The Medina County District Library Records Commission as described in ORC Section 149.411 shall meet at least once each calendar year to review obsolete records for disposal and to approve revisions to the MCDL Records Retention Schedule. Revised schedules will be processed according to ORC Section 149.381 through the Ohio history connection and the Auditor of State.
The Fiscal Officer is responsible for submitting any required forms and records schedules as approved by the Records Commission to any designated agency. After the approval period of the designated agency and/or Auditor of State, the Fiscal Officer is responsible for the disposal of records.
Records Retention Schedule (RC-2)
Revised: 10-16-2017, 09-16-2019, 08-17-2020
| Record Series | Name | Description | Retention Period | Media Type | Location | Custodian |
|---|---|---|---|---|---|---|
| ADM 01 | Annual Report to State Library | Annual survey reported to Library of Ohio. | PERMANENT | Paper & Electronic | Senior Administrative Assistant file drawers | Administration Office |
| ADM 02 | Art Show Documents | Applications, waivers and inventories of art exhibits. | Current year plus 1 year | Paper & Electronic | Shared drive electronic file | Administration Office |
| ADM 03 | Board of Trustees Agenda Packet | Agendas, minutes, reports and resolutions prepared for Board meetings. | PERMANENT | Paper & Electronic | Director’s office or basement storage / Shared drive | Administration Office |
| ADM 04 | Board of Trustee Files | Board member applications, contact info and appointment documents. | 6 years after service provided audited | Paper & Electronic | Senior Administrative Assistant files | Administration Office |
| ADM 05 | Board of Trustees History List | Ongoing record of Board members' service, contact, and committee information. | PERMANENT | Paper & Electronic | Shared drive electronic file | Administration Office |
| ADM 06 | Board Resolutions | Ongoing and annual list of Board-approved resolutions. | PERMANENT | Paper & Electronic | Senior Administrative Assistant files / Policy Manual | Administration Office; Human Resources |
| ADM 07 | Bond/Levy Non-fiscal Information | Letters, campaign plans, and strategies for library bond or levy issues. | Current and 1 previous bond or levy | Paper & Electronic | Senior Administrative Assistant file drawers | Administration Office |
| ADM 08 | Consultant Reports | Reports submitted by consultants engaged by the library. | Until no longer of administrative value | Paper & Electronic | Shared drive electronic file | Administration Office |
| ADM 09 | End of Year Statistics Summary | Summary of one calendar year non-fiscal statistics. | PERMANENT | Paper & Electronic | Shared drive electronic file | Administration Office |
| ADM 10 | Incident Reports | Written reports of incidents or accidents involving public and/or staff. | Current year plus 5 years | Paper & Electronic | Shared drive electronic file | Administration Office |
| ADM 11 | News Articles | Copies of articles from local media mentioning the library. | PERMANENT | Paper & Electronic | Director’s office or basement storage room | Administration Office |
| ADM 12 | Non-monetary Donation Forms | In-kind donations of books, items, services, or products. | Current year plus 5 years | Paper & Electronic | Senior Administrative Assistant file drawers | Administration Office |
| ADM 13 | Reference Survey Tallies | Semi-annual tally sheets used to count reference questions. | Until data entered in spreadsheet | Paper & Electronic | Senior Administrative Assistant file drawers | Administration Office |
| ADM 14 | Reference Survey Summary | Completed summary of reference survey. | Current year plus 1 year | Paper & Electronic | Shared drive electronic file | Administration Office |
| ADM 15 | Statistics Spreadsheets | Monthly non-fiscal library usage statistics. | Current year plus 5 years | Paper & Electronic | Shared drive electronic file | Administration Office |
| ADM 16 | Strategic Plans | Formal Board-adopted plans outlining library development and goals for specific periods. | Current year plus 2 previous plans | Paper & Electronic | Shared drive electronic file | Administration Office |
| ADM 17 | United Way Pledge Forms | Pledge forms that staff complete for payroll deduction/donations to United Way. | Current year plus 2 previous years, provided audited | Paper & Electronic | Shared drive electronic file | Administration Office |
| ADM 18 | Recordings of Board Meetings | Audio/visual/digital recordings of Board meetings. | Until minutes are approved by Board of Trustees | Paper & Electronic | Shared drive electronic file | Administration Office |
| FIN 01 | Annual Appropriations Resolution | As adopted by library Board of Trustees; submitted annually to Medina County Auditor. | PERMANENT | Paper & Electronic | Finance Office File Cabinet / Electronic version in Finance Drive | Fiscal Officer |
