RECORDS RETENTION SCHEDULE (RC-2) See instructions before completing this form.

Size: px
Start display at page:

Download "RECORDS RETENTION SCHEDULE (RC-2) See instructions before completing this form."

Transcription

1 i^^^^r op^jn VI 800 E. 17"' Avenue OHIO HISTORY DEC?, CONNECTION STATE AND LOCAL GOVERNMENT RECORDS Remember, at least 15 Business days before you intend to dispose of records, submit a Certificate of Records Disposal () to the OHS-. Copies of s will not be returned. RECORDS RETENTION SCHEDULE (RC-2) See instructions before completing this form. Section A: Local Government Unit The City of Strorfgsville (Local gdvgmmevit entity) Akl esponsible official) Joseph K Dubovec (name) Director of Finance (title) Ocrofiee. ' k i o i s (date) Section B: Records Commission City of Strongsville Records Commission Records Commission (telephone number) Foltz Parkway (address) Strongsville (city) (zip code) Cuyahoga (county) To have this form returned to the Records Commission electronically, include an address: strongsville.law@strongsville.org I here certify that our records commission met in an open meeting, as required 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 knowingly disposed of which pertains to any pending legal case, claim, action or request. This action is reflected in the minutes kept this commission. Records Commission Chair Signature f Thomas TKr P. Perciak, Mayor Aec S M S Date Section C: - State Archives L^xsi O^^'Aj^MJT bl^crcis I / J / 1 9 ignature Title Date Section D: or OL Signature Date Please Note: The State Archives retains RC-2 forms permanently. It is stronalv recommended that the Records Commission retain a permanent copv of this form Page 2 of 7

2 i^^c^r VI flp^vn 800 hio Historical Society th E. 17 Avenue Section E: Records ed means: the years ^ ^ s s e d the records have been audited the Aud.torofstateandthe dudrt report has been released pursuant to oec..2t> o.r c F-100 F-100(a) Accounting: Appropriation Ledgers Budget vs. YTD Actuals Accounting: Appropriation Ledgers Budget vs. YTD Actuals Until ally Scanned and Stored or OHS- 4 Years F-101 Accounting: Balance Sheets F-101(a) Accounting: Balance Sheets 3 Years F-102 Accounting: Annual Budget Documents Permanent F-103 Accounting: Cancelled Checks F-104 Accounting: Certificates of Estimated Resources CD's 7 Years F-105 Accounting: Depository Agreements Duration of Agreement F-106 Accounting: Fixed Asset Reports 10 Years F-107 Accounting: Fixed Asset Reports (Asset Inventory Management System) Current Year Only F-108 Accounting: General Ledger 25 Years F-109 Accounting: Insurance Data & Appraisals 2 Years & Expiration Page 3 of 7

3 H I S T O R Y 800 Historical Society th E. 17 Avenue Section E: Records or OHS- F-110 Accounting: Monthly Bank Reconciliations & Journal Entries F-111 Accounting: Journal Entries F-112 Accounting: Old Records Permanent F-113 Accounting: YTD Budget Reports F-113(a) Accounting: YTD Budget Reports 3 Years F-114 Accounts Payable: Check Register F-114(a) Accounts Payable: Check Register 3 Years F-115 F-115(a) Accounts Payable: Purchase Orders & Invoices Accounts Payable: Purchase Orders & Invoices F-116 Accounts Payable: Vendor Reports 3 Years F-117 Accounts Payable: Vendor 9 Forms Permanent Page 4 of 7

4 H 1 s T o R Y state Archives of Ohio 800 E. 17"' Avenue Section E: Records F-117(a) Accounts Payable: Vendor 9 Forms Until ally Scanned and Stored or OHS- F-118 : Financial Statements Permanent F-119 : Financial Statements Backup F-120 Bids: Documents, Plans & Specifications 15 Years F-121 Debt: Bond & Coupon Registers Permanent F-122 Debt: Bond & Note Transcripts Permanent F-123 Miscellaneous: Legal Notices 5 Years F-124 F-125 Miscellaneous: Microfilm Old Finance Records Miscellaneous: Special Assessment Reports Permanent Microfilm Until Paid & F-126 Miscellaneous: Title Searches 3 Years F-127 F-128 Permits: Refund Backup - Builders & Engineering Receipts: Bond Escrow, Construction & Builder Deposits **10 Years Page 5 of 7

5 H I S T O R Y 800 E. 17"' Avenue *As of 01/01/2013, no new records are being generated the in these categories (F-128/129) Section E: Records The City of Stron.qsville F-129 Receipts: Building Permits & Licenses (Originals kept Building Department) **1 Years & or or OHS- OHS- F-130 Receipts: Individual Credit Cards F-130(a) Receipts: Credit Card Summary After Confirmed with Bank F-131 Receipts: Daily Activity Reports & Account Distributions F-132 Receipts: Cancelled Cash Receipt Checks After F-133 Receipts: EMS & Medicare Payments F-134 Receipts: Handwritten Receipt Book for use when computer is unavailable F-135 Receipts: hite Book Items (Intergovernmental Revenue Backup) F-136 Sewer: Connection Deposits & Permits F-137 Account Trial Balances F-138 Computer: Misc. Back-Up Reports & Financial Records Page 6 of 7

6 HISTORY 800 E. 17"' Avenue Section E: Records P-1000 Payroll: Payroll Files: Employee Federal and State Exemption Forms, Direct Deposit Forms, and Voluntary Employee Deductions P-1001 Payroll: Timesheets Until Superseded or OHS- P-1002 Payroll: Pay Registers Permanent P-1003 Payroll: Pay Registers Permanent P-1004 Payroll: -2 Reports Permanent P-1005 P-1006 Payroll: Pension Reports: OPERS and OP&F detailed pension reports Payroll: Ohio Bureau of Employment Services - Quarterly reports to the State showing number of employees paid and wages paid per quarter. Permanent Permanent ed mea ", nt. records encompassed have been audrt-m- or 3 " audit report has released pursuant to Sec b O.R.C. Page 7 of 7