RECORDS RETENTIO SCHEDULN (RC-2)E Par- 1 t · RC-3 Required by OHS-LGRP BD-36 Occupancy permits...
Transcript of RECORDS RETENTIO SCHEDULN (RC-2)E Par- 1 t · RC-3 Required by OHS-LGRP BD-36 Occupancy permits...
OHIO HISTORY C O N N E C T I O N
Ohio History Connection State Archives of Ohio Local Government Records Program 800 E. 17th Avenue Columbus, Ohio 43211-2474 614.297.2553 localrecsfr/joli iohislorv.org www, oh i oh istorv. org/1 »r
OHIO HISTORY CONNECTION
APR 0 8 2019
STATE AND LOCAL. GOVERNMENT RECORDS
Page 1 of 1
RECORDS RETENTION SCHEDULE (RC-2)- Part 1 See instructions before completing this form. Must be submitted with PART 2
Section A and Section B must be filled out and signed by local government before submission to the State Archives
Section A: Local Government Unit
City of North Royalton Building Division
(Local Government Entity) (Unit)
Thomas Jordan Community Development Director 1-18-19
(Signattifcof'Resp^rrsrblc Official) (Name) (Title) (Date)
Section B: Records Commission
City of North Royalton
See ORC 149.38 — ORC 149.4 J2 for Records Commission information
440-237-5484
14600 State Road North Royalton 44133 (Telephone Number)
Cuyahoga
(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 f rom 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.
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Records Commission Chair Signature Date
Section C: Ohio History Connection - State Archives
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Signature Title Date
See&QnJP •'Auditor of
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F State \ / y \ ? /'L jlLds /Yk Signature Title Date
Please Note: The State Archives retains RC-2 forms permanently. It is strongly recommended that the Records Commission retain a permanent copy of this form
SAO-/LGRP- RC-2 (Part 1 & 2), Revised January 2017
OHIO Ohio Historical Society m s t o * * state Archives of Ohio
W Local Government Records Program
Section E: Records Retention Schedule
800 E. 17"' Avenue Columbus, Ohio 43211-2497
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Page a o f
-Building-Division-{local g o v e r n m e n t entity) (unit)
(1) Schedule Number
(2) Record Title and Description
(3) Retention
Period
(4) Media Type
(5) For use by Auditor of
State or OHS-LGRP
(6) RC-3
Required by OHS-
LGRP
BD-01 Building Plans/Residential 3 years Paper until microfilme d/scanned
• BD-02 Building Plans/Commercial 5 years Paper
until microfilme d/scanned
• BD-03 Building Permits Permanent Paper
until microfilme d/scanned
BD-04 Contractor Registrations 2 years Paper until microfilme d/scanned
• BD-05 Bond Vouchers 2 years Paper
until microfilme d/scanned
• BD-06 Complaint forms 2 years Paper
until microfilme d/scanned
• BD-07 Daily inspection 5 years Paper
until microfilme d/scanned
• BD-08 Inspection Tickets 5 years Paper
until microfilme d/scanned
• BD-09 Plan reviews, books, sheets, logs 5 years Paper
until microfilme d/scanned
• BD-10 Violation(s) letters, pictures Until
corrected Paper until microfilme d/scanned
• BD-11 Zoning Case Log 25 years Paper
until microfilme d/scanned
E g /
BD-13 General correspondence - routine, letters, faxes • Transitory messages - This includes email,
fax, notes, phone messages. Text messages, any electronic communication, voice mail and other limited documents which serve to convey information of temporary importance in lieu of oral communication.
Until no longer administrativ ely needed, then destroy
Multi
•
SAO/LGRP-RC2-{tnsf ) Revised February 2012
OHIO H i S T O t t
VI Ohio Historical Society State Archives of Ohio Local Government Records Program
800 E. 17"' Avenue Columbus, Ohio 43211-2497
Section E: Records Retention Schedule
-City of-North Royalto^i — (local g o v e r n m e n t entity)
Audited means: uvs yvm^ encompassed by the records have been audited by the Auditor of State and the audit report has been released pursuant to Sec, 117,28 O.R.C
—_^iuldingJDtivisiLon
a Page ~>- of
(unit)
(V Schedule Number
<2) Record Title and Description
(3) Retention
Period
(4) Media Type
(5) For use by Auditor of State or
OHS-LGRP
(6) RC-3
Required by OHS-
LGRP BD-14 Registered/Certified letters 2 years Multi
• BD-15 Legal correspondence Permanent Paper
until microfilme d/scanned
BD-16 Citations/court dismissals Permanent Paper until microfilme d/scanned
BD-17 CEI fax sheets 3 years Paper until microfilme d/scanned
• BD-18 Equipment inventory 3 years Paper
until microfilme d/scanned
• BD-19 Manuals, handbooks, directives Until sus-
pended or obsolete
Paper
• • BD-21 3% OBBS 5 years Paper
until microfilme d/scanned
• •
BD-22 Petty cash 3 years pro-vided audited
Paper until microfilme d/scanned