| FIN 02 | Annual Financial Report | Submitted to Auditor of State annually; includes Management Discussion and Analysis, Notes, and required financial statements. | PERMANENT | Paper & Electronic | Finance Office File Cabinet / Finance Drive | Fiscal Officer |
| FIN 03 | Annual Financial Report Notice | Public notice that financial statement is available for review. | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet / Finance Drive | Fiscal Officer |
| FIN 04 | Annual Permanent Budget | Adopted by the Board; used as guideline for revenue and expenses. | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet / Finance Drive | Fiscal Officer |
| FIN 05 | Annual Tax Budget | Preliminary alternative tax budget; submitted to Medina County Auditor by July 20th of each year. | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet / Finance Drive | Fiscal Officer |
| FIN 06 | Bank Deposit Receipts | Issued from bank upon deposit of library receipts; with backup documentation. | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet / Finance Drive | Fiscal Officer |
| FIN 07 | Bank Statements | Monthly bank statements. | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet / Finance Drive | Fiscal Officer |
| FIN 08 | Bank Account Reconciliations | Bank account reconciliation documents and reports. | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet / Finance Drive | Fiscal Officer |
| FIN 09 | Bankruptcy Notices | Received by library noting people whose bankruptcy has been approved by a bankruptcy court or judge. | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet / Finance Drive | Fiscal Officer |
| FIN 10 | Bids - Construction | Formal bidding responses for construction, renovation, or alterations per Ohio Revised Code 3375.41 (successful/unsuccessful). | 16 years after completion and audited | Paper & Electronic | Finance Office File Cabinet / Finance Drive | Fiscal Officer |
| FIN 11 | Biennial Audit Report | Auditor of State’s or independent accounting firm’s full audit report, including Management Letter if applicable. | PERMANENT | Paper & Electronic | Fiscal Officer File Cabinet | Fiscal Officer |
| FIN 12 | Bond Issue Documents | Official statements, debt documents, repayment schedules, and refunding documents if applicable. | 6 years after debt retired provided audited | Paper & Electronic | Finance Office File Cabinet / Finance Drive | Fiscal Officer |
| FIN 13 | Building Blue Prints | Official building blueprints. | PERMANENT or 6 years after sale | Paper & Electronic | Finance Office File Cabinet / Finance Drive | Fiscal Officer |
| FIN 14 | Cancelled Checks | Electronic copies of library-issued checks cleared through the bank. | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet / Finance Drive | Fiscal Officer |
| FIN 15 | Cash Register Error Form | Used to record an error in transaction type or amount when collecting fines and fees. | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet / Finance Drive | Fiscal Officer |
| FIN 16 | Certificate of Available Resources | Certificate of the total amount from all sources available for expenditures, filed annually with County Auditor. | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet / Finance Drive | Fiscal Officer |
| FIN 17 | Claims and Litigation | Court and legal documentation related to claims and litigation. | 16 years after case closed and all appeals exhausted | Paper & Electronic | Finance Office File Cabinet / Finance Drive | Fiscal Officer |
| FIN 18 | Construction Files | All requisitions, purchase orders, invoices, and copies of checks pertaining to major library construction projects. | 16 years after completion and audited | Paper & Electronic | Finance Office File Cabinet / Finance Drive | Fiscal Officer |
| FIN 19 | Contracts/Service Agreements | With vendors, independent contractors, program presenters, others | 6 years after completion and audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 20 | Credit Card Receipts | Payment and settlement of credit card transactions for receipt of fines/fees/other receipts | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 21 | Depository Agreements | Agreements with banks for deposit of public funds as approved by library Board of Trustees | 6 years after completion and audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 22 | Deposit Reconciliation Form | Used to record and reconcile cash register drawer with bank deposit | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 23 | Distribution statement - PLF/LLGSF | Monthly receipt statements of Public Library Fund/Library & Local Govt Support Fund state tax revenues from Medina County Auditor | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 24 | Donation Record Form | Used to record monetary donations exceeding threshold set by Board policy | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 25 | Equipment Inventory Form | Used to record fixed assets to add to inventory | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 26 | E-rate Documents | Contracts, documentation, voucher packets, and forms filed with federal