OHIO HISTORY CONNECTION

Transcription

1 ~-- ~_... Section A: Local Government Unit Ohio History Connection State Archives of Ohio Local Government Records Program 800 E Avenue Columbus. OH RECORS RETENTION SCHEULE (RC-2) Page 1 of 5 MAY STATE AN LOCAL GOVERNMENT RECORS Andrew Smarra (Name) Treasurer (Title) (ate) Section B: Records Commission Un ion County Records Commi ssion 128 South Main Street Marysville (Address) (City) (Zip Code) (Telephone Number) Union (County) To have this form returned to the Records Commission electronically. include an address: sbadenhop@co.union.oh.us I hereby certify that our records commission met in an open meeting. as required by Section 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 knowing! (sposed of which pertains Lo any pending legal case. c laim, action or request. This action is reflected in the this omm on. ate Section C: Ohio History Connection - State Archives Signature Title : Auditor of State Signature Title ate Please Note: Tlte Stale Archives relai11s RC-2 forms perma11e111/y. II is slro11gly recommended 11ta11/te Records Commission retain a perma11e111 copy of I/tis form SAO-/LGRP- RC-2 (Part I &2), Revised August2014

2 ~~ RECORS RETENTION SCHEULE (RC-2) Page 2 of 5 Financial ivision (Unil) (I) (2) (3) (4) (S) (6) Schedule Record Title and escription Retention Period Media Type For use by Auditor of RC-3 Automatic Clearing House (ACH) Tl6- IOI Authorizations Until, superseded, Agreements authorizing the electronic obsolete or updated exchange or transfer of money from one e.. R T l6-102, f"'"~ns. t: "' ~ } rc: _,rd' J account to another '. _. """ thl )d..>~>' - Bank Statements., 1 i'j i i3.l.. cit~d aily and monthly statements from the bank c' neon au... n1 lthe containing withdrawal and deposit information "or of St"'te, eno [for accounts, and also including, but not,,., " rt nas bf ~ J( \t repo uan1 limited to. canceled checks, check registers, to...,.. c' purs deosit tickets deosit slis and reconciliations i --te",,,r.: n.r.c ~ Bankruptcy Files (Inactive) j<.;c. ' - Records documenting notices sent about the iiudicial/y supervised reorganization or T liquidation of insolvent individuals and 7 years businesses; includes proofs of claim against indhliduals or businesses by the county for outstanding tax liabilities Checks eposited Until digitized and Remittances issued to the County Treasurer T l6-104 quality control and deposited electronically into a banking checked financial institution Checks eposited T l6-105 Remittances issued to the County Treasurer and deposited electronically into a banking Electronic financial institution aily Balance Worksheets T l6-106 ocumentation of cash transactions. balances, receipts and disbursements pe1formed by the ol/ice 1hro11 hout a workday aily Sheets (Form 6) T l6-107 Summary of daily transactions, receipts and investments /Electronic Electronic Fund Transfer (EFT) and Automatic C learing House (ACH) Records Tl6-108 Records documenting the electronic exchange 3 years /Electronic or transfer and processing of money from one account to another Fund Report T l6-109 aily financial statement reconciling and balancing overall fund amounts bell.veen the /Electronic Counf)l Treasurer and Cozmf)l Auditor

3 ~_, ~... RECORS RETENTION SCHEULE (RC-2) Page 3 of 5 Financial ivision (I) (2) (3) (4) (5) (6) Schedule Record Title and escription Retention Period Media Type For use by Auditor of RC-3 Tl6-1 IO Tl6-1 l I Interest Al location Reports f t,,,. ~ocl merms: 'Ii v~.,rs Reports detailing interest calculations on special funds where interest is required to be calculated Investment Collateral /Electron i& ~.:ompassecj by the.~cerds ti vo be~n aurlitcd : 'le.. ~--,.. I Ji. VI VI '"1lCt.1.' CUI,.,~ Records from a bankingfinancial institution noting security insurance amounts of held a UCIL report has be.er /Electronil )f ~ ~SP-rt pt rsuant to countv money 5 P.C 117.2:: 0.lt.C. T l6- l 12 Investment Journal Records tracking county deposits and investments in bankingjinancial institutions; Permanent includin~ investment call sheets Journal of Warrants Redeemed Tl6-l 13 Register listing County Auditor's authorizations lfor spendin~ that have been paid /Electronic Tl6-l 14 Pay-In Orders ocumentation of money being paid into an account within the countv treasury /Electronic Vendor & Cigarette License Receipts/Reports Acknowledgements/or the payment of vendor Tl and/or cigarelle licenses issued from the County Auditor, along with summari=ing reoorts [JJ./ /

