The Ohio Historical Society form serves as a vital document for local government entities in Ohio, facilitating the management and retention of public records. This form, known as the Records Retention Schedule (RC-2), outlines the procedures necessary for documenting the lifecycle of various records, ensuring compliance with state regulations. By adhering to the guidelines set forth in this form, municipalities, counties, and other local entities can effectively maintain their records while also safeguarding against unauthorized disposal.
The Ohio Historical Society form, officially known as the Records Retention Schedule (RC-2), serves as a crucial tool for local government entities in Ohio, facilitating the organized management and disposal of public records. This form is structured into several sections, each addressing specific requirements essential for compliance with state regulations. Section A requires the identification of the local government unit, including municipalities, counties, and other governmental bodies, along with the name of the responsible official who must sign and date the form. In Section B, details about the Records Commission are necessary, including contact information and a certification statement that must be signed by the commission chairperson. This certification ensures that the records scheduling has been approved in an open meeting, as mandated by Ohio law. Section C involves the Ohio Historical Society's review, where an agent will indicate which records series necessitate a Certificate of Records Disposal (RC-3) prior to disposal. The Auditor of State's approval is documented in Section D, where an agent from their office will sign the form, signifying the final step in the approval process. Section E focuses on the records retention schedule, requiring entities to provide detailed information about each records series, including schedule numbers, titles, descriptions, retention periods, and media types. By completing this form, local government entities not only comply with legal requirements but also ensure the responsible management of public records, thereby promoting transparency and accountability in government operations.
Ohio Historical Society
Page ____ of ____
State Archives of Ohio
Local Government Records Program
800E. 17th Avenue Columbus, Ohio 43211-2497
Section A: Local Government Unit
Include the name of the municipality, county, township, school, library, or special taxing district (local government entity) for which the form is being submitted.
Include the unit (department, agency, office), if applicable.
The departmental official directly responsible for the records must sign and date the form.
Section B: Records Commission
Complete the phone number and mailing address for the Records Commission, including the county.
To have this form returned to the Records Commission electronically, include an email address. It is the responsibility of the Records Commission to forward an electronic or paper copy of the approved form to the appropriate department.
The Records Commission Chairperson must sign the certification statement before it can be reviewed and signed at the Ohio Historical Society by the Local Government Records representative, and approved by the Auditor of State’s Office.
Section C: Ohio Historical Society – State Archives
The reviewing agent from Ohio Historical Society Local Government Records Program (OHS-LGRP) will indicate on your RC-2 which records series will require a Certificate of Records Disposal (RC-3) prior to disposal.
They will sign the form and forward it to the Auditor of State’s Office.
Section D: Auditor of State
The approving agent at the Auditor of State’s office will sign the form and return it to the OHS-LGRP.
Section E: Records Retention Schedule
1)Schedule numbers can be expressed by a year and item numbering scheme for each records series being scheduled, for example, 09-1 and 09-2. Another option is to include a unique abbreviated identifier for each office, for example, Eng. [Engineer] 1, Eng. 2, etc. The numbering schema is your choice, and it will be used later on your Certificate of Records Disposal (RC-3).
2)Include the title of the records series and a brief description of each series. Please provide information about the content and use of the records series.
3)Articulate a retention period for the record in terms of time (exp. six years), an action (exp. until audited), or both (six years after audit).
4)Include the formats of the record (paper, electronic, microfilm, etc.)
5)For use by the Auditor of State or the OHS-LGRP. OHS-LGRP will mark the records series that will need an RC-3 prior to disposal.
GENERAL INSTRUCTIONS:
---For questions related to records scheduling and disposition, OHS-LGRP: (614) 297-2553 or at localrecs@ohiohistory.org
---After completing sections A and E, submit the form to your records commission so it can be approved in an open meeting pursuant to Section 121.22 ORC. See Ohio Revised Code Section 149.38 (counties), 149.39 (municipalities), 149.41 (school districts), 149.411 (libraries), 149.412 (special taxing districts) and 149.42 (townships) for the composition of your records commission. Your records commission completes section B and sends the form to OHS-LGRP at:
localrecs@ohiohistory.org OR
The Ohio Historical Society
Local Government Records Archivist
800 E. 17th Avenue
Columbus, OH 43211-2497
---The OHS-LGRP will review this RC-2 and forward it to the Auditor of State’s Records Officer, Columbus.
---This RC-2 is in effect when all signatures have been affixed to it. OHS-LGRP will return a copy of the approved form to the Records Commission. The local records commission and the originating office should retain permanent copies of the form to document legal disposal of public records.
---Remember, at least 15 Business days before you intend to dispose of records, submit a Certificate of Records Disposal (RC-3) to the OHS-LGRP. Copies of RC-3s will not be returned.
SAO/LGRP-RC2-(Inst.) Revised February 2012
RECORDS RETENTION SCHEDULE (RC-2)
See instructions before completing this form.
_______________________________________________________________________________________________________
(local government entity)(unit)
(signature of responsible official)
(name)
(title)
(date)
Records Commission
(telephone number)
(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 from 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.
Records Commission Chair Signature
Date
Section C: Ohio Historical Society - State Archives
Signature
Title
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
(local government entity)
(unit)
(1)
Schedule
Number
(2)
Record Title and Description
(3)
Retention
Period
(4)
Media
Type
(5)
(6)
For use by
RC-3
Auditor of
Required
State or
by OHS-
OHS-LGRP
LGRP
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