CSC-003 Civil Service Examination Forms,

Applications, Tests, Booklets, Score Sheets, Answer Sheets, etc.

2 years after position eligibility lists expires

Multi

• CSC-004 Classified Employees List Until

superseded Paper

• CSC-005 Copies - All Media Until no longer

administratively necessary, then destroy

Multi

• CSC-006 Correspondence / Mail

• Routine Form Letters -This includes referral letters or publications provided to the public by agency which are answered by standard form letters.

1 year Multi


• General - This includes both internal and external correspondence. This correspondence is informative (it does not attempt to influence agency policy).

2 years Multi


• Transitory messages - This includes email, fax, notes, phone messages, text messages, any electronic communication, voice mail and other limited documents which serve to convey information of temporary importance in lieu of oral communication.

Until no longer administratively needed, then destroy

Multi

•

CSC-009 Correspondence / Mail • Unsolicited Mail (e.g.

anonymous/slanderous letters, groundless complaints, sales materials translator messages, informational brochures, etc.).

Until no longer administratively needed, then destroy

Multi

•

CSC-010 Correspondence / Mail • Postal Records (e.g.

Registered/Certified/Insured Logs or Receipts/Postal Meter documents)

2 years Multi


• Electronic Mail (email) • Facsimile (FAX) Messages • Memoranda

If administratively necessary, follow appropriate schedule based

Multi

•


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Section E: RECORDS RETENTION SCHEDULE (RC-2) - Part 2 See instructions before completing this form.

Cfycf NofftRopioft CM Oorvtos OommiMriOfi (Local Government Entity) (Unit)

(1) Schedule Number


(3) Retention

Period

(4) Media Type


State or LGRP

(6) RC-3

Required by

LGRP CSC-010 Correspondence / Mail

® Postal Records (e.g. Registered/Certified/Insured Logs or Receipts/Postal Meter documents)

2 years Multi


• Electronic Mail (email) • Facsimile (FAX) Messages « Memoranda

If administratively necessary, follow appropriate schedule based on subject matter, otherwise until no longer administratively necessary, then destroy.

Multi

•

CSC-012 Copies - All Media Until no longer administratively necessary, then destroy.

Paper

• CSC-013 Drafts- All Media Until no longer

administratively necessary, then destroy.

Multi

• CSC-014 Eligibility List Until list

expires Multi (retain until scanned then destroy) •

CSC-015 Employee Information Files Until superseded

Paper (retain until scanned then destroy) •

CSC-016 Employment Performance Evaluations 5 years Paper • CSC-017 General Order, Directives, Policies, Rules,

Regulations or Procedures Until superseded, retain one copy

Multi (retain until scanned then destroy) •

CSC-018 Hearing Case Files 10 years Paper (retain until scanned then destroy) •

CSC-019 Job Classification List Until superseded



of 4

Section E: RECORDS RETENTION SCHEDULE (RC-2) - Part 2 See instructions before completing this form.

Cty of North Royoton CM 9nvlos CpnwnfcMioii (Local Government Entity) (Unit)

(I) Schedule Number


(3) Retention

Period

(4) Media Type


State or LGRP

(6) RC-3

Required by

LGRP CSC-020 Job/Position Description 1 year after

superseded Multi

• CSC-021 Meeting Notices, Calendars, Appointment

Calendars Until no longer administratively needed, then destroy

Multi

• CSC-022 Minutes of Commission Meetings

• Approved Hardcopy Permanent Paper (retain until scanned then destroy) •

CSC-023 Polygraph/Voice Analysis Exam Reports 2 years after the eligibility list expires

Paper

• CSC-024 Psychological Reports 2 years after the

eligibility list expires

Multi

• CSC-025 Records Requests 2 years Multi

• CSC-026 Records Retention Documents

RC1, RC2, RC3 25 years after superseded


CSC-027 Reference/Library material Until updated, superseded or obsolete then destroy

Paper

• CSC-028 Requis i tions/Purchasc Orders 3 years Paper

• CSC-029 Voice Mail messages Until no longer

administratively needed, then destroy

Multi

• CSC-030 Receipt Books 2 years

provided Audited

Paper

• Audited §i encamps;

bees

l e a n s : tine vei ssed by the re -a a b a t e r ! ! SW fl

WS

c o r p s

Auditor © audit reps

1 S t a t e aocJ th< *rt Sias b e e n

a

" released pursuant f© Sec. 117.26 G.R.Cn
