records retention schedule (rc-2) - ashtabula,...

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OHIOH I S T O R Y

Ohio Historical SocietyState Archives of OhioLocal Government Records Program

800 E 17th AvenueColumbus, Ohio 43211-2497

RECORDS RETENTION SCHEDULE (RC-2)See instructions before completing this form

Section A: Local Government Unit

CITYOFASHTABULA PCD

(unit)MARY CHURCH ASSISTANT PCD DIRECT

(name) (title) (date)

Section B: Records Commission

CITY OF ASHTABULA Records Commission (440) 992-7141

4717 MAIN AVENUE ASHTABULA 44004

(telephone number)

ASHTABULA

(address) (city) (zip code) (county)

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

I hereby certify that our records commission met in an open meeting, as required by Section 121.22 ORC, and approved the scheduleslisted on this form and any continuation sheets. I further certify that our commission will make every effort to prevent these recordsseries from being destroyed, transferred, or otherwise disposed of in violation of these schedules and that no record will be knowinglydisposed of which pertains to any pending legal case, claim, action or request. This action is reflected in the minutes kept by thiscommission,

s Commission Chair Signature Date

Section C: Ohio Historical Society - State Archives

Signature Title Date

Section Di Auditor of State

Signature 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.

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Section E: Records Retention Schedule

CITYOFASHTABULA PCD(local government entity) (unit)

(1)ScheduleNumber

0000001

0000002

0000003

0000004

0000005

0000006

0000007

0000008

0000009

0000010

0000011

0000012

0000013

(2}Record Title and Description

Policies, Procedures, Rules &Regulations:

Ohio Public Records Compliance File(RC-1,RC-2, RC-3);

Executive Correspondence - This includescorrespondence of the head of the agencyand their executive staff dealing withsignificant aspects of the administration oftheir offices. Correspondence includesinformation concerning agency policies,program, fiscal and personnel matters.:

General Correspondence - This includesboth internal and external correspondence;also, correspondence from variousindividuals, companies, and organizationsrequesting information pertaining to theagency and other miscellaneous inquiries.This correspondence is informative (it doesnot attempt to influence agency policy).:

Routine Correspondence - This includesreferral letters, requests for routineinformation or publications provided to thepublic by agency which are answered bystandard form letters.:

Transient Documents - This includestelephone messages, telephone messagebooks \s and other limited documentswhich serve to convey information oftemporary importance in lieu of oralcommunication.:

Unsolicited Correspondence:

Copies - (Reading, Informational &Reference):

Drafts and Informal Notes:

Bulletins, Posters and Notices:

Blank Forms:

Professional Magazines & Publications:

Reference Publications & Directories:

(3)Retention Period

6 Year(s) After Revised, Superseded,Rescinded and No longer of anAdministrative or Legal Value.

25 Year(s) After Revised, Superseded,Rescinded and No longer of anAdministrative or Legal Valje.

2 Year(s) And no longer of anAdministrative or Legal value.

1 Year(s) And no longer of anAdministrative Value

6 Month(s) And no longer of anAdministrative Value

Retain until no longer of anadministrative value, then destroy.

Retain until no longer of anAdministrative Value, then destroy




Until Revised, Obsolete orSuperseded, then destroy.


Until Revised, Superseded orObsolete,

(4)MediaType

Paper

Paper

Multi

Multi

Multi

Multi

Multi

Multi

Multi

Paper

Multi

Paper

Multi

(5)For use byAuditor of

State or

OHS-LGRP

(6)RC-3

Requiredby OHS-

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Revised January 2013

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(1)ScheduleNumber

0000014

0000015

0000016

0000017

0000018

0000019

0000020

0000021

0000022

0000023

0000024

0000025

0000026

0000027

0000028

0000029

0000030

(2)Record Title and Description

Laws, Regulations & Rules (Local, County,State & Federal):

Vendor & Suppliers Information:

Voice Mail:

Business Card \Rotary & Rolodex Files:

Planning, Scheduling, Calendar &T rainingInformation on : Display Boards, Erasable \- Erase Boards, Chalkboards, Easel

Pads and Microsoft Outlook:

Daily, Weekly, Monthly & YearlyAppointment Books \\s\V Planners & Microsoft Outlook:

Facsimile Logs\r SheetsVConfirmation NoticesV Buffer Printouts:

PC \r System Backup Files:

PC \r Systems \- HardDrives, RAM, Disks, Diskettes, Tapes,Cartridges and similar electronic storagemedia:

Awards, Newspaper Articles,Photographs:

Computer Generated Reports (Non -Specific) - Administrative & FinancialReports - Periodic:

Computer Generated Reports (Non -Specific) Administrative & Financial -Annual \r End Cumulative:

Training Materials:

General Administrative Files:

Professional Organizations & AssociationFiles:

News Releases:

Surveys & Questionaires:

(3)Retention Period

1 Year(s) After Revised, Rescinded.Superseded or Obsolete.

Until Revised, Obsolete orSuperseded, then destroy.

