|
Topic: Record retention, part
II
(This FYI addresses an Ohio
minimum Standards issue. It is a follow-up to initial record retention
information [FYI # 2] provided to programs in 2001.)
Record retention is an
important issue for any agency or program. As such, CASA/GAL programs
should be aware of and understand the current policies regarding record
retention for agencies within the state of Ohio.
The following is a guideline
on how to create a records retention system for your agency, whether it
is a county or court-based program or a non-profit program.
|
|
|
1.
|
|
Locate the local record commission
for your county or check with your court. This commission will provide
you with the guidelines already in place for that county that your
office must follow. |
| |
|
|
|
| |
2.
|
|
Within your agency, designate a
member to be responsible for the record retention system. |
| |
|
|
|
| |
3. |
|
Complete a records inventory. This
should include identifying and describing the types of records that your
agency creates. You should also create an inventory form for the
location and nature of the each type of storage used within your office. |
| |
|
|
|
| |
4.
|
|
Determine a retention period for
records created by your office. You should assess the value of the
records according to four types of value: |
| |
|
|
|
o Administrative Value
o Legal Value
o Fiscal Value
o Historical Value
|
| |
5. |
|
Retention periods can be expressed
in three ways: |
| |
|
|
o A period of time
o An event or action
o Both of the above
|
| |
|
|
|
| |
6. |
|
Once you have determined your
retention schedule, submit the schedule to the records commission for
approval. |
| |
|
|
|
| |
7. |
|
Always obtain approval from the
State Auditor and the Ohio Historical Society before you destroy or
dispose of any records. |
| |
|
|
|
| |
8. |
|
Always prepare a Certificate of
Records Disposal before moving to storage or disposing of any records.
This certificate must be forwarded to the Ohio Historical Society 15
days before the actual disposal. |
| |
|
|
|
| |
9. |
|
Dispose of records in complete
accordance with the approved schedule you submitted to the records
commission. |
| |
|
|
|
| |
10. |
|
You should create and maintain a
central file of documents that pertain to your record retention system.
This file includes schedules, applications, certificates, etc. |
| |
|
|
|
| |
It is important to educate
your office staff concerning record retention and to follow the
guidelines as established by the local records commission.
For more information, please
see the "An Ohio Sunshine Laws Update" provided by the Ohio Attorney
General's office.
This information was taken from "Record Retention for Public Agencies
'The People's Records'" by Robert Schultz, Director of Administrative
Agencies, City of Sandusky, Ohio
|
