During an audit year, disposal of material will occur following the completion of a biennial state audit.

Transcription

1 BOARD OF TRUSTEES POLICY Business Record Retention Policy #10 Original: September 17, 2004 Revised: December 19, 2013 Reviewed: March 22, 2018 Tipp City Public Library 11 E. Main Street Tipp City, OH Record Retention Guidelines The Tipp City Public Library, like other public entities in the State of Ohio, must retain records from year to year. The Tipp City Public Library Board of Trustees adopts the following policy for record retention in accordance with Ohio Revised Code Section based on the Ohio Library Council s Guidelines for Records Retention and Destruction dated March 17, 2017 Item No.: 3.C.1. The Fiscal Officer will prepare a Records Retention schedule (RC-2) of items to be retained and to be disposed of annually. The Library board shall review applications [Records Retention schedule (RC-3)] for one-time disposal of obsolete records and schedules of records retention and disposition submitted by any employee of the library. The list shall become an exhibit to the minutes of the Board. The Board may dispose of records pursuant to the procedure outlined in section of the Ohio Revised Code. The commission, at any time, may review any schedule it has previously approved and, for good cause shown, may revise that schedule. During an audit year, disposal of material will occur following the completion of a biennial state audit. 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 attached list shows the retention period of specific records as defined and approved by the Ohio Library Council Board of Directors. 1

2 Ohio Library Council BOARD OF DIRECTORS ITEM NO.: 3. C.1 MEETING DATE: March 17, 2017 SUBJECT: Proposed Guidelines for Records SUBMITTED BY: Doug Evans Retention and Destruction REPORT FOR ACTION As noted in the OLC Policy Review Report, the amended Records Retention Policy refers to the Guidelines for Record Retention and Destruction Guidelines. The following proposed guidelines have been developed based upon states and federal laws as well as best practices for professional associations from the American Society of Association Executives. General Corporate Records Articles of Incorporation and amendments thereto Code of Regulations (Bylaws) Board of Directors and Board Committee Meeting Minutes Committee and Division action council meeting Patents, Trademark Registrations, Copyright Registrations Property records (including leases, deeds, easements, rights of way, appraisals, costs, depreciation reserves, blueprints, plans, end-of- Membership voting records, including ballots and electronic vote tally reports Membership Applications Correspondence relating to member discipline Contracts (not otherwise specified herein) 10 years 3 years following the applicable vote Membership term, plus Membership term, plus 5 years 5 years following termination Accounting, Finance and Tax Records Income Tax Returns and Filings Audit Reports of Accountants Cash Books Charts of Accounts Federal and State Tax Bills and Statements 1

3 Schedules, ledgers and other supporting documentation for financial statements and tax forms 1

4 Bank Records, Including: Bank reconciliations; Deposit and withdrawal records; Bank account statements; Cancelled checks; Check register Accounts Payable and Receivable End-of-Year Financial Statements Budget Data Expense Reimbursement Forms Invoices to members, customers and vendors Warranty Claims/Claims of Damage 6 years; for check register At least 3 years; prefer Employer Policies, Personnel Records, and Payroll Documents Records related to the formulation of HR policies and an employee handbook Employee handbooks Position descriptions and corresponding files Job postings, advertisements, non-employee applications and documents pertaining to employees not hired Pre-hire employment statistics; including race and gender data for applicants/candidates Background check files, including documents relating to criminal, driving, educational, financial, and employment backgrounds of applicants and employees Employment agreements, independent contractor agreements, and employee leasing agreements Until superseded plus 3 years Until superseded plus 3 years Current year plus 2 years 2 years 6 years plus current year after non-hire decision or separation of employment Expiration of agreement plus 6 years 2

5 Employee personnel files, including information and documents related to: applications; hiring; performance evaluations, appraisals, reviews and supporting documentation; attendance; compensation; assignments; training and career development; ADA interactive process and disability accommodations; discrimination or harassment complaints and any investigations and actions taken in response; promotions; demotions; discipline and adverse actions; layoff; transfer; termination; resignation; Employee leave records, including FMLA, military leave, and other personal leaves of absence 1-9 Forms Employment earnings and payroll records including withholding payroll Employee accident reports EEO Compliance review files and reports Adverse impact analyses and reports Complaint case files (informal complaints, grievances, administrative charges and lawsuits) Unclaimed wages [Note: Unclaimed wages are considered abandoned after one year and are reportable at that time.] 6 years plus current year after separation of employment 6 years plus current year after separation of 3 years or after separation of employment, whichever is 10 years after separation of employment or termination of any outstanding claim, 2 years 2 years 6 years plus current year after separation of employment or until the resolution of the case, whichever is later 10 years after report is sent 3

6 Claims Files Workers' Compensation Claims Unemployment Insurance/Compensation Claims Life, Accident, and Long-Term Disability Claims COBRA Claims (and claims under any other group health plan that provides health coverage to terminated employees or employees who experience a "qualifying event") Annual loss summaries Releases and settlements 6 years, plus current year after separation of employment or until the resolution of the claim, whichever is later 6 years, plus current year after separation of employment or until the resolution of the claim, whichever is later 6 years, plus current year after separation of employment or until the resolution of the claim, whichever is later 6 years plus current year after separation of employment or until the resolution of the claim, whichever is later 6 years 25 years Retirement Plan Documents and Corresponding Employee Data Retirement plans, amendments, and summary plan descriptions Retirement plan determination letters issued by taxing authorities Individual employee retirement plan records, including: employee service; eligibility for pension (name, address, social security number, period of employment, pay type - hourly or salaried, hours worked, and any breaks in service; Reports of retirement(s), plans, and forms filed with the Department of Labor or the Internal Revenue Service (including Form 5500) Retirement plan accounting records Memoranda, notices, and letters provided to retirement plan participant(s} 4

7 I t "' Insurance Records Insurance policies, amendments, endorsements, and related correspondence Certificates of insurance issued or received Audits or adjustments Summary plans and Reports on Group Insurance and Benefit Plans 2 years after final adjustment 6 years after filing of IRS Form and Other Correspondence and any files attached thereto (unless other provisions of this policy apply) Routine correspondence (no acknowledgment or follow-up required) Interdepartmental or other correspondence where another copy of same correspondence kept in originating General inquiries and replies that complete a cycle of correspondence and have no value after possible Correspondence requesting specific action that has no further value after changes are made or action has been taken Correspondence pertaining to inconsequential subject matters or that definitely close correspondence and Letters relating to the establishment of credit/credit turn-downs Letters constituting all or part of a contract or that are important in clarification of certain points of a Letters denying liability of the association Other letters that association might need to produce in court to disprove liability or enforce association's rights 90 days 5 years For life of principal document that it supports For life of principal document that it supports For life of principal document that it supports 5

8 Digital Storage Media and Other Electronic Information Network hard drives Storage media used for routine backups of network information Web site (archive version and current version) Web site user records (i.e., login tracking information) Source code (copyrighted, patented or protectable trade secrets) Blogs (archive versions and current version) Databases Association instant messaging/chat (i.e., website instant chat) Employee instant messaging/chat (i.e., to friends or family) 2 years from cessation of use;5 years if programs contained thereon are no longer used 1 month 3 years Life of the copyright, patent, trade secret, or 5 years 3 years 2 years from cessation of use; 5 years if program is no longer used 90 days 30 days