State Archives
State Archives
State Archives

Local Government Records Program New Procedures

With the passage of House Bill 153 by the 129th General Assembly there have been some changes to RC-1, RC-2, and RC-3 procedures for forms dated after September 29, 2011 by the local records commission.

 The OHS-LGRP will indicate on your Records Retention Schedule (RC-2) forms during the review process the records series which will require a Certificate of Records Disposal (RC-3) prior to disposal.  We have a new RC-2 form with check-boxes for the OHS-LGRP to mark. 

Please include a brief description for each records series on your RC-2 forms so that we may more accurately determine which records series will require an RC-3 form.  RC-3 forms will only be required for records series indicated by OHS-LGRP on your RC-2 form.  We suggest that your local records commission continues to document the disposal of all records series internally.  We also suggest that you retain the the records documenting the disposals permanently

After a One-Time Disposal of Obsolete Records (RC-1) has been reviewed by the OHS-LGRP and approved by the Auditor of State, you will no longer be required to send in an RC-3 prior to disposal. 

If you wish to dispose of a record that is more than 50 years old, please contact the OHS-LGRP, even if the RC-2 does not require an RC-3.  While the age of a record is not the only factor that determines historical value, in general, records that are 50 years old or older are more likely to have historical value.