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Records Retention Policy

Records of the Avon Lake Public Library fall into two (2) categories: Permanent and Non-Permanent. The following list shows the retention period for specific records, which is compiled from recommendations of the Auditor of State and the Ohio Historical Society. The Clerk-Treasurer will adhere to this list and dispose of records accordingly.

 

PERMANENT

  • Annual Financial Report to the State Library of Ohio
  • Appropriations Budgets – included with the Minutes
  • Board Minutes
  • Board Policies Files
  • Building Specifications
  • Capital Outlay Files
  • Clerk-Treasurer’s Monthly Financials, re reports to the Board – included with the Minutes
  • Director’s Annual [Library] Report
  • Donation Records – monetary and non-monetary
  • Historical Files
  • OhioPERS Records
  • Personnel and Payroll Records
  • Work Schedules

NON-PERMANENT

Record Type / Title Retention Period
Contracts:  
Bids – Successful 17 years
Bids – Unsuccessful 3 years, provided audited
Contracts / Leases / Grants 17 years
Insurance Policies / Bonds 17 years, after expiration
   
Employee Files:  
Accident Report / Incident 4 fiscal years, provided audited
Employee Personnel Files, and including 10 years, after termination
Leave requests [PTO & Sick]; W-2; W-4; 1-9; IT-4; Workers Comp Claims; Emergency Contact Forms 3 years, provided audited
Employment Applications 2 years, if not hired
   
Financial:  
Accounts Payable Ledger 3 years, provided audited
Appropriations Ledger 3 years, provided audited
Bank Deposit Receipts 3 years, provided audited
Bank Statements 3 years, provided audited
Budgets [Annual] 10 years
Cancelled Checks 3 years, provided audited
Cash Journals 3 years, provided audited
Check Registers 3 years, provided audited
Depository Agreements Until superseded/audited
Financial Reports to Auditor of State 25 years
Invoices 3 years, provided audited
Payroll Bank Statements 3 years, provided audited
Purchase Orders 3 years, provided audited
Receipt Journals 3 years, provided audited
Time Sheets 3 years, provided audited
Travel Expense Vouchers 3 years, provided audited
   
Legal:  
Claims / Litigation Records 5 years after case is closed and appeals exhausted
   
Library Materials:  
Interlibrary Loan Records 7 days after materials are returned, barring financial implications
Lost Materials Records Once paid for, retained for 6 months in patron history
Materials Inventories Until superseded
   
Miscellaneous:  
Bulletins 30 days after obsolescence
Correspondence [Executive] 1 – 5 years, if no historical value
Forms Files Until expiration
Inventories Until superseded
Job Description Until superseded or classification abolished

ADDITIONS

Record Type / Title Retention Period
Transient correspondence Until no longer of administrative value
Unsolicited correspondence, mail, e-mail and similar unsolicited communications Until no longer of administrative value
Copies: Reading, informational and reference Until no longer of administrative value
Drafts, informal notes, reminder notes, videos in progress, outtakes, not used footage, bloopers, etc Until no longer of administrative value
Bulletins, posters, general notices and displays Until no longer of administrative value
Blank forms Until no longer of administrative value
Awards, newspaper articles and clippings 25 years and no longer of historical value
Electronic mail [e-mail] Retain e-mail that has significant fiscal, legal or historical value. Maintain according to content
Equipment operating and maintenance manuals Until equipment sold, scrapped or no longer the property of the Library
Equipment maintenance and repair records 1 year after equipment sold, scrapped or no longer the property of the Library
Computer-generated administrative and fiscal reports [non-specific and periodic] Until no longer of administrative or fiscal value, then destroy
Voicemail, text messages, caller ID logs, pagers, activity logs and related information technology issues Until no longer of administrative value, then erase or delete
Planning/scheduling/calendar/training information and data on display boards, erasable and dry-erase boards, chalk boards, easel pads and electronic media Continually updated, revised, completed, superseded or erased
Hourly/daily/weekly/monthly and annual appointment books, records, calendars, organizers and planners Until no longer of administrative value
Lists/rosters/informational directories containing employee contact information Continually maintained, purged and updated
Facsimile logs/cover sheets/ confirmation notices and buffer printouts Until no longer of administrative value
Backup data (not duplicated) on desktops, laptops and PDAs Retain for 2 system backup cycles, then delete, erase or destroy data; reuse media, if possible.
Anonymous or unfounded complaints Until no longer of administrative or legal value
General photographs, negative and electronic images Retain images that have significant legal, fiscal, administrative or historical value. Maintain significant images according to content. Erase images that have no significant value.
Material safety data sheets [MSDS] Until revised, superseded or obsolete
Public records request form 1 year

 

October 12, 2000