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Section 149.351 of the Ohio Revised Code (ORC) requires all public entities maintain records either permanently or for a certain length of time. The Fiscal Officer of the Hudson Library and Historical Society oversees these records and administers proper retention and disposal of public records pursuant to the ORC. To accomplish this, the Hudson Library maintains a list of all records and destruction dates for non-‐permanent records. The Fiscal Officer and Executive Director shall review this list yearly to update and determine which records may be destroyed.
| Type | Retention Period |
| Borrower Information (Expired Cards) | 3 years |
| Type | Retention Period |
| Bids (Successful) | 15 years after completion of project |
| Bids (Unsuccessful) | 3 years after success of contract |
| Construction Plan | 16 years after completion |
| Insurance Policies | 2 years after expiration providing all claims settled |
| Contracts & Leases - equipment | 2 years after expiration provided audited |
| Type | Retention Period |
| Accident/Incident Reports | 2 years providing no claim pending |
| Employee Applications (not hired) | 90 days |
| I-9 Form | 3 years after date of hire/one year after termination of employment, whichever is later |
| W-2 | 6 years provided audited |
| Unemployment Compensation | 4 years provided audited |
| Workers Compensation Claims | 10 years after date of final payment |
| Payroll Tax Forms (state, federal, local) | 4 years provided audited |
| Type | Retention Period |
| Monthly Financial Reports | 4 years provided audited |
| Accounts Payable Ledger | 4 years provided audited |
| Amended Official Certificates | 10 years provided audited |
| Appropriations Ledger | 4 years provided audited |
| Annual Budget | 5 years provided audited |
| Annual Budget Resolutions | 5 years provided audited |
| Bank Deposit Receipts | 4 years provided audited |
| Bank Statements | 4 years provided audited |
| Certificates of Estimated Resources (annual) | 10 years provided audited |
| Cash Journals | 4 years provided audited |
| Cash Register Tapes | Until audited |
| Depository Agreement | 4 years provided audited |
| Employee Request for Leave Forms | Until audited |
| Invoices/Vouchers | 4 years provided audited |
| Investment Records | 4 years provided audited |
| Payroll Tax Forms (state, federal, local) | 4 years provided audited |
| Petty Cash Records | 4 years provided audited |
| Prevailing Wage Records | 4 years provided audited |
| Purchase Order Requests | 4 years provided audited |
| Receipt Books | Until audited |
| Receipts Journals | 4 years provided audited |
| Tax Budgets (county) | 10 years provided audited |
| Timesheets | Until audited |
| Type | Retention Period |
| Claims and Litigation Documents | 5 years after case is closed and all appeals exhausted |
| Levy Official Files | Life of levy plus 5 years |
| Type | Retention Period |
| Board Agendas | 1 year |
| Records Request | 2 years |
| Correspondence | Until deemed no longer of value |
| Donation Records (non-cash) | 4 years |
| Software | Destroy when obsolete |
| Administrative Policies/Procedures | Until superseded |
| Job Descriptions | Until superseded |
| OSHA Records | 5 years |
| Strategic Plan | Until superseded |
| Technology Plan | Until superseded |
The Library's Fiscal Officer will report to the Board annually and request to deaccession public records.
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