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O H I O 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. l/t" Avenue Columbus, Ohio 43211-2474 614.297.2553 local recs(5iohiohistorv. org www.ohjohistory.org/lgr

OHIO HISTORY CONNECTION

5 2017

STATE AND LOCAL GOVERNMENT R E C O R D S

RECORDS RETENTION SCHEDULE (RC-2) Part 1

See instructions before completing this form. Must be submitted with PART 2

Section A : Local Government Unit

W O O D C O U N T Y A L L COUNTY

Andrew S . Kaimar

(Unit)

County Administrator i (Dite) (Signature of ResponsibieOTflrtil'tJ (Name) (Title)

Section B : Records Commission

Wood County Records Commission 419-354-9100

1 Courthouse Square Bowling Green

(Telephone Number)

43402 W O O D (Address) (City) (Zip Code) (County) To have this form returned to the Records Commission electronicaliy, include an email address:

bransomfajco.wood.oh.us

1 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. 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, actioiuij^equi^st*, This action Is reflected in the minutes kept by this commission.

C ( ^ - • z - i - n Records Commissmn Chair Signature Date

Section C : Ohio HistOry-Cimnection

{f^f.^^xCC^^ %XhXK-^

- State Archives

Lyfyi^f' vy7/ / /a_ Signature — \ Date / f

-SectisErtD: Auditor of StaAe/|

•7-5 PI? 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-/LGRn- R C - 2 ( P a r t l 2), Revised January 2017

1

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

WOOD C O U N T Y ALL COUNTY (Local Government Entity) (Uni t )

(1 ) Schedule Number

(2) Record Title and Description

(3) Retention Period

(4) Media Type

(5) For use by Auditor of

State or L G R P

(6) R C - 3

Required by L G R P

AC-01 A C C I D E N T R E P O R T S / F I L E S - Reports of personal injury or property damage involving a county vehicle or occurring on county property

6 years Electronic Paper •

AC-02 ACT IV ITY R E P O R T S - Reports compiled to detail financial, statistical and/or operational data


AC-03 A G E N D A S - A list of items to be discussed and/or acted upon during a hearing or meeting


AC-04 ANNUAL INVENTORY - O R C 305.18; Departmental Inventory of all its materials, machinery, tools, and other county supplies


AC-05 ANNUAL R E P O R T S - Contains substantive information of operations, policies, procedures, and planning

Permanent; may destroy paper and electronic if microfilmed

Electronic Paper

AC-06 A P P L I C A T I O N S F O R E M P L O Y M E N T (successful) - Application submissions by individuals chosen for employment

Place in personnel file

Electronic Paper •

AC-07 A P P L I C A T I O N S F O R E M P L O Y M E N T (unsuccessful/not hired) - Applications, resumes, etc., of individuals not selected for interview process


AC-08 A T T E N D A N C E R O S T E R - Compiles numbers of hours worked, accrual and use of sick leave and vacation time, identifying information, number of pay periods, etc.


Electronic Paper Microfilm

•

AC-09 AUDIO, V IDEO, PHOTO F I L E S (not specific to another records series) -Documents events or functions of governmental unit

Until obsolete, superseded, or replaced; retain if of historical value

Electronic Paper

AC-10 AUDIO, V IDEO, R E C O R D I N G S -Recordings of proceedings of public sessions, used for creating transcripts, minutes, and/or reports

Until transcript, minutes, or report approved

Electronic • AG-11 AUDIT R E P O R T S - O R C 117.26;

Financial examinations and reports issued by the Federal government. Auditor of State, or conducted internally


S A O - / L G R P - R C - 2 (Fa i t 1 2 ) , Revised January 2017

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

2

WOOD C O U N T Y ALL COUNTY (Loca l Government Ent i ty) (Uni t )

(1) Schedule Number

(2) Record T i t le and Description


(4) Media Type


State or L G R P

(6) R C - 3

Required by L G R P

AC-12 B A D G E S & ID'S - Employee identification badges and keyless entry devices and related records