Universal Services Administrative Company Schools and Library division reimbursement program | 6 years after completion and audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 27 | Errors and Omissions Insurance Policies | Issued by insurance company | 6 years after completion and audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 28 | Financial ledgers and journals | Accounting system-generated reports of transactions entered and posted | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 29 | Fixed Asset Inventory | Inventories of fixed assets over threshold set by Board of Trustees | 6 years and audited and superseded by updated inventory | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 30 | General Liability, Property, and Automobile insurance policies | Issued by insurance company | 6 years after completion with no legal action and all claims settled | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 31 | Grant Files | Applications, awards and financial reports filed with granting agency | 6 years after audited and all private, local, state and federal reporting and accounting requirements were met | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 32 | ILS System Reconciliation Records | Daily and monthly reconciliation spreadsheets for comparing fines and fees collected to ILS system | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 33 | IRS W-9 Forms | Completed by independent contractor providing Federal Identification or Social Security number | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 34 | IRS 1099 Forms | Completed and filed IRS 1099 forms and 1098 form | 10 years provided audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 35 | Journal Entry and Reports | Journals and supporting documentation for posting to accounting system | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 36 | Leases - Buildings and Equipment | Signed leases for buildings and equipment | 6 years after completion and audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 37 | Monthly Financial Report | Includes reports from accounting system -- Statement of Cash, Bank Report, Revenue Report, Expense Report, Checks Written | 6 years provided audited | Paper & Electronic | Fiscal Officer File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 38 | Ohio Sales Tax Reports and Remittance Records | Reporting and remittances of Ohio sales taxes as collected on items resold | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 39 | OPERS Independent Contactor Acknowledgement Form (PEDACKN) | Completed by independent contractor acknowledging non-public employee status | PERMANENT | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 40 | Payroll Ledgers and Journal Entry Reports | Transaction and documentation for posting payroll expenses to accounting system | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 41 | Pledged Collateral Statements | Quarterly statements issued by banks showing collateral for public funds deposits as required by Ohio Revised Code | 6 years after completion and audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 42 | Prevailing wage statements | Documentation of contractors' proof of payment to workers as required by Ohio Revised Code for some construction projects | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 43 | Purchase Orders | Signed; for library purchase of goods and services; accounting system-generated | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 44 | Purchase Requisitions | Approved completed form generated by library staff requesting purchase of goods or services | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 45 | Real Estate Tax Settlement Statements | Statements of semi-annual distribution of real estate taxes collected by County Auditor | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 46 | Real property Acquisition Records | Documentation of real property purchased by library Board | PERMANENT until sold | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 47 | Real Property Sale Records | Documentation of real property sold by library Board | 6 years after sale and audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 48 | Records Retention Schedule (RC-2) | Form and document as approved by Records Commission and filed with Ohio Historical Society and Auditor of State | PERMANENT | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 49 | Records Disposal, Certificate of (RC-3) | Form and document as approved by Records Commission and filed with Ohio Historical Society and Auditor of State | PERMANENT | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 50 | Request for Advance of Taxes Collected | Annual request for advance of taxes collected; sent to Medina County auditor | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 51 | Request for Proposal Responses | Proposals as submitted in response to a Request for Proposal for goods and services (successful/unsuccessful) | 6 years after completion and audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 