| ESC of Central Ohio |
| Administrative Guidelines |
8310E - RECORDS RETENTION & DISPOSAL
The President of the Governing Board, the Superintendent, and the Treasurer serve as the Educational Service Center of Central Ohio Records Commission. Its purpose is to meet as needed, at least annually, to consider and approve the destruction of old Center records.
The law (R.C. 149.31 to 149.44) states that "any document, device, or item, regardless of physical form or characteristic, created or received by, or coming under the jurisdiction of any public office of the State or its political subdivisions which serves to document the organization, functions, policies, decisions, procedures, operations, or other activity of the office" is a record.
Recommended Procedure
To properly dispose of records which are no longer required for the current operation of the Center, are of no further administrative, legal or fiscal value to the Center or its citizens, and are not required to be retained by any statute, the following steps are to be followed:
| A. | Review the "Records Retention Schedule" in AG 8310 - Public Records to determine documents to be destroyed. Place common records into boxes and clearly mark the box as to contents and dates. | |
| B. | Prepare an "Application for One-Time Records Disposal." (8310 F4) | |
| C. | The building principal or other department head must approve the application. | |
| D. | Submit the application to the Treasurer and retain one (1) copy of the application. | |
| E. | WAIT! Do not destroy records until you have received authorization to do so. The disposal application must first be reviewed by the District Records Commission, the Ohio Historical Society, and the Auditor of the State of Ohio. | |
| F. | Dispose of records upon receipt of, and in accordance with the instructions of the District Records Commission. Proper disposal could include destruction (fire or shred), transfer to the Ohio Historical Society, transfer to the local historical museum, transfer to the State Auditor, or retain the records on file. | |
| G. | Prepare a "Certificate of Records Disposal". | |
| H. | Have the disposal certificate signed by the building principal or other department head. | |
| I. | Submit the certificate to the Treasurer and retain one (1) copy. |