• BD-23 Receipts/receipt books 3 years Paper
until microfilme d/scanned
• BD-24 Requisitions/purchase orders 3 years Paper
until microfilme d/scanned
•
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' S e c V i i T M o ; r : C 7 "
SAO/LGRP RC2• {I n s L) Revised February 2012
OHIO Ohio Historical Society State Archives of Ohio
w j n LocalGovernment Records Program
VI 800 E. 17"' Avenue Columbus, Ohio 43211-2497
Page_ o f
Section E: Records Retention Schedule
(local g o v e r n m e n t eniity) -BuUding Pivision-(unit)
(1) Schedule Number
(2) Record Title and Description
(3) Retention
Period
(4) Media Type
(5) For use by Auditor of State or
OHS-LGRP
(6) RC-3
Required by OHS-
LGRP BD-25 Reports/Building Division budget 5 years Paper
until microfilms d/s canned
• BD-26 Building Division/Month End 5 years Paper
until microfilme d/scanned
• BD-27 Building Division Summary 5 years Paper
until microfilme d/scanned
• BD-28 Telephone records, charges, bills, etc. 2 years Paper
until microfilme d/scanned
• BD-29 Transmittals 5 years Paper
until microfilme d/scanned
• BD-30 Vehicles - maintenance/mileage records Until
vehicle sold Paper until microfilme d/scanned
• BD-31 Warranties 2 years or
expired Paper
• BD-32 Building Division Annual Reports Permanent Paper
until microfilme d/scanned
BD-33 Building Permit Cards Permanent Paper until microfilme d/scanned
•
G K ' ' v>
BD-34 Building Plans/Municipal Owned Life of structure
Paper until microfilme d/scanned
q y "
BD-35 Demolition Permanent Paper until microfilme d/scanned r
•
SAO/LGRP•• RC2 (Inst) Revised February 2012
OHIO HISTORY
VI Ohio Historical Society State Archives of Ohio Local Government Records Program
800 E. 17'" Avenue Columbus, Ohio 43211-2497
Page^ of ^
Section E: Records Retention Schedule
City-of-North-Royaiicn Buiiding-Divisioa (local g o v e r n m e n t entity) (unit)
(1) Schedule Number
(2) Record Title and Description
(3) Retention
Period
(4) Media Type
(5) For use by Auditor of
State or OHS-LGRP
(6) RC-3
Required by OHS-
LGRP BD-36 Occupancy permits Permanent Paper
until microfilme d/scanned
cs 7 '
BD-37 Plat Maps Permanent Paper until microfilme d/scanned
/ . /
n r "
BD-38 Record Retention Documents -RC-1, RC-2, RC-3
25 years Paper
• BD-39 R.O.W. openings Permanent Paper
until microfilme d/scanned
/
W
BD-40 Sewer Records Permanent Paper until microfilme d/scanned
/ / c r
BD-41 Sign Permits Permanent Paper until microfilme d/scanned
• BD-42 Street openings 3 years Paper
until microfilme d/scanned
• BD-43 Subdivision Deed Restrictions Permanent Paper
until microfilme d/scanned
BD-44 Subdivision files Permanent Paper until microfilme d/scanned
p -
BD-45 TOPOs/Site Surveys Permanent Paper until microfilme d/scanned
• BD-46 Water letters Permanent Paper
until microfilme d/scanned
•
•
SAO/LGRP--RC2-(lnsl j Revised February 2012
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Section E: RECORDS RETENTION SCHEDULE (RC-2) - Part 2 See instructions before completing this form.
CRyaftyorthlloiptofi BufcfcgPMrton (Local Government Entity) (Unit)
(1) Schedule Number
(2) Record Title and Description
(3) Retention
Period
(4) Media Type
(5) For use by Auditor of
State or LGRP
(6) RC-3
Required by
LGRP BD-47 Zoning Permits Permanent Paper
until microfilme d/scanned
BD-48 Equipment Maintenance Records Life of Equipment
Paper
• BD-49 Drafts/memos Until no
longer necessary
Multi • BD-50 Copies of all media Until no
longer necessary
Multi
• BD-51 Telephone messages Until no
longer necessary
Multi • BD-52 Computer backup Until
superceded Electronic •
BD-53 Record Requests 2 years Paper until
microfilme d/scanned
• BD-54 Request for Proposals 2 years Paper
until microfilme d/scanned
• BD-55 Request for Qualifications 2 years Paper
until microfilme d/scanned
• BD-56 Bids - successful 15 years
after completion of pro ject
Paper until
microfilme d/scanned
• BD-57 Bids - unsuccessful 2 years after
letting of the contract
Paper until
microfilme d/scanned
• SAO-/LGRP- RC-2 (Part 1 & 2), Revised January 2017
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Section E: RECORDS RETENTION SCHEDULE (RC-2) - Part 2 See instructions before completing this form.
City of North Itoyatoon MMhgDKWon (Local Government Entity) (Unit)
(1) Schedule Number
(2) Record Title and Description
(3) Retention
Period
(4) Media Type
(5) For use by Auditor of
State or LGRP
(6) RC-3
Required by
LGRP
• BD-58 Meeting notices, calendars,
appointment calendars Until no
longer adm necessary
Multi
• BD-59 Social Media Until no
longer adm necessary
Paper/Elec tronic •
BD-60 North Royalton Website Until no longer adm necessary
Electronic
• • • • • • • • • • •
SAO-/LGRP- RC-2 (Part 1 & 2), Revised January 2017