Destroy after termination or when obsolete


AC-13 B IDS (successful) - O R C 2305.06; Records documenting process in which bids, proposals, or quotes are requested and received for the purchase of services, equipment, and/or merchandise

Incorporate into contract file


AC-14 B IDS (unsuccessful) - O R C 2305.06 2 years Electronic Paper • AC-15 BOND DOCUMENTS - I R S Rule 5.70;

Records relating to issuance of bonds to fund projects

3 years after last bond has been retired

Electronic Paper • AC-16 BOND R E G I S T E R 7 years after final

maturity of notes or bonds

Electronic Paper • AC-17 B U D G E T (Annual Departmental/Office) -

Annual fiscal allocation to a department or office

3 years ( B C C retains annual appropriations)

Electronic Paper • AC-18 B U D G E T WORKING P A P E R S -

Preparation documents used to support appropriations request

2 years Electronic Paper • AC-19 B U L L E T I N S , P O S T E R S , N O T I C E S -

Announcements and informational notices including unsolicited announcements related to job functions

Until no longer of administrative value


AC-20 CLAIMS & LITIGATION F I L E S - Legal claims and court cases involving County, E E O C , O C R C , S P B R , harassment, grievances, and disciplinary hearings

5 years after case closed and all appeals exhausted

Electronic Paper n

AC-21 C O M M E R C I A L D R I V E R S L I C E N S E (CDL) - Pre-employment screenings, test results Indicating alcohol concentration of 0.02 or greater, positive screens, refusal documentation, evaluations and referrals, agreements for services, policies and procedures


S A O - / L G R P - R C - 2 (Part 1 2) , Revised January 2017

3

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

WOOD COUNTY ALL COUNTY (Local Government Entity) (Unit)

(1) Schedule Number



(4) Media Type


State or L G R P

(6) R C - 3

Required by L G R P

AC-22 COMPLIANCE R E P O R T S - Standard reports required by regulatory agencies

5 years Electronic Paper • AC-23 C O N T R A C T S - O R C 2305.06; Legal

agreements with individuals, organizations, or entities to procure goods and/or services

8 years after expiration if executed 2013 and after; 15 years after expiration if executed 2012 and prior


AC-24 C O P I E S - Additional copies of records which are no longer required and serve no useful purpose


Electronic Paper • AC-25 C O R R E S P O N D E N C E - Messages sent

and received by any media including letters, memoranda, faxes, e-mail messages, misc. communications, etc.

Retain according to content, ensure metadata retained


AC-25a C O R R E S P O N D E N C E - Transient: Communications which convey information of temporary importance in lieu of oral communication; e.g. drafts, meeting notices, referral letters, requests for routine information or publications provided to the public by an agency which are answered by standard form letters



AC-25b C O R R E S P O N D E N C E - General: Requests for information pertaining to interpretations and other miscellaneous inquiries; informative - does not attempt to Influence policy. Includes copies of outgoing correspondence maintained for reference purposes


AC-25C C O R R E S P O N D E N C E - Substantive: Correspondence of the head and the executive staff of an agency dealing with significant aspects of the administration of the office. Includes information concerning agency policies, procedures, program, fiscal, and personnel matters

5 years; file with related records if content requires longer retention


SAO- / L G R P - R C - 2 (Part 1 2), Revised January 2017

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

4

WOOD C O U N T Y ALL COUNTY (Local Government Entity) (Unit)

(1) Schedule Number



(4) Media Type

(5 ) For use by Auditor of

State or L G R P

(6 ) R C - 3

Required by L G R P

AC-26 D E L I V E R Y / P A C K I N G S L I P S - Shipping information for equipment, supplies, etc., sent or received


Electronic Paper • AC-27 D E S K / A P P O I N T M E N T C A L E N D A R S -

Calendars, planners, etc., used to manage schedules, meetings, projects, etc.

3 months after useful life

Electronic Paper • AC-28 D I R E C T I V E S , MANUALS, H A N D B O O K S -

Activities and operations of department, office, agency, etc. May include rules, instruction, processes, etc.

