Page of · Abuse Professionals .(SAP) and referrals to treatment following positive drug or alcohol...

Ohio History ConnectionState Archives of OhioLocal Government Records Program800 E. 17th AvenueColumbus, OH 43211-2474

Page of

OHIOHISTORYCONNECTION

RECORDS RETENTION SCHEDULE (RC-2)- Part 1See instructions before completing this form. Mast be submitted with PART 2

Section A: Local Government Unit

City of Bowling Green Personnel Department

(local government entity) ^~//}/fj /')/ ,- /?/ -'iBarbara A. Ford ^^_^—^SL

(signature of responsible official)

Sj Y (unit)rig* — -- personnel Director

(name) (title)

12/10/2015

(date)

Section R: Records Commission

City of Bowling Green Records Commission 4 1 9-354-6202

304 N. Church Street Bowling Green 43402(telephone number)

Wood

(address) (city) (zip code) (county)

To have this form returned to the Records Commission electronically, include an email address:bfordfa) bgohio.org

I hereby certify that our records commission met in an open meeting, as required by Section 12122 ORC, and approved theschedules listed on this form and any continuation sheets. I further certify that our commission will make every effort to preventthese records scries from being destroyed, transferred, or otherwise disposed of in violation of these schedules and that no recordwill be knowingly disposed of which pertains to any pending legal case, claim, action or request. This action is reflected in theminutes kept by this commission.

Records Commission Chair Signature Date

Section C: Ohio History Connection - State Archives

rfk*^ 7^Signature Title fete

Section D: Auditor of State

Signature Title DatePlease Note: The State Archives retains RC-2 forms permanently. It is strongly recommended that the Records Commission

retain a permanent copy of this form

SAG-/LGRP- RC-2 (Part 1 & 2), Revised August 2014

i.Personnel Dept

of Bowling Green Page

Section E: RECORDS RETENTION SCHEDULE (RC-2) - Part 2Seeinstructions before completing this form.

{local government entity) (unit)

(1)ScheduleNumber

15-01

15-02

15-03

(2)Record Title and Description

Federal I-9 Forms & Copies1 of Social1 Security Cards,Drivers Licenses,, passports & any other identification forms,etc. {Retained per Federal Law)

Records of Employee Disciplinary Action- including internalinvestigations, witness statements, supportingdocumentation, etc. -Does not include letters of terminationor demotion (retained to document employee disciplinaryhistory)

Copies all media (Used/reiained as general office records)

-

(3)Retention

Period

paper 3 yearsafter the dateemploymentbegins or 1year afteremployment•terminates,whichever tslonger;electronic retain"until printedRetention shallbe in.'accordancewith' language.applicable fnunion contractsand Citypollcfes;fbrterminatedemployees 5years posttermination ofemployment;Electronicmaterialsdestroyed onceprintedUntil no longerofadministratfvevalue

(4)MediaType

paper/electronic

Paper/electronic

Paper/electrb'rilc'

(5) .For use byAuditor of.State or.LGRP

(6)RG-3

Requiredby

LGRP

S AQ-/LGRP- RC-2 (Part 1 & ̂ \, .Revised August 2014

Personnel DeptCity of Bowling Green. Page

Section E: RECORDS RETENTION SCHEDULE (RC-2) - Part 2See instructions before completing this form.

(local government entity) (unit)

(I)ScheduleNumber

15-04

15-05

15-06

15-07

15-08

15-09

15-10


United Way Pledge sheets completed, by employees(Used/retained as general office records)

Survey materials/responses, etc from/to other. entities forinformation on benefits, wages-, staff,. policies, etc,(Used/retained as general office records)

Subscription, manual updates/copyrighted materials(Used/retained as general office records)

Employee surveys/ballots 'for Items such as wellnessprograms, holiday planning, benefits changes, etc;(Used/retained as general office records)'

Background investigation materials for candidates foremployment (Used/retained as genera! office records)

Employee signed receipts for policies, identification cards,parking permits, etc. (Used/retained as general officerecords) (This dbes-not Include receipts for insurancematerials noted In-Scfiedule Number 15^102}

Application materials such as ADA ReasonableAccommodation forms, release forms, backgroundforms/questionnaires, etc. (Used/retained as general officerecords)

(3)Retention"Period

Paper 6 yearsafter the duedate of theapplicable taxreturn yearforthose; pledgingmonies; forthose notpledging fundsdestroyimmediately;electronic retainuntil printedPaper '-'Oneyear; Electronicretain, until'printedRetain untilupdated and inaccordancewithrequirements ofsupplier ofcopyrightedmaterialsPaper- 1 yearfrom date ofsurvey; retainelectronic untilprintedPaper retainedfor 5 years posttermination ofemploymentand retain 2years ifcandidate nothired; electronicretain "only untilprintedPaper -Untilpolicysuperseded;Electronicretain untilprintedPaper retain 5years, posttermination ofemployment forthose hired;Paper retain 2years for thosenot hired;electronic retain

(4)MediaType

Paper/electronic

Paper/electronic

Paper/electronic

Paper/Eiectronic

Paper/Hectronic

Paper/Electr'onic

Paper/electroriic-

(5)For use byAuditor of

State orLGRP

(6)RC-3

Requiredfey

LGRP

n

n

n

n

n

n

SAO-/LGRP- RC-2 (Part 1 & 2), Revised August.20L4

Personnel DeptCity of Bowling Green.



