Pickerington Public Library
Records of the Pickerington Public Library will be retained according to the following schedule. Retention of records may be in the form of electronic, print or other media.
Permanent:
Annual financial reports to the Auditor of State
Annual reports to the State Library of Ohio
Audit reports from the Auditor of State
Library Board of Trustees Minutes
PERS records
Personnel records for active employees
Annual payroll summary reports
Historical files
Nonpermanent:
| Audio recordings of board meetings | Until written minutes are approved |
| Building specifications/blueprints | Retained as long as building is owned by library |
| Circulation records | Until items are returned |
| Contracts | 4 years after expiration |
| Employment applications | 2 years if not hired |
| Library Card applications | Retained as long as card is being used |
| Library Material Request for Review forms | 4 years |
| Accounting ledgers, journals and journal entry | 2 years, provided audited documentation |
| Bank deposit receipts | 4 years, provided audited |
| Bank statements and reconciliations | 4 years, provided audited |
| Bids – successful and unsuccessful | 4 years, provided audited |
| Budgets filed with Co. Budget Commission | 10 years, provided audited |
| Canceled Checks | 4 years, provided audited |
| Check register | 4 years, provided audited |
| Cash receipt books | 4 years, provided audited |
| Cash register tapes | 1 year, provided audited |
| Construction contracts | 10 years after project completion |
| Depository contracts | Until superseded/audited |
| Expenditure reports | 4 years, provided audited |
| Grant files | Until federal and state audits have been conducted |
| Insurance policies | 4 years after expiration |
| Inventories | Until superseded |
| Investments (purchase and sale documentation) | 4 years, provided audited |
| Leases | 4 years after expiration, provided audited |
| Lost materials/fine records | Deleted from patron history upon payment |
| Monthly financial reports | 4 years, provided audited |
| Personnel files for ex–employees | 10 years after termination |
| Policies and procedures | Until superseded |
| Purchase orders & requisitions | 4 years, provided audited |
| Real property acquisition records | 4 years after asset is sold |
| Time sheets | 4 years, provided audited |
| Vouchers (including invoices) | 4 years, provided audited |
Adopted 10/8/01
