Records Retention

The Cuyahoga Falls Library, like public entities in the State of Ohio, must retain certain records from year to year. The Board of Trustees of the Cuyahoga Falls Library adopts the following policy for records retention:

Records fall into two categories: Permanent and Non-Permanent. Retention of records may be in any commercially viable media that provides an accurate reproduction of the original record. The following list shows the retention period of specific records.

Record Title: 1099, 1096 Forms and related documents
Description: 1099 forms report various types of income other than wages, salaries, and tips paid to independent contractors/non-employees.  Records also include 1096 (transmittal) form and any filing confirmations, etc.
Retention Period: 6 years provided audited

Record Title: Accident/Incident  Reports
Description: Report of any accident or incident on library property
Retention Period: 5 years provided no pending action

Record Title: Accounting Records not specified
Description: Accounting records/reports not listed separately on this schedule
Retention Period: 5 years provided Audited

Record Title: Administrative Policy and Procedure Files
Description:
Retention Period: One year after superseded

Record Title: Annual Financial Report to the Auditor of the state
Description: Report which provides the Library’s annual financial information
Retention Period: Permanent

Record Title: Annual Report to the State Library
Description: Statistical report submitted annually to the State Library which provides data about the library system
Retention Period: Permanent

Record Title: Application of employment including background checks
Description: submitted applications and background checks
Retention Period: Retain with personnel record if applicant employed; Others 1 year

Record Title: Appropriation Ledgers
Description: Any reports generated by accounting system or internally-drafted worksheets that show budgeted appropriations, including appropriation adjustments and transfers that may occur throughout the year
Retention Period: 5 years provided audited

Record Title: Audit Reports from the Auditor of State
Description: Reports that document the Library’s financial condition and provides an auditor’s opinion on the fair presentation of the financial statements
Retention Period: Permanent

Record Title: Bank Deposit Receipts
Description: Cash receipts include Public Library Fund receipts, property tax income, interest income, donations, and other miscellaneous revenue.  Related documents may include daily cash settlement reports or register tapes, copies of checks or ACH deposit postings, credit card receipts, etc.  Bank deposit receipts show proof of deposit at a financial institution.
Retention Period: 5 years provided audited

Record Title: Bank Statements
Description: Statements, imaged checks and deposit tickets, are provided by financial institutions on a monthly basis and document all activity in the Library’s bank accounts.  Reconciliations and related document include those documents used in reconciling bank accounts and closing the month in the finance system.
Retention Period: 5 years provided audited

Record Title: Bids-Successful
Description: Formal bid packets submitted in response to a request by the Library.  Successful bids are those accepted by the Board of Trustees.
Retention Period: 10 years after completion of project

Record Title: Bids-Unsuccessful
Description: Formal bid packets submitted in response to a request by the Library.  Unsuccessful bids are those not accepted by the Board of Trustees.
Retention Period: 3 years After Letting of Contract provided audited

Record Title: Board Agendas
Description: Included with board packet
Retention Period: 1 year

Record Title: Board Appointment Records
Description: These documents relate to individuals who are appointed Trustees to the Library Board.  Includes acknowledgements of receipt of Ohio Ethics Law.
Retention Period: 5 years after term completed

Record Title: Board Directory
Description: Annual directory of current year Trustees which documents elected officers, committee appointments, and contact information for all Trustees and the Library Director.  Record also includes any logs/lists kept of current and past Trustees.
Retention Period: until no longer of admin value

Record Title: Board of Trustees minutes/packet
Description: Includes agenda, prior month’s minutes, Administrative reports, including the Director’s report and monthly financials reports, and any other reports, informational handouts, or materials provided to the Board in Board Packets or distributed at the Board meeting.  Includes other meeting minutes such as Committee meetings and Special Board meetings.
Retention Period: Permanent

