Managing public records is an essential responsibility for local government units across Ohio, ensuring that documents of historical, administrative, and legal significance are preserved or disposed of appropriately. The Ohio Historical Society form, specifically designed for this task, serves as a comprehensive tool for municipalities, counties, townships, schools, libraries, and special taxing districts. It facilitates the submission of records retention schedules, clarifying which documents need to be retained, for how long, and in what format. The process begins with identifying the local government entity and the specific department responsible for the records. This entity must then coordinate with their Records Commission to validate the retention schedule in an open meeting, adhering to the guidelines set by the Ohio Revised Code. Once this step is completed, the form is reviewed and approved by both the Ohio Historical Society's Local Government Records Program and the Auditor of State’s Office, ensuring all records are managed in compliance with state laws. Additionally, the form outlines procedures for electronically submitting approved schedules and emphasizes the necessity to permanently document the legal disposal of public records, highlighting its role in maintaining transparency and accountability within government operations. This structured approach not only protects the rights of citizens but also supports the preservation of Ohio's rich governmental history.
| Question | Answer |
|---|---|
| Form Name | Ohio Historical Society Form |
| Form Length | 3 pages |
| Fillable? | No |
| Fillable fields | 0 |
| Avg. time to fill out | 45 sec |
| Other names | RC2 ohio historical society forms |
Ohio Historical Society |
Page ____ of ____ |
|
State Archives of Ohio
Local Government Records Program
800E. 17th Avenue Columbus, Ohio
Section A: Local Government Unit
Include the name of the municipality, county, township, school, library, or special taxing district (local government entity) for which the form is being submitted.
Include the unit (department, agency, office), if applicable.
The departmental official directly responsible for the records must sign and date the form.
Section B: Records Commission
Complete the phone number and mailing address for the Records Commission, including the county.
To have this form returned to the Records Commission electronically, include an email address. It is the responsibility of the Records Commission to forward an electronic or paper copy of the approved form to the appropriate department.
The Records Commission Chairperson must sign the certification statement before it can be reviewed and signed at the Ohio Historical Society by the Local Government Records representative, and approved by the Auditor of State’s Office.
Section C: Ohio Historical Society – State Archives
The reviewing agent from Ohio Historical Society Local Government Records Program
They will sign the form and forward it to the Auditor of State’s Office.
Section D: Auditor of State
The approving agent at the Auditor of State’s office will sign the form and return it to the
Section E: Records Retention Schedule
1)Schedule numbers can be expressed by a year and item numbering scheme for each records series being scheduled, for example,
2)Include the title of the records series and a brief description of each series. Please provide information about the content and use of the records series.
3)Articulate a retention period for the record in terms of time (exp. six years), an action (exp. until audited), or both (six years after audit).
4)Include the formats of the record (paper, electronic, microfilm, etc.)
5)For use by the Auditor of State or the
GENERAL INSTRUCTIONS:
---For questions related to records scheduling and disposition,
---After completing sections A and E, submit the form to your records commission so it can be approved in an open meeting pursuant to Section 121.22 ORC. See Ohio Revised Code Section 149.38 (counties), 149.39 (municipalities), 149.41 (school districts), 149.411 (libraries), 149.412 (special taxing districts) and 149.42 (townships) for the composition of your records commission. Your records commission completes section B and sends the form to
localrecs@ohiohistory.org OR |
The Ohio Historical Society |
|
State Archives of Ohio |
|
Local Government Records Archivist |
|
800 E. 17th Avenue |
|
Columbus, OH |
---The
---This
---Remember, at least 15 Business days before you intend to dispose of records, submit a Certificate of Records Disposal
Ohio Historical Society |
Page ____ of ____ |
|
State Archives of Ohio
Local Government Records Program
800E. 17th Avenue Columbus, Ohio
RECORDS RETENTION SCHEDULE
See instructions before completing this form.
Section A: Local Government Unit
_______________________________________________________________________________________________________
(local government entity)(unit)
_______________________________________________________________________________________________________
(signature of responsible official) |
(name) |
(title) |
(date) |
Section B: Records Commission |
|
|
|
Records Commission |
|
(telephone number) |
|
_______________________________________________________________________________________________________
(address)(city)(zip code)(county)
To have this form returned to the Records Commission electronically, include an email address: ___________________________
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. 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, action or request. This action is reflected in the minutes kept by this commission.
Records Commission Chair Signature |
Date |
Section C: Ohio Historical Society - State Archives
Signature |
Title |
Date |
Section D: Auditor of State
Signature |
Date |
|
|
|
Please Note: The State Archives retains |
|
It is strongly recommended that the Records Commission retain a permanent copy of this form |
|
|
Ohio Historical Society |
Page ____ of ____ |
|
State Archives of Ohio
Local Government Records Program
800E. 17th Avenue Columbus, Ohio
Section E: Records Retention Schedule
(local government entity) |
(unit) |
(1)
Schedule
Number
(2)
Record Title and Description
(3)
Retention
Period
(4)
Media
Type
(5) |
(6) |
For use by |
|
Auditor of |
Required |
State or |
by OHS- |
LGRP |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|