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.


  • 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





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





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Until superseded/audited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


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





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






30 days after obsolescence



Correspondence (Executive)


Form Files

Until expiration


Until superseded

Job Descriptions

Until superseded or classification abolished