2 years after superseded, obsolete or replaced


AC-29 D I R E C T O R I E S / L I S T S - Information including employee phone numbers, e-mail addresses, staff roster, committee membership, assignments, schedules, etc.

Until superseded, obsolete, or replaced


AC-30 D I S A S T E R / B U S I N E S S CONTINUITY P L A N S - Plans and procedures to protect and re-establish county operations in the event of a disaster


Electronic Paper • AC-31 D ISC IPL INARY R E C O R D S - Records of

a series of disciplinary actions leading to improvement of performance or termination from employment

10 years atfer termination of employment


AC-31a D ISC IPL INARY H E A R I N G S - Audio & Video: Recordings of disciplinary hearings

1 year Electronic • AC-31b D ISC IPL INARY H E A R I N G S - Reports:

Issued at conclusion of disciplinary hearing

Place in personnel file

Electronic Paper • AC-31C D I S C I P L I N A R Y H E A R I N G S -

Transcripts: Written record of disciplinary hearing

5 years Electronic Paper • AC-32 D R A F T S , N O T E S , T R A N S I E N T

R E C O R D S - Preliminary working documents and other materials which serve to convey information of temporary importance



AC-33 EQUIPMENT MAINTENANCE R E C O R D S - Operation and upkeep of equipment; may include usage logs, maintenance schedules, service records, etc.

Life of equipment Electronic Paper •

SAO- / L G R P - R C - 2 (Part 1 2), Revised January 2017


W O O D C O U N T Y A L L C O U N T Y

(Loca l Government Ent i ty) (Uni t )

(1) Schedule Number

(2) Reco rd T i t le and Descr ipt ion

(3) Retent ion Per iod

(4) Med ia Type

(5) F o r use by Aud i to r of

State or L G R P

(6) R C - 3

Requ i red by L G R P

AC-34 E E C DATA S H E E T S & E E O - 4 R E P O R T -29 C F R 1602.30, 29 C F R 1602.31; Records required by Equal Employment Opportunity Commission


AC-35 FAMILY MEDICAL L E A V E A C T R E C O R D S - 29 C F R 825.500; Disclosure and correspondence to employees utilizing leave under FMLA


AC-36 FINANCIAL R E C O R D S - Accounts receivable and accounts payable; bank statements, pay-in to treasury, purchase orders, invoices, bill backs, schedules, detail reports, receipts, cash books, etc.

3 years provided audited


AC-37 F O R M S AND T E M P L A T E S - Blank forms and templates created for frequently used formats such as memos, letters, labels, etc.

Until superseded, obsolete, or replaced; H R - 2 years after superseded, obsolete, or replaced


AC-38 F R I N G E B E N E F I T R E P O R T S - Quarterly reports and records related to taxable fringe benefits received by county employees. Used to determine and collect taxes due as required by the I R S


AC-39 G R I E V A N C E S - Formal complaints and responses regarding work, conduct, interpersonal relations, or disciplinary actions towards an employee or employer

10 years after termination of employment


AC-40 F U E L U S A G E R E C O R D S - Tracking use of fuel for operation of equipment and vehicles

3 years Electronic Paper • S A O - / L G R P - R C - 2 (Part 1 2), Revised January 2017



(1) Schedule Number

(2) Record T i t le aud Descr ipt ion

(3) Reteut iou Per iod

(4) Med ia Type


State or L G R P

(6) R C - 3


AC-41 G R A N T S - Files relating to projects and work funded by state, federal, or other grants. Includes financial records, grant request and reward paperwork, etc.

A s required by the grant; if no retention specified, 5 years after provided all audits completed, reports issued, and any claims or audit findings resolved


AC-41a G R A N T S (unfunded) - Applications and supporting files for grants not awarded

1 year Electronic Paper • AC-42 IMMIGRATION F O R M S & l-9's - 8 C F R

274a.2; Employment and Eligibility Verification Form 1-9 verifies employee's identification and authorization to work in the United States

3 years after date of hire or 1 year after termination, whichever is later


AC-43 I N S U R A N C E P O L I C I E S & R E C O R D S -O R C 2305.10; Documents terms and conditions between county and insurance providers and administration of policy