Record Title: Budgets - Annual
Description: Includes budgets filed with County Budget Commission, Certificate of Estimated Resources prepared by budget commission (original and amended), Certificate that Total Appropriations Do Not Exceed Estimated Resources (prepared by County Auditor), and all budget work files and supporting documents.
Retention Period: 5 years

Record Title: Building Inspections, Reports, Tests, Certificates and related documents
Description: Records of inspection reports submitted by vendors, equipment inspection reports and certificates, etc.  Includes fire suppression system tests and HVAC systems inspections.
Retention Period: Until no longer of administrative value

Record Title: Building specifications and plans
Description: Records show floor plans of building as well as construction specifications documenting building projects.
Retention Period: Permanent

Record Title: Building/Construction Project Records
Description: Records document construction and improvements to buildings (biddable capital projects) and may contain bid packets, contracts, proposals, and other related records.
Retention Period: 10 years beyond completion

Record Title: Cash Register Tapes
Description:
Retention Period: 2 years provided audited

Record Title: Check Registers
Description:
Retention Period: 4 years provided audited

Record Title: COBRA Records and Reports
Description: These records include reports of notices sent to eligible employees and other records and reports from the Library’s third party administrator.
Retention Period: 4 years

Record Title: Committee Reports
Description:
Retention Period: 4 years provided audited

Record Title: Computer Backups and related records
Description: Daily, monthly, yearly tape and/or electronic backups of computer systems and library network, and may include backup reports
Retention Period: Until no longer of administrative value

Record Title: Contracts and Leases
Description: These records document an agreement between the Library and a third party such as vendors or others.
Retention Period: 5 years after expiration, provided audited

Record Title: Deduction Authorizations
Description: These records consist of signed federal and state withholding forms.  They may also include forms authorizing direct deposit of pay, deductions for health, dental, vision, supplemental insurance, Deferred Compensation, etc.
Retention Period: Until superseded or employment terminated

Record Title: Department Files
Description: Records kept by staff and/or supervisors for department related purposes which are not otherwise covered by this schedule
Retention Period: Until no longer of administrative value

Record Title: Depository Agreements
Description: These records document an agreement with a financial institution to serve as a depository for public funds.
Retention Period: 4 years provided audited

Record Title: Donated Artworks
Description: Any Artworks donated to the Library
Retention Period: Board's discretion

Record Title: Donation Records
Description: These records document donations, including bequests, of money or property and may include donor contact information, donation acknowledgement letter and/or thank-you card, date and amount of donation, purpose of donation if specified, and internal donation worksheets/controls by fund.
Retention Period: 5 years

Record Title: Employee Absence Summary
Description:
Retention Period: Four years, provided audited

Record Title: Employee Grievance Files
Description:
Retention Period: 4 years after resolution

Record Title: Employee Handbooks
Description:
Retention Period: Until superseded

Record Title: Employee Health and Welfare Policies, Plans, Applications and related documents
Description: Records document insurance policies and any other fringe benefits the Library has offered for employee benefits.   May include health, dental, vision, life insurance and voluntary benefit policies.  Includes internal documents available to employees that outline fringe benefits offered by the Library, as well as requests for information from insurance carriers such as census information, secondary payer coordination with Medicare, etc.   Include applications for employee benefits.
Retention Period: 5 years after expired

Record Title: Employee Medical Records
Description: These records include extended medical leave requests, doctor’s release to work certificates and other documents related to employee medical issues.
Retention Period: 7 years after termination of employment

Record Title: Employee Request for Leave Forms
Description:
Retention Period: Until audited

Record Title: Employee Safety Records
Description: Includes required annual injury reporting to State of Ohio PERRP (Public Employment Risk Reduction Program)
Retention Period: 5 years following year to which records pertain

Record Title: Employee Schedules
Description:
Retention Period: Until no longer of administrative value

Record Title: Encumbrance and Expenditure Journal
Description: Any records generated by accounting system or internally-drafted worksheets that document encumbrances, including any month-end and year-end closing reports
Retention Period: 5 years provided audited

