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Local Government Records: Frequently Asked Questions

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• Where do I send the RC forms?
  
• Do I have to use the retention periods listed in the manuals?
  
• What if a record is not included in the manuals?
  
• I did not receive a copy of my RC-3 form back. Is there a problem? Can I dispose of the records?
  
• How do I revise a retention schedule?
  

Where do I send the RC forms?

You should send your completed RC forms to the Ohio Historical Society LGRP, 1982 Velma Avenue, Columbus, OH 43211.

Do I have to use the retention periods listed in the manuals?

The LGRP manuals provide only suggested retention periods. Your local records commission may approve other retention periods.

What if a record is not included in the manuals?

The LGRP manuals do not list every record that local governments create. If a record is not listed in the manual you should determine the retention period the record based on its adminstrative, legal, fiscal, and historical value. If you need assistance, please contact the LGRP.

How long should I wait to receive a fully approved copy of the RC form I submitted?

RC-1 and RC-2 forms can take up to four months for review. Both the LGRP and the Auditor of State's Office have 60 days to review the forms. When the forms have been reviewed they will be mailed back to you. The original copy of the forms you submit will be kept permanently at the Ohio Historical Center.

I did not receive a copy of my RC-3 form back. Is there a problem? Can I dispose of the records?

The RC-3 will not be returned to you. If there was a problem with your form you will be contacted. You can proceed with the records disposal 15 business days after the form was submitted. Many local governments include a self-addresses stamped postcard with their RC forms in order to assure that their forms were received.

How do I revise a retention schedule?

You do not have to completely redo a retention schedule in order to revise it. Simply include the item(s) that you are revising on a new RC-2 form and submit it through the review process. You should indicate on the form that it is a revision or addition to an already existing retention schedule.