2 years after expiration provided no claims pending


AC-44 IT O P E R A T I N G & S Y S T E M H A R D W A R E C O N V E R S I O N P L A N S - Documentation of plan and procedures followed to move data and programs to new systems and/or hardware

1 year after successful conversion


A C - 4 5 IT S Y S T E M B A C K U P S - Backups to protect and make records accessible in event of electronic failure

1 system backup cycle

Electronic • AC-46 IT S Y S T E M O P E R A T I N G P R O C E D U R E S

- Guidelines for operation of computer system or application


Electronic Paper • AC-47 IT S Y S T E M S P E C I F I C A T I O N S -

Documents how computer system or application Is set up and maintained

3 years after discontinued or data transferred to new system


S A O - / L G R P - R C - 2 (Part 1 2) , Revised January 2017

7


WOOD C O U N T Y ALL COUNTY (Local Goverament Entity) (Unit)

(1) Schedule Number

(2 ) Record Title and Description


(4) Media Type

(5 ) For use by Auditor of

State or L G R P

(6 ) R C - 3

Required by L G R P

AC-48 J O B D E S C R I P T I O N S - Outlines requirements and responsibilities of a job

2 years after superseded or classification abolished


AC-49 J O B POSTING & I N T E R V I E W F I L E S -Advertisements, lists of applicants, questions, test materials, score sheets, sample letter to unsuccessful applicants, etc.


AC-50 L A Y O F F R E C O R D S , E M P L O Y E E R E T E N T I O N POINTS - O R C 124.321-124.328, OAC 124-7-01, O D A S 123:1-41; Documents ranking employees to determine potential layoffs and displacement rights to other positions


AC-51 L E A V E R E Q U E S T S - Requests to use sick leave or vacation time during defined pay period

3 years Electronic Paper • AC-52 L E G A L A D S & N O T I C E S - Legal

announcements informing the public of bids, meetings, hearings, etc.

1 year or until superseded

Electronic Paper • AC-53 L I C E N S E S , P E R M I T S , ,

C E R T I F I C A T I O N S - Documents affirming requirements being met as ascribed by issuing agency

2 years after expiration

Electronic Paper • AC-54 MANAGEMENT & O P E R A T I O N A L

R E P O R T S - Reports and/or feasibility studies including statistical analysis created to a s s e s s functions, projects, and programs


AC-55 MATERIAL S A F E T Y DATA S H E E T S (MSDS) - 29 C F R 1910.1020(d)(1)(i i)(B); Information about properties of chemicals, including physical data, toxicity, first aid, storage, disposal, processes, etc.

30 years from date the substance was last received in the workplace


AC-56a MEET ING, HEARING R E C O R D S -Notices: posted publicly showing the time, place, and subject of upcoming meeting or hearing of boards, commissioners, agencies, etc.

1 year Electronic •

S A O - / L G R P - R C - 2 (Part 1 2 ) , Revised January 2017

8


WOOD COUNTY ALL COUNTY

(Local Government Entity) (Unit)

(1) Schedule Number



(4) Media Type


State or L G R P

(6) R C - 3

Required by L G R P

AC-56b M E E T I N G . HEARING R E C O R D S -Minutes & Reports: Official summary of proceedings of a public hearing or meeting


Electronic Paper

AC-56C M E E T I N G , HEARING R E C O R D S -Summaries: Summaries of departmental, staff, non-offical administrative committee, etc., meetings held for informational purposes (no decisions made or action taken)

2 years; if training, incorporate into training files


AC-56d M E E T I N G , HEARING R E C O R D S -Transcripts: Partial or complete written telling of public hearing or meeting as taken from recording or stenography


AC-57 N E W S R E L E A S E S - Information disseminated to the public through media outlets

1 year Electronic Paper • AC-58 ORGANIZATIONAL C H A R T S - A diagram

that shows the structure of an organization

Until superseded Electronic Paper • AC-59 P E R F O R M A N C E EVALUAT IONS -

Assessment of a worker's job performance


Electronic Paper • AC-60 P E R S O N N E L R E C O R D S -

Documentation of the history and status of the employment of an individual. May include applications, performance evaluations, grievances, employment verifications, accident reports, payroll change sheets, P E R S information, exit interview, disciplinary actions, waivers, etc.