52 | Surety Bonds | Public official surety bonds; original and renewal documents | 6 years after completion and audited; with no legal action and all claims settled | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 53 | Surplus/Obsolete Equipment form | Used to record surplus/obsolete equipment to be sold or disposed of and to update fixed asset inventory | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 54 | Tax Resolution Accepting Rates/Amounts | Resolution accepting the amounts and rates as determined by the Budget Commission and authorizing the necessary tax levies and certifying them to the County Auditor | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| FIN 55 | Voucher Packets | Accounts payable invoices and copies of checks issued for payment | 6 years provided audited | Paper & Electronic | Finance Office File Cabinet/ Electronic File - Finance Drive | Fiscal Officer |
| GEN 01 | General Correspondence | Communications to and from library administration, management and staff, all others; includes email | Until no longer of administrative value | Paper & Electronic | All locations | All staff |
| GEN 02 | Transient Records | Copies, drafts, proofs, post-its, voicemails | Until no longer of administrative value | Paper & Electronic | All locations | All staff |
| HRO 01 | Benefit Plans - Premium Conversion Plans | Plan documents, agreements, plan information, enrollees, rate sheets | 6 years after term of plan provided audited | Paper & Electronic | HR File cabinet | HR Manager |
| HRO 02 | Bureau of Workers Comp Employee Claims | Individual employee claims and BWC determinations | 11 years after date of final payment | Paper & Electronic | HR File cabinet | HR Manager |
| HRO 03 | Bureau of Workers Comp - PERRP Form | Summary of Work Related Injury Forms | 6 years provided audited and if no legal action and all claims settled | Paper & Electronic | HR File cabinet | HR Manager |
| HRO 04 | Bureau of Workers Comp - Safety Council | Semi-annual reports and rewards | 6 years provided audited | Paper & Electronic | HR File cabinet | HR Manager |
| HRO 05 | Collective Bargaining Agreements | Signed agreements, revisions, formal negotiation notes with SEIU District 1199 | PERMANENT | Paper & Electronic | HR File cabinet | HR Manager |
| HRO 06 | DOT Drug Testing | Pre-employment testing results, random drug and alcohol selections and results | 6 years provided audited | Paper & Electronic | HR File cabinet | HR Manager |
| HRO 07 | Employee Personnel Files | Applications, recommended hire forms, confirmation letters, background checks, performance plans, tax forms, sick bank request forms, leave of absence forms, change forms, payroll deduction forms | 8 years after termination and audited, with OPERS and Personal History Sheets removed and retained separately | Paper & Electronic | HR File cabinet | HR Manager |
| HRO 08 | Form I-9 Immigration Reform and Control Act | I-9 forms completed by employees | 4 years after no longer required by law, which is 3 years after date of hire, or 1 year after termination, whichever is later | Paper & Electronic | HR File cabinet | HR Manager |
| HRO 09 | Health and Safety Surveys | Annual health and safety surveys completed by staff | 6 years and audited | Paper & Electronic | HR File cabinet | HR Manager |
| HRO 10 | Job Postings/Interview Materials | Job postings, interviewed candidates' resumes, employment applications and interview questions | Current plus 4 years | Paper & Electronic | HR File cabinet | HR Manager |
| HRO 11 | Legal Opinions and Matters | Human resource related questions and opinions related to employment, benefits, compensation | PERMANENT | Paper & Electronic | HR File cabinet | HR Manager |
| HRO 12 | Minors Employed List | Employees under age 18 as posted | 3 years or no longer of administrative value | Paper & Electronic | HR File cabinet | HR Manager |
| HRO 13 | Personal History Sheets | Running history of employment - date of hire, changes, leave of absences | PERMANENT - pull from personnel file at termination | Paper & Electronic | HR File cabinet | HR Manager |
| HRO 14 | Policy and Procedure Manual | Previous versions of policies | Current plus 6 years provided audited | Paper & Electronic | HR File cabinet | HR Manager |
| HRO 15 | Sick Bank Documents | Enrollment forms, eligibility reports, statements | 6 years provided audited | Paper & Electronic | HR File cabinet | HR Manager |
| HRO 16 | Sub Lists - Internal and External | List of employees requesting to work additional hours, correspondence, hours worked | 6 years provided audited | Paper & Electronic | HR File cabinet | HR Manager |
| HRO 17 | Sunday Forms and Schedules | Sign-up forms, correspondence, schedules | 6 years provided audited | Paper & Electronic | HR File cabinet | HR Manager |
| HRO 18 | Union Correspondence | Correspondence to/from Union, new hires, other information | 6 years provided audited | Paper & Electronic | HR File cabinet | HR Manager |