Record Title: E-Rate Records
Description: Includes Forms 470, 471, 479, 486 filed with Universal Service for Schools and Libraries for the reimbursement of expenditures relating to the use of telephones and internet access
Retention Period: 4 years

Record Title: Financial Reports
Description: Includes reports generated for Board review and approval at monthly meetings, as well as any worksheets produced for analysis, forecasting, etc.
Retention Period: 4 years

Record Title: Grant Records
Description: These records document funding received from grant sources and may include grant application, grant-specific forms/reports, financial materials, and other grant-related paperwork.
Retention Period: 4 years after end of grant provided audited

Record Title: Historical Files
Description: These records document the history of the library system and may include newspaper clippings, newsletters, photographs, scrapbooks, memorabilia, etc.
Retention Period: Permanent

Record Title: I-9 Immigration Verification Forms (retained separately from personnel files)
Description: I-9 Federal Employment Eligibility Verification form documents verification by employers of employee identity and their authorization for employment in the U.S.  This includes citizens and noncitizens.
Retention Period: 3 years after date of hire, or1 year after termination of employment, whichever is later.

Record Title: ILL Records
Description:
Retention Period: Until no longer of administrative value

Record Title: Insurance Policies/Bonds
Description: These records document insurance policies that the Library has purchased or any claims against those policies.  Such policies may cover library property, library vehicles, general liability, blanket crime coverage on library employees, and directors’ and officers’ liability.
Retention Period: Two years after expiration provided all claims have been settled

Record Title: Inventories, except books
Description:
Retention Period: Until superseded

Record Title: Investment Reports
Description: Records showing transactions affecting library investments including earnings, amounts deposited, transfers and balances.
Retention Period: 4 years provided audited

Record Title: Job Descriptions/Job postings/advertisements of job openings, promotions, training programs or opportunities for overtime work
Description: Records document the classification, duties, and responsibilities of a particular position
Retention Period: Until no longer of administrative value

Record Title: Legal Opinions
Description: Legal documents stating the reasons for a judicial opinion as requested by the Library
Retention Period: Permanent

Record Title: Levy Official Files
Description: Resolutions passed by the Board of Trustees, information provided by the County Auditor, and documentation filed with the Board of Elections concerning library levies, as well as any campaign and work papers
Retention Period: Life of Levy plus 5 years

Record Title: Library Card Applications
Description:
Retention Period: Until no longer of administrative value

Record Title: Library Materials Inventories
Description:
Retention Period: Until no longer of administrative value

Record Title: Library Promotional Material
Description: Includes monthly, quarterly, and annually published public relations materials distributed by the Library to employees and the public to inform and promote library services and programs.  May include newsletters, press releases, brochures, bookmarks, flyers, calendars, etc.; as well as signed releases, completed by an adult or parent/guardian of a minor, for photographs and quotes, taken or collected for the library system.
Retention Period: Until no longer of administrative value

Record Title: Library Statistics (annual)
Description:
Retention Period: Permanent

Record Title: Litigation Records
Description: Court and legal documentation
Retention Period: 5 years after case closed/appeals exhausted

Record Title: Meeting Records and documents (internal)
Description: Records of meetings consisting primarily of library staff.  Meetings may be regularly scheduled meetings or ad hoc committee meetings.  Records may include agendas, meeting minutes, distributed materials and other related records.
Retention Period: Until no longer of administrative value

Record Title: Meeting Room applications and related materials
Description: All records related to public requests to use meeting rooms, including registration information and meeting room schedules.
Retention Period: Until no longer of administrative value

Record Title: Ohio Public Employees Retirement system reports (W-2 forms)
Description: These records include employee enrollment forms, employee exemptions and those records used to calculate and document Library payments to the Ohio Public Employees Retirement System.
Retention Period: Permanent

Record Title: OPERS independent Contractor acknowledgement form(PEDACKN) and reporting
Description: Required by OPERS for all independent contractors or other individuals not paid as a public employee.  Also includes annual employer-required reporting records.
Retention Period: 50 years