Erase when no longer of anadministrative or legal value.

Until obsolete or superseded, thendestroy

Continually Updated, Revised orErased

Continually Updated. Revised orErased

Until no longer of an AdministrativeValue or Fiscal Value, then destroy

Retain for 2 System Backup Cyclesthen Erase & Reuse Tapes, Disks orCartridges.

FDISK, Format, Reformat, Overwrite,Erase or Delete Data as Administativelynecessary.

Retain Permanently

Until no longer of an Adminstrative orFiscal Value, then destroy

Until no longer of Administrative orFiscal Value

Until no longer of an AdministrativeValue.

And no longer of an Administrative orLegal value.

1 Year(s) And no longer of anAdministrative Value

2 Year(s)

3 Year(s) And no longer of anAdministrative or Legal value.

(4)MediaType

Multi

Paper

Multi

Multi

Multi

Multi

Paper

CD Disks

Multi

Multi

Multi

Multi

Multi

Multi

Paper

Multi

Paper


State orOHS-LGRP

(6)RC-3

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CITY OF ASHTABULA

ne yearsencompassed by tho recordshave been audited by theAuditor of State and theaudit report has beenreleased pursuant toSec.117.26O.R.C.

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PCD(local government entity) (unit)

(1)ScheduleNumber

0000031

0000032

0000033

0000034

000003S

0000036

0000100

0000101

0000102

0000103

0000104

0000105

0000106

0000107

0000108

0000109

0000110


Equipment Operating & MaintenanceManuals:

Equipment Maintenance & RepairRecords:

Annual Departmental Budget (Departmental Copy):

Annual Departmental Budget PreparationDocuments & Workpapers:

Requistions for Purchase Orders,Purchase Orders, Invoices & Statements(Departmental Copy):

Fixed Asset Form:

BUILDING INSPECTOR:

Annual Report:

Building Permit File:

Demolition Permit Files:

Electrical Permits:

Curb Cut Permits:

Building Permits - Carbon Copies:

Sewer Tap In Permits:

Complaints:

Flood Plain - ODNR Erosion Controls:

Flood Plain Files:

Planning Commission Written Minutes:

(3}Retention Period

Life of Equipment

Life of Equipment

3 Year(s) Provided Audited

3 Year(s) After final budget approved


When Asset transferred or sold, Returnthis form to the Auditor's Office.

25 Year(s) Appraise for Historical Value

Continually Maintained and Updated.Data Removed as Structures areDemolished.

2 Year(s)

2 Year(s)

2 Year(s)

3 Year{s)

Retain Permanently

3 Year(s) After resolved

Until Revised or Superceded.

then Purge as Administrativelynecessary.

Retain Permanently

(4)MediaType

Muiti

Multl

Multl

Multl

Paper

Paper

Paper

Paper

Paper

Paper

Paper

Paper

Paper

Paper

Paper

Paper

Paper

(5)for use byAuditor of

State orOHS-LGRP

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CITY OF ASHTABULA PCD(local government entity) (unit)

(1)ScheduleNumber

0000111

0000112

0000113

0000114

0000115

0000116

0000200

0000201

0000202

0000203

0000204

0000205

0000206

0000207

0000208


Zoning and Adminstrative Board WrittenMinutes:

Boards \s - Agendas \g Notices (Sec. 121.22 ORC):

Video \o \l Recordings:

General Building Plans: Commerical &Residential:

Electronic Mail (E-Mail) & Attachments:

Backup Data Required by Change ofPersonnel:

ENGINEERING:

Infrastructure Plans - Right of Way Plans:

Property Line Surveys -\d Notes \:

Project Files - Infrastrucre:

Street Cross Section Sheets & ProjectMaps:

State Projects - As Built Maps \:

City Plats \:

City Property \s \sRecords* Plans:

Right of Way Book:

Street Cut Files:

(3)Retention Period

Retain Permanently

5 Year(s)

Until no longer of an AdministrativeValue.

1 Year(s) After demolished or removed

Within 30 days print to paper or save toelectronic folder email which hasadministrative, fiscal or legal value. File& retain according to content based onRC-2. Purge records w/approved RC-3.Purge transient email at will

3 Year(s) Backup data created byreason of change of personnel (i.e.existing computer used by newemployee) will be retained by dept. headfor 3 yrs unless data is separatelyreviewd and retained or disposed of inaccordance with retention schedules.