| HRO 19 | Volunteer and Practicum Student Information | Applications, reference release forms, background check results | 3 years after removal from Volunteer list | Paper & Electronic | HR File cabinet | HR Manager |
| HRO 20 | Request for Attendance/Reimbursement at Library Meeting, Workshop or Conference Form | Approved requests for staff attendance at workshops, conferences or meetings | 2 years | Paper & Electronic | HR File cabinet | HR Manager |
| HRO 21 | Educational Sign-In Sheets | Sign-in sheets of staff attending trainings | 2 years | Paper & Electronic | HR File cabinet | HR Manager |
| HRO 22 | Employment Applications - Non-interviewed applicants | Employment applications for applicants who were not interviewed | 1 year after application date | Paper & Electronic | HR File cabinet | HR Manager |
| MAN 01 | Annual report | Library publication of annual summary of activity, statistics, progress, accomplishments and finances | PERMANENT beginning 2012 | Paper & Electronic | Community Relations electronic files | Community Relations Manager |
| MAN 02 | Book Locker Requests | Member information used to request a book locker | 1 day | Paper & Electronic | Customer Service Desk | Customer Service staff |
| MAN 03 | Branch Specific Employee Handbooks | Branch specific information, emergency procedures, opening/closing procedures, etc. | Until superseded by revisions | Paper & Electronic | Branch Manager’s Files | Branch Managers |
| MAN 04 | Department, Team, Committee and Staff meeting agendas and notes | Taken by department head, manager or supervisor of regular meetings | Until no longer of administrative value | Paper & Electronic | Documents of individual managers and supervisors | Individual managers and supervisors |
| MAN 05 | Library Art Inventory | Artwork owned by the library system | 6 years provided audited | Paper & Electronic | Community Relations files | Community Relations Manager |
| MAN 06 | Library Card Applications | Application to receive new library card; includes application for e-card | Until data is entered into Sirsi | Paper & Electronic | Customer Service Desk | Customer Service staff |
| MAN 07 | Library Live newsletter | Periodical publication describing current library activities and services | PERMANENT beginning 2014 | Paper & Electronic | Community Relations electronic files | Community Relations Manager |
| MAN 08 | Meeting Room Reservations | Information from public provided to reserve library meeting rooms | Current month plus 1 month | Paper & Electronic | Evanced Event software | Customer Service staff |
| MAN 09 | Reconsideration of Library Material Form | Completed by members questioning collection material | Current year plus 1 year | Paper & Electronic | Collection Resources manager’s files | Collection Resources Manager |
| MAN 10 | Non-paid Presenter Agreements | Agreement with program presenters not receiving payment | Current year plus 1 year | Paper & Electronic | Shared drive electronic file | Events Coordinator |
| MAN 11 | Press Releases | Formal release of information to the public regarding library | Current year plus 2 years | Paper & Electronic | Community Relations electronic files | Community Relations Manager |
| MAN 12 | Event Registrations | Names of public registered to attend library programs | 30 days after program concludes | Paper & Electronic | Evanced Event Software/electronic file | Events Coordinator |
| MAN 13 | Promotional Materials | Printed copies, digital files, website graphics, photos, videos, sound recordings or any other audio visual media used to promote or advertise library functions, events or services | Until no longer of administrative value | Paper & Electronic | Varied media | Community Relations Manager |
| MAN 14 | Regular Reports from Staff to Manager or Supervisor | Summary of monthly accomplishments and progress to supervisor or manager | Current year plus 1 year | Paper & Electronic | Documents of individual managers and supervisors | Individual managers and supervisors |
| MAN 15 | Response to Member Review of Library Materials | Correspondence to member in response to review of library material | Current year plus 1 year | Paper & Electronic | Collection Resources manager’s files | Collection Resources Manager |
| MAN 16 | Staff Schedules | Weekly record of staff schedules, staff requests for schedule changes, and subs called | Current plus 1 year | Paper & Electronic | Manager and Supervisor files | Managers and Supervisors |
| MAN 17 | Summer Reading Statistics | Spreadsheets detailing numbers of summer reading program registrations | Current year plus 4 years | Paper & Electronic | Shared drive electronic file | Events Coordinator |
| MAN 18 | Permission Slips | Permission forms required by the library for participation at programs or events | 30 days after program concludes | Paper & Electronic | Manager and Supervisor files | Individual managers and supervisors |
| MAN 19 | Event Evaluation Form | Evaluations completed by staff or public at library events | Until no longer of administrative value | Paper & Electronic | Events Coordinator files | Events Coordinator |