Purge extraneous files 10 years after termination of employment

Electroinic Paper Microfilm •

AC-60a P E R S O N N E L R E C O R D S - Required Long Term Retention: Service time, salary history, leave balances, taxes paid, resignation letter, retirement information, waivers

50 years after termination of employment; retain if of historical value


AC-60b P E R S O N N E L R E C O R D S - Medical Files: Records pertaining to employee's medical insurance, conditions, etc., as they relate to their employment. Includes H IPPA


SAO- / LGRP- RC- 2 (Part 1 2 ) , Revised January 2017

9


WOOD C O U N T Y ALL COUNTY (Local Government Entity) (Unit)

( 1 ) Schedule Number

(2) Reco rd T i t le and Descr ipt ion

(3) Retent ion Per iod

(4) Med ia Type


State or L G R P

(6) R C - 3


AC-61 P L A T S , MAPS, B L U E P R I N T S - Sketches, drawings, and plans of buildings, physical locations, topography, etc.

Permanent;may destroy paper and electronic if microfilmed


AC-62 PUBL ICATIONS - Brochures and promotional material created by county agencies to inform the public of services and functions

Until superseded, obsolete, or replaced; retain 1 copy permanently

Electronic Paper Microfilm •

AC-63 O U O T E S , P R O P O S A L S (successful) -Requests to vendors to provide pricing for services, merchandise, equipment, vehicles, etc., when an official bid is not required

Retain for period of service offered, life of merchandise/ equipment/ vehicle, plus 1 year


AC-64 O U O T E S , P R O P O S A L S (unsuccessful) -Ouotes and proposals not accepted

2 years Electronic Paper • AC-65 R E C O R D S R E O U E S T S - O R C 149.43;

Logs, communications, and documentation of verbal and written public records requests

2 years Electronic Paper • AC-66 R E S E A R C H F I L E S - Fi les compiled to

compare and contrast options, equipment and/or plans of action

Until no longer of administrative, f iscal, and/or legal value


AC-67 R E T I R E M E N T B E N E F I T S - Records related to employee eligibility, service credit, payout, etc. of pension benetlts


Electronic Paper • AC-68 S C R A P B O O K S , Y E A R B O O K S -

Collections and publications related to activities of a governmental entity

Until no longer of administrative value; retain if of historical value -may destroy paper and electronic if microfilmed


AC-69 S E R V I C E R E O U E S T S , W O R K O R D E R S Written requests and tracking logs seeking services, assistance, etc. Includes responses and action taken



S A O - / L G R P - R C - 2 (Part 1 2), Revised January 2017



(1) Schedule Number


(3) Retent ion Period

(4) Media Type


State or L G R P

(6) R C - 3

Required by L G R P

AC-70 S P E C I A L P R O G R A M S - Annual or special one-time events such as county picnic and safety fair, Youth Olympics,calendar contests. Spirit of Wood County Awards, etc.

Until no longer of administrative value; retain If of historical value -may destroy paper and electronic if microfilmed

Electronic Paper Microfilm ET

AC-71 S P E E C H E S & P R E S E N T A T I O N S -Written and/or recorded materials related to public speaking engagements, press conferences, meetings, etc.

Until no longer of administrative value; retain if of historical value


AC-72 S T A T I S T I C A L R E P O R T S - Compiling statistics specific to office activities, projects, e t c , for use in analyzing efficiency, trends, etc.

Monthly and Quarterly: until incorporated into Annual Report; Consultant: 5 years


AC-73 S U R V E I L L A N C E V IDEO - Footage documenting daily actions of employees and visitors within an agency or on Its grounds for security purposes

Use for 1 cycle then reuse provided no action pending

Electronic •

AC-74 S U R V E Y S & Q U E S T I O N N A I R E S -Records collected from employees or the public to a s s e s s how an event or program is perceived to determine if improvements or changes should be made



AC-75 T E L E P H O N E R E C O R D S - Messages for incoming and outgoing calls


Electronic Paper • AC-76 TRAINING F I L E S - Documentation of

employee training provided, including materials, subject matter, registration, schedule, evaluations, etc.