Record Title: Patron Collection and Bankruptcy Records
Description: Records of patron accounts sent for collection and patron bankruptcy notices and records.  Includes collection agency records consisting of copies of agency invoices, reports and checks issued for payment to agency, as well as library placement listings.
Retention Period: Until no longer of administrative value

Record Title: Patron Notice Records
Description: Record of patron overdue/fine notices created by and stored within the Library’s Integrated Library System (ILS)
Retention Period: Until no longer of administrative value

Record Title: Patron or Staff Surveys
Description: Information collected from patrons and/or staff on a variety of areas, such as quality of services, types of services, quality of collection, areas for improvement
Retention Period: Until no longer of administrative value

Record Title: Patron Program related records
Description: Includes forms used by patrons or library employees to register for library programs or to award prizes for contests.  Forms may include name and contact information.  This record also includes movie licensing certificates authorizing library to show movies to patrons.
Retention Period: 1 year

Record Title: Patron Requests
Description: These records document research or requests from patrons.  Requests may include items from other libraries, documents, genealogical information and requests for items to be added to the library.
Retention Period: Until no longer of administrative value

Record Title: Payroll Records
Description: Records generated by payroll system that document number of hours worked, gross pay and withholdings for each employee by pay period, and leave time earned and used.  Include monthly, quarterly and yearly reports of withholdings; fringe benefits; leave accruals, usage and balances, etc.
Retention Period: Permanent

Record Title: Payroll Tax Records
Description: Records documenting that payroll tax withholdings have been reported and remitted to the appropriate taxing authority.  These records include quarterly IRS Federal 941 form and supporting federal tax deposit records; state, school district and city income tax reporting, annual reconciliations, and payment confirmations; and workers’ compensation payroll reporting, billing, and payment confirmations.  Also includes those reports based on earnings with no withholding, but required for reporting purposes only, such as ODJFS.
Retention Period: Permanent

Record Title: Payroll Withholding Records-Court Ordered deductions and garnishments
Description: Documents court ordered employee deductions withheld and paid per pay period or as required.  Records may include reports of amounts withheld and copies of deduction checks or ACH debit confirmations.
Retention Period: 7 years

Record Title: Payroll Withholding Records-Other
Description: Documents miscellaneous employee deductions withheld and paid per pay period or monthly to various entities such as insurance companies for group or voluntary insurance plans and Ohio Deferred Compensation voluntary retirement savings accounts.  Documents may include reports of amounts withheld, invoices, and copies of deduction checks or ACH debit confirmations.
Retention Period: 7 years

Record Title: Personnel Files
Description: Records include hire letters and forms (except for those listed separately on this schedule such as I-9), such as receipt of Ohio Ethics Law acknowledgement statement;  background checks and consent forms used to obtain checks; employment application; change in status or compensation documentation; performance evaluations; training certificates; letters of acknowledgement, reference, resignation/retirement; disciplinary records; and other human resource related transactions.
Retention Period: 4 years after term, permanent if retired

Record Title: Postal Records (e. g. registered/ certified/Insured logs or receipts/postal Meter
Description: documents)
Retention Period: Until no longer of administrative value

Record Title: Prevailing Wages Records
Description: Includes payroll records filed by construction companies during building or renovation projects, wage rate notifications from the State of Ohio Wage and Hour Administration, final affidavit of compliance, any internal tracking documents, correspondence with contractors, etc.
Retention Period: 4 years provided audited

Record Title: Purchase Orders
Description: Voucher packets include invoices, statements, or other voucher-type form or request, as well as check stub or other confirmation of payment such as online ACH payment confirmation, and all supporting documentation.  These records document payments for exchange of goods or services between the Library and vendors, as well as reimbursements to employees or other refund/reimbursement transaction, and provide support for the payments.  Includes records kept to document purchases/payments of goods or services via State of Ohio cooperative purchasing program.
Retention Period: 2 years provided audited

