RECORDS RETENTION SCHEDULE (RC-2}- Part 1 See instructions before completing this form. Must be submitted with PART 2. Citywide RC-2.

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1 Ohio History Connection OHIO HISTORY eonnection State Archives Ohio Page 1 7 Local Government Records Program 800E.17^Avau.e JUL OHIO Columbus, Ohio UICTADV HlaTl^RT iocalrecs!aiohiohi>t^.qrg CTATP AMR I OPAI CONNECTION ^ ' ^ ^^^^r;r.^ GOVERNMENT RECORDS RECORDS RETENTION SCHEDULE (RC-2}- Part 1 See instructions before completing this form. Must be submitted with PART 2 Section A: Local Government Unit Chy Bowling Green (Local Govemmoit Entity) Citywide RC-2 Barbara A. Ford Personnel Director 6/21/2017 (Signature Responsible Ofhcial) (Name) (Title) (Date) Section B: Records Commission Bowling Green Records Commission N Church Street (Telephone ) Bowling Green Wood (Address) (City) (Zip Code) (County) To have this form returned to the Records Commission ally, include an address: bfordfdjbgohlo.org I herdiy certify that our leoordfi 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 efibrt to prevent these records scries from being destroyed, transfsited, or otherwise diiiposcd in violation these schedules and that no record will be knowingly disposed which pertains to any pending Ic^ case, claim, action or request. This action is reflected in the minutes kept by this commission. Records Commission Chair Signature Date Signature Title Date Plene Note: The State Archives retains RC-2 farms permanent, h is strongly recommended that the Records ComaUssion retain a permanen copy this form

2 Page 2 7 See instructions before completing this form. (Local Government Entity) Record Title and Deicrlption Telephone Messages/records; voice mail messages (Used/retain as general fice Budget Items - Copies purchase orders, requisitions, invoices, requests for transfers funds, etc. (Used/retain as general fice Records retention schedules and other materials related to records retention such as RC-ls, RC-25 and s (Used/retain as general fice Commissions/Boards/Committees meeting minutes Annual Budget - Annual budget set by Council Bids - Documents presented by potential contractors - bonding Information, specification sheets, bid forms and amounts, references, etc Mail: Postal records {e.g. registered, certified certificates mailing, Insured logs or receipts, etc.) {Used/retain as general fice Miscellaneous Manuals, handbooks, and directives (Used/retain as general fice Audio and Video Recordings Meetings Stenographic/audio record proceedings, notes meetings; etc. (Used/retained as regular fice Correspondence /non-record - Junk mall/ (Used/retain as general fice Training Mateiial/Lesson Plans - Documentation employee training, including materials, subject matter, etc. Y necessary 3 Years Pending Audit permanent; retain untii ; paper permanent Permanent Successftjl -15 years Unsuccessful- 2 years after letting project Until minutes prepared and approved Destroy Immediately Until superseded and and / / and and VHS/BET/Cas sette tapes/cds/d VDs/etc, all forms recordings and For ufte by by n SAO-/- RC-2 (Part I & 2), Revised January 2017

3 Page 3 7 See instructions b^re completing this form. (Local Govemmeat Entity) Nnmber Record Title and Deicrlption Correspondence - Letters, memoranda, faxes, messages, communications, etc. TrotisierA: telephone messages, drafts, reminders, and other limited documents which convey Information temporary Importance In lieu oral communication. (Junk mall, unrequested materials, voice malls, unsolicited correspondence, etc.) Routine: referrals, requests for routine information or publications; standard form letters. General: requests for Information pertaining to interpretations and other misceitanecus inquiries; informative - does not attempt to influence policy. Executive: dealing with significant aspects administration; concerning policy, procedures, program, fiscal, and personnel matters. With Lflgfslative Branch: Correspondence with aty Council Material Safety Data Sheets (MSGS] or Safety Data Sheets (SDS); any logs these documents Safety Protocols or Division Standard Operating Procedures or protocols, mandates, etc. (Used/retain as general fice Retain according to content, ensure metadata retained; Transient Until no longer value; Routine, 6 months; General, 1 year; Executive, 2 years-file with related records if content requires longer retention; with Legislative Branch 3 years until ; paper permanent retain until superseded or no longer! Y necessary; Drafts (Used/retain as general fice Copies (Used/retain as general fice Subscriptions Copyrighted materials- Magazines, subscription materials, etc. (Used/retain as general fice!! /Electr Pa per/el ectr /electr /electr /electr For use by bv SAO-/- RC-2 (Part 1 A 2), Revised January 2017

