Geauga County Public Library
Chardon, OH
Retention and Disposal of Records
The Geauga County Public Library System, 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 GCPL Board of Trustees adopts the following policy for record retention:
The Clerk–Treasurer 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.
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, which is compiled from recommendations of the State Auditor's office and the Ohio Historical Society.
Permanent
- Annual Director's Report
- 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
- Treasurer's Report–to Board – Part of Minutes
Non–Permanent
| Record Type and Title | Retention Period |
|---|---|
| Contracts: | |
| Bids – Successful | 17 years |
| Bids – Unsuccessful | 3 years provided audited |
| Contracts, Leases, Grants | 17 years |
| Insurance Policies/Bonds | 17 years after expiration |
| Employee Files: | |
| Accident Report/Incident | 4 fiscal years provided audited |
| Employee Personnel Files – including Leave requests (sick and vacation), W–2, W–4, 1–9 IT–4, Workers Comp Claims, Emergency Contact forms |
10 years after termination |
| Employment applications | 2 years 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) | 10 years |
| 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| Depository Agreements | Until superseded/audited |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 AoS) | 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 |
| Legal: | |
| Claims and Litigation Records | 5 years after case is closed and appeals exhausted |
| Library Materials: | |
| Book inventories | Until superseded |
| Circulation/Patron Records | 7 days 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 |
| Miscellaneous: | |
| Bulletins | 30 days after obsolescence |
| Correspondence (Executive) | 1 – 5 years if no historical value |
| Form Files | Until expiration |
| Inventories | Until superseded |
| Job Descriptions | Until superseded or classification abolished |
EFFECTIVE DATE: 11–14–95