5 years or until no longer of administrative value

Electronic Paper

Ciitod meai

• AC-77 T R A V E L R E Q U E S T S , E X P E N S E

R E P O R T S - Written requests for funds to travel; includes mileage calculation sheets, registration materials, receipts, etc.

3 years provided audited

Electronic Pap^r? ht At au re

mbeen ai t^ltor of i t ^It repast 1 eased oisr;

dtleini)/ ii;h ;ito and the las been luant to

Sec. 117.26 O.R=C. S A O - / L G R P - R C - 2 (Part 1 2 ) , Revised January 2017


n

W O O D C O U N T Y A L L C O U N T Y

(Local Government Entity) (Unit)

0 ) Schedule Number


(3) Retent ion Period

(4) Media Type


State or L G R P

(6) R C - 3

Required by L G R P

AC-78 UNION C O N T R A C T S - Documents terms of agreement between county entity and employee union

3 years after expiration, provided no activity


AC-79 V E H I C L E MAINTENANCE & M I L E A G E -Documentation of condition and service completed on county owned vehicles; includes service schedule, fuel record, mileage, etc.

6 months after vehicle sold


AC-80 V I S I T O R ' S LOG, SIGN-IN S H E E T S -Completed by visitors showing time of arrival, name, reason for visit, time departing, etc.

1 year Electronic Paper •

AC-81 W A G E & HOUR R E C O R D S - Dept. of Labor; Employee's ftill name, S S N , address and zip code, birth date (if under age 19), sex, occupation, hours worked each week, total hours in work week, and definition of work week (time/day begins) hourly rate and type of payment, total daily or weekly straight-time earnings, total overtime earning for work week, additions or reductions from wages, total wages paid each pay period, date of payment, and coverage period. Includes time sheets, time cards, payroll worksheets, etc.

3 years provided audited; if no Attendance Rosters (AC-2017-08) maintained, timesheets/ timecards must be maintained permanently

Electronic Paper

Audits erasc-iin have t Audatc audit r releas Sec. 1

i memsi t! passed by c-en auditc r of State sport has I 5C5 pursiiar rA26 O.Rj;

• years

the sresord: • •} by the lid the men

it to [.

P L E A S E N O T E : T h i s schedu le l ists records connmonly found in many off ices and depar tments . Loca l gove rnmen ts m a y enac t a G e n e r a l S c h e d u l e that c o v e r s all depar tments or e a c h depar tment m a y e n a c t its own s c h e d u l e that incorporates these records. T h e retention per iods spec i f ied herein a re either required by statute or have been determined by best pract ice. Pe rmanen t records exist ing solely in e lectronic format may become i naccess i b l e through med ia d e c a y and/or hardware /so f tware o b s o l e s c e n c e . T h e Ohio Histor ical Soc ie ty r e c o m m e n d s that digital records with greater than a 10 y e a r retention period a l so be main ta ined in either paper or microfi lm formats . R e c o r d s may not be d isposed of until all audi ts a re re l eased and audit d i s c r e p a n c i e s h a v e been sett led. W h e r e a lawsui t or agency proceeding is pending, a legal hold on re levant records is required. R e c o r d s sha l l be reta ined until the legal hold h a s been removed, E L E C T R O N I C MAIL (e-mai l ) is a format on wh ich records a r e sent , rece ived and/or drafted using electronic mail ing s y s t e m s . E-mai l is N O T a record s e r i e s . Ins tead, e a c h Individual e-mai l should be eva luated accord ing to its content and retained In a c c o r d a n c e with the record s e r i e s adopted within this schedu le that the content most c lose ly fits.

*THIS SCHEDULE SUPERSEDES ALL PRIOR ALL COUNTY SCHEDULES*

SAO- / LGRP- RC- 2 (Part 1 2 ) , Revised January 2017