Cuyahoga Falls Library

Records Retention

The Cuyahoga Falls Library, like other public entities in the State of Ohio, must retain certain records from year to year. The Board of Trustees of the Cuyahoga Falls Library adopts the following policy for records retention:

Records fall into two categories: Permanent and Non-Permanent. Retention of records may be in any commercially viable media that provides an accurate reproduction of the original record. The following list shows the retention period of specific records.

Permanent Retention
Annual Financial Report to the Auditor of State
Annual Report to the State Library
Audit Reports from Auditor of State
Board of Trustees Minutes
Building Specifications and Plans
Historical Files
Library Statistics- Annual Report
Payroll Records
Payroll Tax Records
Personnel Files
Ohio Public Employees Retirement System Reports W-2 Forms
Time Cards

Non-Permanent Retention
Accident Reports – 5 years provided no pending action
Accounting Records not specified – 5 years provided audited
Accounts Payable Ledger – 5 years provided audited
Administrative Policy and Procedure Files – One year after superseded
Amended Official Certificates – 5 years provided audited
Annual Budget Resolutions – 5 years provided audited
Annual Certificate of Estimated Resources Annual – 5 years, provided audited
Applications for Employment – Retain with personnel record if applicant employed; Others 1 year
Appropriation Ledgers – 5 years provided audited
Bank Deposit Receipts – 5 years provided audited
Bank Statements – 5 years provided audited
Bids – Successful – 15 years after completion of project
Bids-Unsuccessful – 3 years After Letting of Contract provided audited
Board Agendas – One year
Book Inventories Maintained online; until superseded
Budgets Annual – 10 years
Canceled Checks – 4 years provided audited
Cash Journals – 4 years provided audited
Cash Register Tapes – 4 years provided audited
Certificates of Total Amount From Sources Available for Expenditures – 4 years provided audited
Check Registers – 4 years provided audited
Committee Reports – 4 years provided audited
Contracts and Leases – 5 years after expiration, provided audited
Deduction Authorizations – Until superseded or employment terminated
Deferred Compensation Deduction Reports – 5 year provided audited
Depository Agreements – 4 years provided audited
Employee Absence Summary – Four years, provided audited
Employee Handbooks – Until superseded
Employee Request for Leave Forms – Until audited
Employee Schedules – Until no longer of administrative value
Encumbrance and Expenditure Journal – 5 years provided audited
General Correspondence – Two years
Gift Donor Forms – 3 years
I-9 Immigration Verification Forms (retained separately from personnel files) – Three years after date of hire, or one year after termination of employment, whichever is later.
ILL Records – One year
Insurance Policies/Bonds – Two years after expiration provided all claims have been settled
Inventories, except books – Until superseded
Investment Reports – 4 years provided audited
Job Descriptions – Until superseded
Job postings/advertisements of job openings,promotions, training programs or opportunities for overtime work – One year if no action pending
Levy Official Files – Life of Levy plus 5 years
Litigation Records – 5 years after case closed/appeals exhausted
Lost Books/Fine Records – Once paid removed from patron history
Patron Information – Permanent or three years after inactive
Postal Records (e. g. registered/ certified/Insured logs or receipts/postal Meter documents) – 2 Years
Prevailing Wages Records – 4 years provided audited
Purchase Orders – 2 years provided audited
Receipt Books – Until Audited
Receipt Journals – 5 years provided audited
Record Requests – 2 years
Records Commission/Records Disposal documents – 10 Years
Software – Destroy when obsolete
Transient material (all informal and/or temporary messages and notes, including e-mail and voice mail messages, and all drafts used in the production of public records)
Discretionary; retain until no longer of administrative value
Unemployment Compensation Claims 4 years provided audited
Voucher with Invoices 5 years provided audited
W-4 Forms Until superseded
Workers’ Compensation Claims – 10 years after date of final payment

Regardless of format, computer back-ups of any of the referenced records shall follow the same retention period as paper records.

Approved by the Cuyahoga Falls Library Board of Trustees, January 27, 2015

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