| PAY 01 | Accrual Adjustment Worksheets | Calculations for adjustments made to carryover vacation leave if over the maximum allowed, others | 6 years provided audited | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 02 | Bargaining Unit Enrollment Cards | Enrollment cards for employees joining Union | After termination | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 03 | Benefit Accrual Reports | Vacation, sick, personal accrual reports | 6 years provided audited | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 04 | Benefit Contribution and Remittance Reports | Reports of employee and employer contributions to benefit providers | 6 years provided audited | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 05 | Child Support/Garnishment Orders | Court orders, calculations, documentation and correspondence for garnishments | 6 years after cancellation of order, provided audited | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 06 | Direct Deposit Forms - Employee | Banking information for mandatory Direct Deposit of paycheck for all employees | Until superseded or terminated | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 07 | Employee Wage, Accrual, Withholding, Other Adjustments | Worksheets, documentation and postings of adjustments to employee wages, accruals, withholdings or other items | 6 years provided audited | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 08 | Legal Opinion | Legal opinions requested and answered by attorney regarding payroll, compensation and other items | PERMANENT | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 09 | Ohio Dept of Jobs and Family Services Unemployment Claims | Claims and notification for unemployment compensation | 6 years after final payment | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 10 | Ohio Dept of Jobs and Family Services Wage Reports | ODJFS and OH Bureau of Employment Services quarterly wage reports | 6 years provided audited | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 11 | OPERS Certification of Final Payroll - Form SRE-85 | Forms completed by employer with wage information for employees intending to retire | PERMANENT | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 12 | OPERS Employee Contribution Reports -- Monthly | Report of monthly wage contributions to OPERS | PERMANENT | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 13 | OPERS Optional Exemption Forms | Completed documents for exemption from OPERS withholding | PERMANENT | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 14 | OPERS Personal History Reports - Form A | Forms completed by new employees and certified by library for new hires | PERMANENT | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 15 | OPERS Reemployment of Retiree Documents | OPERS notifications and documents for reemployment of OPERS retiree | PERMANENT | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 16 | OPERS Retirement, Refund, Buyback, Delinquent Contributions Documents | Applications and notifications for retirement, refund, buyback and delinquent contributions from OPERS | PERMANENT | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 17 | OPERS Salary Reduction Pick-Up Plan Documents | Board-approved OPERS pick-up plan documentation and forms | PERMANENT | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 18 | Payroll Registers and Reports | Registers of wages paid to employees each payroll including master file, benefit accrual, tax, payroll deductions and other reports | PERMANENT | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 19 | Payroll Change Forms/Documentation | Documentation for changes, additions, corrections to employee data for payroll processing | 6 years provided audited | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 20 | Prior Public Employment Vacation Service Credit | Documentation of previous public service for vacation accrual credit | 6 years provided audited | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 21 | Retirement Incentive Plan Reports | Documents recording employees opting to retire with Board-approved incentive | 6 years provided audited | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 22 | Seniority Report - Official | Annual report of seniority and backup documents as sent to Union | 6 years provided audited | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 23 | Timecards | Timecards listing employee hours worked for payroll processing | 6 years provided audited | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
| PAY 24 | W-2's and W-3's | Internal Revenue Service W-2 Wage and Tax Statements and any amendments via W-2c | 10 years provided audited | Paper & Electronic | Finance Office -- Payroll file cabinet | Fiscal Officer |
Policy No: MAN-08
Title: Records Retention and Retention Schedule
Board Approval Date: 07-17-2017
Staff Reviewed Date: 05-01-2024
Revised Date: 08-17-2020
Effective Date: 08-17-2020