Retain Permanently

Retain Permanently

Retain Permanently

Retain Permanently

Retain Permanently

Continually Maintained and Updated.

Retain Permanently

Continually Mainiained and Updated.

2 Year(s) After repaired.

(4)MediaType

Paper

Paper

Multl

Paper

Multi

Multl

Paper

Paper

Paper

Paper

Paper

Paper

Paper

Paper

Paper


State orOHS-LGRP

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(1)ScheduleNumber

0000209

0000210

0000211

0000212

0000213

0000214

0000215

0000216

0000217

0000218

0000219

0000300

0000301

0000302

0000303


Paving Tickets- Hauling:

Sanitary & Storm Sewer Permits:

Old House Number Books:

New House Number Books:

Bid Packages- Constructioon:

Bid Forms:

Ledgers : General \y \:

Pay Ins:


Bridge Inspections:


HOUSING:

Grant Applications - Not Funded:

Grants - Funded:

Grants- Funded:

Tax Increment Files (TIP) and SpecialProjects:

(3)Retention Period

2 Year(s)

Retain Permanently

Retain Permanently

Retain Permanently

2 Year(s) After completion of project,provided audited

2 Year(s) After completion of project,provided audited


3 Year(s)

Within 30 days print to paper or save toelectronic folder email which hasadministrative, fiscal or legal value. File& retain according to content based onRC-2. Purge records w/approved RC-3.Purge transient email at will

5 Year{s) After Audited and Audit isreleased per Sec. 117. 26 ORC

3 Year{s) Backup data created byreason of change of personnel (i.e.existing computer used by newemployee) will be retained by dept. headfor 3 yrs unless data is separatelyreviewd and retained or disposed of inaccordance with retention schedules.

1 Year(s) After denial.

3 Year(s) After expiration of Grantprovided Audited and disputes resolved.

5 Year(s) After expiration of Grantprovided Audited and disputes resolved.

1 Year(s) After project completed and nolonger of a Fiscal Value

(4)MediaType

Paper

Paper

Paper

Paper

Paper

Paper

Paper

Paper

Multi

Multi

Multi

Mufti

Paper

Multi

Paper


State orOH5-LGRP

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(1)ScheduleNumber

0000304

0000305

0000306

0000307

0000308

0000309

0000310

0000311

0000312

0000313

1500314

1500315

1500316

1500317

1500318

1500319


Urban Renewal Records & DevelopmentFiles:

Code Enforcement Case ManagementFiles:

Case Enforcement Management Files:

Federal Project Files - Clients:

Project Construction Files:

Letters of Closure:

Company Profiles:

Preliminary or Unsolicited Projects, Plans,Drawings, Renderings, Proposals,Presentations or Reports:



Administrative Board: Agendas, Rosters,Letters of intent to Serve

Administrative Board: Meeting Notices

Administrative Board: Meeting Minutes

Planning Commission: Agendas,Rosters, Letters of Intent to Serve

Planning Commission: Meeting Notices

Planning Commission: Meeting Minutes

(3)Retention Period

7 Year(s) And no longer of anAdministrative Value.

3 Year(s)

Continually Updated, Revised orErased

3 Year(s)

3 Year{s) And no longer of anAdministrative or Fiscal Value.

3 Year(s) After project completed and nolonger of a Fiscal Value

Continually Updated, Revised orSuperseded.

Return to Submitter or destroy when nolonger of an Administrative Value.

Within 30 days print to paper or save toelectronic folder email which hasadministrative, fiscal or legal value. File& retain according to content based onRC-2, Purge records w/approved RC-3.Purge transient email at will

3 Year(s) Backup data created byreason of change of personnel (i.e.existing computer used by newemployee) will be retained by dept. headfor 3 yrs unless data is separetelyreviewed and retained or disposed of inaccording with retention schedules.


2 Year(s)

Retain Permanently


2 Year(s)

Retain Permanently

(4)MediaType

Multl

Paper

Computer

Multl

Paper

Paper

Multi

Multi

Multi

Multi

Paper

Paper

Paper

Paper

Paper

Paper


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(1)ScheduleNumber

1600320

1600321

1600322

(2)

Record Title and Description

Community Reinvestment Area HousingCouncil: Agendas, Rosters, Letters ofIntent to Serve

Community Reinvestment Area HousingCouncil: Meeting Notices

Community Reinvestment Area HousingCouncil: Meeting Minutes

(3)Retention Period


2 Year(s)

7 Year(s)

(4)MediaType

Mult!

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Mufti


State or

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