4 Page 4 7 See instructions before completing this form. (Local OovemnwiDl Eotity) Record Title and Deicrlption Vehicle Documents (Used/retained as general fice Public Records Requests and logs documenting these requests (Used/retained as general fice Facsimile (FAX) Logs (used/retained as general fice Legal Notices; Certifications Publication; Tear sheets as long as vehicle is in the fleet; retain 2 years;! V necessary 5 years paper; News Releases 3 years paper; DMA forms related to Ohio Homeland Security Program - Program eliminated from State as September 10, 2013 (Forms for Public Employment, State License form and Public Contracting/vendor form) DMA no longer required per HB 487) Blank Form/Template - Forms and templates created for ease re-creating regularly used formats such as memos, letters, mailing labels, fax cover pages, etc Calendars - Calendars, planners, etc., used to manage schedules, meetings, projects, etc Claims for Damages - Legal claims Including correspondence, investigative materials, notes, contacts, etc Contracts - ORC Legal agreements with individuals, organizations, or entitles to procure goods and/or services Legal Opinions - An opinion from the City Attorney issued expressing legal conclusions and legal analysis. Retain until no longer value Until obsolete or superseded Administrative Value 2 years after case settled and all legal appeals exhausted 15 years after expiration Permanent and /electr /electr /Electr /Electr /Electr For use by bv

5 Page 5 7 See instructions before completing [his form. (Local Goveramect Entity) (I) SebedDle Record Title and Deicriptton Legal Settlements - Legal documents regarding the final disposition proceedings Including documentation and correspondence Liability Waiver - A signed acknowledgement the risks associated with a particular activity or event Licenses, Permits - Documents affirming requirements being met as asalbed by Issuing agency Project Plans, Drawings, Maps, Blueprints - Sketches, drawings, and plans buildings, physical locations, topography, etc Property Inventory - Accounting City assets Reference Materials - Flies compiled to compare and contrast options, equipment, and/or plans action Reports - A report containing substantive information operations, policies, procedures, and planning on a particular topic or as part a specific program Roster/Directory - Information Including phone numbers, addresses, staff roster, committee membership, assignments, schedules, mailing lists, etc Scrapbooks - Collections and publications related to activities governmental entity. May be Informal or an ficial publication Postal records (e.g. registered, certified, certificates mailing, insured log or receipts, etc.) Mall: Unsolicited mail (e.g. anonymous correspondence; groundless complaints; sales materials; transitory messages; brochures; magazines; unsolicited materials, etc.) Used/retained as general fice C3) 3 years 3 years providing no action pending 2 year after expiration Permanent Until superseded Administrative Value 1 year or Until no longer Administrative Value thereafter lyear after superseded or obsolete Appraise for historical value 2 years paper copy; destroy once /Electr /electr For UK by Rcqub-ed b> D D

6 Page 6 7 Section E: RECORDS RETENTION SCHEDULE (RC.2) - Part 2 See instructions before completing this form. (Local Govemmeat Eotity) Record Title and DeicriptioD Records Requests and logs documenting such request (Used/Retained as general fice Facsimile (FAX) Logs (used/retained as general fice Copies-All media [Used/Retained as general fice Blank Forms (Used/Retained as general fice Drafts - all media (Used/Retained as general fice Agendas (Used/Retained as general fice Stenographic/audio record proceedings, notes meetings; etc. (Used/retained as regular fice 2 years; delete immediately after to paper! retain 2 years; Until minutes prepared and approved /electr /electr /Electr /electr /electr /electr /electr For n\t by by n Manuals, handbooks, and directives (Used/Retained as general fice Survey materials/responses, etc from/to other entitles for Information on benefits, wages, staff, policies, etc. (Used/retained as general fice records] Until superseded, obsolete or replaced - One year; /Electr ontc /electr Personal calendars/planners etc (Used/retained as general fice value /Electr Spreadsheets (Used/retained as general fice /electr

7 Page 7 7 See instructions be/ore completing this jbrm. Ctty Bowling Green (Local Govflmment Eotily) Record Title and DeKripdon Refet^nce/llbraty materials (Used/retained as general fice Executive staff meeting minutes (Used/retained as general fice value retain 1 year; 10 years after case settled /electr /electr For use by by Stenographic/audio record proceedings hearings; CourtAiearing transcripts, etc. /electr is a/ormot on which records are sent, received and/or dratted using mailing systems. is NOT a record series. Instead, each indmdual should be evaluated according to its content and retained in accordance with the record series adopted within this schedule that the content most closely fits. ( should be retained ally rather than on paper as conversion to paper may cause loss ally attached metadata that is important to the authenticity the record.)