4 ... ~~ ~ RECORS RETENTION SCHEULE (RC-2) Page 4 of 5 Tax ivision (1) (2) (3) (4) (5) (6) Schedule Record Title and escription Retention Period Media Type For use by Auditor of RC-3 Board of Revision Case Files Records of tax complaints flied before the Board of Revision containing a record of Tl6-201 lfindings of the board and subsequent notices of. Original maintained appealsji-om actions of the board to the State by County Auditor Board of Tax Appeals or Court of Common Pleas Conveyance Records Records documenting the transfer in ownership. T l6-202 of property for tax assessment purposes, Orig inal maintained including exempt property and manufactured by County Auditor..,l".l.d menns~ th(\ '""".., homes \ t f"" '- I "'" Ir\ I, I aily istrict Balances (Form 7) pas:>l;;u.., 1 -,. om. d' )' ' J T l6-203 Tl6-204 (Collection-to-ate) been aud,... Record compiling and summarizing the cumulative collection of taxes year-to-date by /Electronic t (~aitor of state?0.. dit rc'1ort has b~ en '. '\:C 1 5 taxinf{ district ' elinquent/omitted Tax Payment Plans h ;\t.0"""'',- ~ c Agreements with delinquent taxpayers and/or ~ec > O. 5 years /Electron ic taxpayers omitted from the tax duplicated for the payment of owed taxes elinquent Tax and Assessment Collection (OT AC) Fund Records. "' 1r~u~nt to T l6-205 Records related to the administration and 4 years, provided expenditure and receipt of money from the (ORC ) elinquent Tax and Assessment Collection (TA CJ Fund elinquent Tax Parcel Certifications T l6-206 Records documenting tax parcels certified as delinquent and forwarded on to the County 3 years Prosecutinrz Affornev for foreclosure Mortgage & Tax Services Additions/eletions Records documenting requests submitted by Tl6-207 mortgage and tax service companies for the issuance of tax bills and/or removal from the sending of rax bills Subdivision Payments Tl6-208 Record of the distribution of collected tax funds to taxinl{ districts Settlement Reports T l6-209 Record of the treasurer's semi-annual breakdown of the distribution of tax receipts /Electronic with taxinf.{ districts

5 ,,,_... _... ~~ RECORS RETENTION SCHEULE (RC-2) Page 5 of5 Tax ivision (I) (2) (3) (4) (S) (6) Schedule Record Title and escription Retention Period Media Type For use by Auditor of RC-3 Tax Address Change Forms Tl6-210 Request by a taxpayer to change their mailing address Tax uplicate list of taxes and assessments by parcel, owner Permanent. Record / information, legal description, taxable copy maintained Electronic/ Tl6-2 1 l ~ valuation of all real estate, and date and permanently by Microfilm amount of tax payments for real estate. County Auditor manufactured homes and soecial assessments Tax uplicate - elinquent lists of delinquent taxes assessed against Tl6-212 manufactured home, personal property and real property within the county containing 3 years /Electronic property owner, description taxes due and late 1enalties Tax Envelopes T Envelopes of taxpayers who have submitted tax loayments Tax Envelopes - Late Payment Tl Envelopes of taxpayers who have submitted tax 1 year 1payments after the tax payment due date Tax Envelopes - Returned Mail Tl6-215 Tax statements sent to taxpayers via mail and I year returned by the Post Office as undeliverable Tax Issues Records (Resolved) T Tl6-217 Tl6-218 Tl6-219 Records related to problems and/or issues with real estate, manufactured homes, special assessments and personal property taxes, included, but not limited to, penalties and interest issues Tax Pre-Pay Agreements (eleted/ Inactive Parcels) Agreements with taxpayers to pay taxes on a monthly basis instead of semi-annually Tax Pre-Pay Requests for Refunds Requests from taxpayers for a refund from tax 2 years 2 years 1-,.... pre-pay agreements, which have been canceled Au :lited means: 1,.,ve ll.:) or terminated f-'"' nmn!:lt::~(v'" ' I' r1 1 ~cords Tax Receipts ha re been auc' 1 h!",'/ 1 he Records and acknowledgements of tax payments into the treasury for real estate taxes, manufactured homes taxes and personal at property taxes; including summari=ing tax receiot reoorts Av clitor of State ~nd :) it report h:s b2cn f P ~sed pursuant to Sr c,. 117.l() O.R.C.