PURPOSE
The purpose of this directive
is to establish guidelines on retention, transfer and disposal of
records.
GENERAL
A. State Records Management
Center
The State Records Management
program provides technical assistance to agencies in developing and
administering an effective records management program. In accordance
with Ohio Revised Code requirements pertaining to the creation, distribution,
retention, preservation and final disposition of records, the following
procedures shall apply.
Each state department,
agency, institution, board, commission or entity shall:
1. Appoint a records management
officer and report the name, address and telephone number of the person
so designated to the state records administrator.
2. Review existing records
and record retention schedules in the office to determine that schedules
are appropriate and current to establish and retain the records.
3. Submit form ADM 3500,
"Record Retention Schedules," for all record series that
are not currently scheduled, to the state records administrator.
4. Establish internal procedures
for the regular and orderly transfer or disposal of records in accordance
with the retention periods established in the general schedules or
record retention schedules. Such internal procedures should include
obtaining approval for the destruction of such records from the records
management officer, and the filing of form ADM 3504, "Certificates
of Records Disposal," with the State Records Management Center,
the state archivist and agency records management officer within 30
days of disposal.
This directive supersedes
any previously issued directive or policy and will remain effective
until canceled or superseded.
AUTHORITY & REFERENCE
ORC 121.07
ORC 149.34