Record Title: Receipt Journals
Description:
Retention Period: 5 years provided audited

Record Title: Record Requests (public)
Description: Requests for information or public records maintained by the Library and copies of records given in response
Retention Period: 2 years

Record Title: Records Commission/Records Disposal documents
Description: Record retention documents including forms RC-1, RC-2, and RC-3 approved by the Library Records Commission and filed with the Auditor of State and/or Ohio History Connection
Retention Period: Permanent

Record Title: Request for Reconsideration
Description: Request and response to a patron review of library materials
Retention Period: 5 years

Record Title: Software
Description:
Retention Period: Destroy when obsolete

Record Title: Statistical Reports (monthly)
Description: These records document statistical information including reference services provided by the libraries, circulation statistics, and patron use of the library
Retention Period: Until no longer of administrative value

Record Title: Strategic Plans and related records
Description: These records document the Library’s goals and planning processes.
Retention Period: 10 years

Record Title: Survey Reports
Description: Statistical reports which provide data about the Library system such as size, hours of operation, various programs, circulation, employment and payroll, and budgetary information.  Includes surveys requested by U.S. Census Bureau, U.S. Dept. of Labor, Ohio Dept. of Job & Family Services, Ohio Civil Rights Commission, U.S. EEOC, etc.
Retention Period: 4 years

Record Title: Time Cards
Description: These records document employee work and leave time
Retention Period: Permanent

Record Title: Transient material (all informal and/or
Description: temporary messages and notes, including e-mail and voice mail messages, and all drafts used in the production of public records) Includes telephone, e-mail, written note, and typed memo or correspondence which does not establish or influence library policy
Retention Period: Discretionary; retain until no longer of administrative value

Record Title: Unemployment Compensation Claims
Description: Records include correspondence with the Ohio Department of Job & Family Services regarding unemployment claims and charges assessed
Retention Period: 4 years provided audited

Record Title: Vendor certificates of insurance
Description: Copies of contractors’ proof of Workers Compensation Insurance and liability insurance, as requested when contractor performing certain work on library property.
Retention Period: Until superseded or expired; work completed; or vendor relationship terminated

Record Title: Vendor Invoices
Description: Voucher packets include invoices, statements, or other voucher-type form or request, as well as check stub or other confirmation of payment such as online ACH payment confirmation, and all supporting documentation.  These records document payments for exchange of goods or services between the Library and vendors, as well as reimbursements to employees or other refund/reimbursement transaction, and provide support for the payments.  Includes records kept to document purchases/payments of goods or services via State of Ohio cooperative purchasing program.
Retention Period: 5 years provided audited

Record Title: Vendor/Contractor/Program related documents
Description: Includes IRS Form W-9, Program agreement, etc.
Retention Period: 4 years

Record Title: Video Monitoring
Description: Security camera footage
Retention Period: 2 weeks

Record Title: Volunteer and Practicum Student Files
Description: Documentation for library volunteers, including background check & authorization form and practicum students
Retention Period: 3 years after completion

Record Title: W-2, W-3 Forms and related Documents
Description: These records document employees’ annual taxable wages and applicable withholdings for the purpose of reporting for income taxes.  Records also include W-3 (transmittal) forms which provide summary of W-2 forms that were submitted to the Social Security Administration; any state and city filing transmittal forms; and any filing confirmations, etc.
Retention Period: 7 years

Record Title: W-4 Forms
Description: These records consist of signed federal and state withholding forms.  They may also include forms authorizing direct deposit of pay, deductions for health, dental, vision, supplemental insurance, Deferred Compensation, etc.
Retention Period: Until superseded

Record Title: Workers' Compensation Claims
Description: Records include documentation of workplace injuries, medical treatment, and compensation paid and correspondence with the Bureau of Workers Compensation and the Library’s TPA (third party administrator) and MCO (managed care organization).
Retention Period: 10 years after date of final payment

Approved by the Cuyahoga Falls Library Board of Trustees, August 16, 2022