Local Retention Schedules & Forms

The Local Government Records Manual is meant to provide an overview of records management processes and procedures. The suggested retention schedules list common records series created by local governments. Your office may not create all of the records listed, or your office may create additional records not listed. Your office's retention schedules should be created in accordance with the records that your office creates. The records retention periods stated in the manuals are suggested retention periods only. Your local records commission may approve other retention periods. The RC-2 is the form used to submit your retention schedule. The RC-1 and RC-3 are used for disposal requests.

Before any retention periods can be considered in effect they need to be submitted through the State Archives on a records retention schedule using the RC-2 form. The RC-2 should be signed by a local responsible official and local records commission chair, the State Archives, and the State Auditor’s Office.

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State Archives Local Government Records Program 800 E. 17th Ave. Columbus, OH 43211

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RC Forms and Suggested Retention Schedules

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Special Taxing District Retention Schedules

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County Suggested Retention Schedules

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RC Forms

One-Time Disposal of Obsolete Records (RC-1)

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Used for a one-time disposal or transfer of records that are no longer created or maintained by the local government and are not listed on an RC-2.

Instructions

Example

Word Template

PDF Template

Excel Template

Records Retention Schedule (RC-2)

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Used to document the records series that are created and how long records are retained.

Instructions

Example

Word Template

PDF Template

Excel Template

Certificate of Records Disposal (RC-3)

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Used to document destruction or transfer of records identified on the local government's RC-2 form.

Instructions

Example

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Excel_Template

 

Notice of Disposition of Court Records

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Sample notice that can be used in accordance with Rule 26, section E-2. Courts may also create their own notices to submit.


Special Taxing District Retention Schedules

These suggested retention schedules were compiled by the Ohio County Archivists and Records Managers Association (CARMA) and the State Archives to accompany the 149.011 of the Revised Code and that is not specifically designated in section 149.38 (counties), 149.39 (municipal corporations), 149.41 (school districts), 149.42, (townships), or 149.411 (public libraries) of the Revised Code. The term can be found described in ORC 149.412 and this 2013 determination by the Ohio Attorney General. Please note that not all Special Taxing Districts are represented. Contact the the Local Governement Records Program if you are looking for a Special Taxing District not listed.


County Suggested Retention Schedules

These suggested retention schedules were compiled by the Ohio County Archivists and Records Managers Association (CARMA) and the State Archives to accompany the Local Government Records Manual. The drafts follow retention periods required by statute or determined by best practice. Your records commission may use and adapt the schedules as appropriate. Department schedules are designed to be used in conjunction with the general records retention schedule.