Adopted: 9/10/08
The Canal Fulton Public Library like other public entities in the State of Ohio must retain records from year to year. Although the Ohio Revised Code does not set guidelines for libraries, the CFPL Board of Trustees adopts the following policy for record retention:
The Financial Officer will prepare a list of records to be disposed following the completion of a state audit. The Board of Trustees will approve the list prior to disposal. The list shall become an exhibit to the minutes of the board. The list will be sent to the Ohio Historical Society for their approval before disposal as required by the Open Records Act.
Records shall fall into two categories: Permanent and Non–Permanent. Retention of records may be in the form of electronic media, print, or tape. The following list shows the retention period of specific records.
Permanent
- Annual Financial Report to State Library
- Audit Reports
- Board Minutes
- Board Policy Files
- Budget – Part of Minutes
- Building Specifications
- Capital Outlay Files
- Director’s Monthly Report
- Donation Records – Monetary and Non–Monetary
- Historical Files
- PERS Records
- Personnel & Payroll Records, Timesheets
- Treasurer’s Report–to Board – Part of Minutes
- MSDS Records
- Employee Personnel Files-Including Leave Requests (sick and vacation, W-2, w-4, I-9, Workers Compensation claims, Emergency Contact Forms
Non Permanent Records
| Record Type and Title | Retention Period |
| Contracts: | |
| Bids – Successful | 3 years after expiration of contract |
| Bids – Unsuccessful | 3 years provided audited |
| Contracts, Leases, Grants | 3 years after expiration |
| Insurance Policies/Bonds | 2 years after expiration provided all claims settled |
| Employee Files: | |
| Accident Report/Incident | 3 fiscal years provided audited |
| Employment Applications | 1 year if not hired |
| Financial: | |
| Accounts Payable Ledger | 3 years provided audited |
| Appropriation Ledger | 3 years provided audited |
| Bank Deposit Receipts | 3 years provided audited |
| Bank Statements | 3 years provided audited |
| Budgets (Annual) | 5 years provided audited |
| Canceled 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| Depository Agreements | Until superseded/audited |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 UMI) | 25 years |
| Invoices | 3 years provided audited |
| Payroll Bank Statements | 3 years provided audited |
| Petty Cash Records | 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 |
| End of Year | 10 years after audited |
| Legal: | |
| Claims And Litigation Records | 10 years after case is closed & appeals are exhausted |
| Non-Permanent Records | |
| Book inventories | Until superseded |
| Circulation/Patron Records | 1 Day after materials are returned |
| Interlibrary Loan Records | 7 days after materials are returned unless there are financial implications |
| Lost Book Records | Once paid for, retained for six months in patron history |
| Collection agency | 7 years if unpaid |
| Miscellaneous: | |
| Bulletins | 30 days after obsolescence |
| Correspondence (Executive) | |
| Form Files | Until expiration |
| Inventories | Until superseded |
| Job Descriptions | Until superseded or classification abolished |