Records Retention Policy

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.


  • 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 TitleRetention Period
Bids – Successful3 years after expiration of contract
Bids – Unsuccessful3 years provided audited
Contracts, Leases, Grants3 years after expiration
Insurance Policies/Bonds2 years after expiration provided all claims settled
Employee Files:
Accident Report/Incident3 fiscal years provided audited
Employment Applications1 year if not hired
Accounts Payable Ledger3 years provided audited
Appropriation Ledger3 years provided audited
Bank Deposit Receipts3 years provided audited
Bank Statements3 years provided audited
Budgets (Annual)5 years provided audited
Canceled checks3 years provided audited
Cash Journals3 years provided audited
Check Registers3 years provided audited
Depository AgreementsUntil superseded/audited
Financial Reports (To UMI)25 years
Invoices3 years provided audited
Payroll Bank Statements3 years provided audited
Petty Cash Records3 years provided audited
Purchase Orders3 years provided audited
Receipt Journals3 years provided audited
Time Sheets3 years provided audited
Travel Expense Vouchers3 years provided audited
 End of Year10 years after audited
Claims And Litigation Records10 years after case is closed & appeals are exhausted
Non-Permanent Records
Book inventoriesUntil superseded
Circulation/Patron Records1 Day after materials are returned
Interlibrary Loan Records7 days after materials are returned unless there are financial implications
Lost Book RecordsOnce paid for, retained for six months in patron history
Collection agency7 years if unpaid
Bulletins30 days after obsolescence
Correspondence (Executive)
Form FilesUntil expiration
InventoriesUntil superseded
Job DescriptionsUntil superseded or classification abolished