(1)ScheduleNumber

15-11

15-12

15-13

15-14

15-15

15-16

15-17

15-18

15-19

15-20


Letters of appreciation; commendations; recognition'certificates; news articles; certificates of training; etc foremployees (This does not include safety trainingdocumentation as defined in 15-26, orCDL training asdefined in 15-20.) (Used/retained as general office records)

Reserved

Letters of appointment, reclassifi cation, promotion,demotion, .termination, change to wages,. eta,.(Used/retained as general office records)

Employee medical records - pre -employment and othermedical examinations, Workers' Compensation records,employee exposure records (to chemicals, psychologicalevaluations; audiograms; respirator evaluations; vaccinationrecords; voluntary use of respirator forms; employee Hep Bdeclination forms; doctor's releases, FML 380 forms, etc.)etc. - (Does hot include drug and alcohol testing recordsdefined elsewhere in this schedule,) {Used/retained asgeneral office records)

Gus and Helen" Skibbie Scholarship materials — includesnews releases, .materials' frorri and to 'the Skibbies and from

' the Bowling Green High School, 'including correspondencefronvthe Mayor to the Skibbies about the candidates(Effective 1/1/2013 the City is no longer involved in thisprogram -The Skibbies are working directly with theschool.) (Used/retained as .general' office records)

Materials relating to changing ordinances/benefits/wages,etc. (Used/retained as general office records)

Employee injury reports; witness reports; accidentanalyses; release forms; and all related accidentmateria!s(Used/retained as general office records);.

Salary and benefit benchifi arks surveys pr. other surveysused to develop wage/benefit plans, etc, for non-bargainingpersonnel (Used/retained' as general office records)

Records of negative or cancelled drug or.alcohol tests forindividuals required to maintain Commercial Driver'slicenses (CDLs) (Used/retained per Federal Law)

Records of positive drug and alcohol tests resulting inalcohol tests of concentrations of 0.02 or higher foremployees required to maintain valid CDLs (Used/retainedper Federal Law)

(3)Retention

Period

until, printedPaper -5 years',posttermination ofemployment;Electronicretain only untilprinted

Paper-Permanent;Electronicretain untilprintedPaper'- 30years posttermination ofemployment;Efecfromc untilprinted

3 years paper;electronic retainuntil printed

Until no longerofadministrativevaluePaper- retainIndividual's,employmentplus 30 years;electronic- retainuntil printedPaper retainone year;electronic retainuntil printedpaper - 1 year;Electronicretain untilprinted5 years paper;electronic retainuntil printed

(4)MediaType

Paper/Electronic

Paper/el ectronic

Paper/Electr-onic

Paper/electronic

Paper/e|ectronlc

Paper/EEectronic

Paper/Electronic

Paper/electronic

Paper/electronic

(5) :For use, byAuditor ofState orliGRP

(«)RC-3

Required:»y

LGRP

D

D

D

D

D

D

D

D

D

D

SAO-/LGRP- 'RC-2 (Part 1 &-2), Revised August 2014

Personnel DeptCity of Bowling Green Page



(1)ScheduleNumber

15-21

15-22

15-23

15-24

15-25

15-26

15-27

15-28

15-29

15-30

15-31

15-32


Documentation of refusals to take requiredalcohol/controlled substances tests for those personnelrequired (o maintain valid CDLs(Used/retained per FederalLaw)

Documentation of employee evaluations by SubstanceAbuse Professionals .(SAP) and referrals to treatmentfollowing positive drug or alcohol tests (Used/retainedused/retained per Federal Law)

Copies. of Social Security Verification results (Used/retainedas general office records)

Prior employer Information regarding previous drug /alcoholtests for employees who are required to maintain CDLs(Prior employers provide documentation about previousdrug/alcohol tests) (Used/retained per Federal Law)

Safety training documentation (attendance sheets; tests ;test answer sheets; manuals, training materials; etc.)(Used/retained as general office records)

Bonus Vacation records - Records document a benefit that[s no longer utilized (Used/retained as genera! officerecords)

Annual department budget plan request (Documents budgetapproved by City Council) (Used/retained as general officerecords)

Interview notes (Used/retained as general office records)

Unsolicited letters/applications/resumes, etc. and responses(o these Inquiries for jobs (Used/retained as general officerecords)

Annual Affirmative Action Plans; Adverse Impact Analyses;Affirmative action/EEC questionnaires that Job applicantscomplete; applicant logs; Excel spreadsheets of Information;and backup materials. (Used/retained as general officerecords)

EE04 Reports and. back-up materials (Used/retained asgeneral office records)

Ohio Civil Rights Commission Affirmative Action ProgressReports and backup materials (This report is no longerrequired by the OCRC since 2005.) {Used/retained asgeneral office records)

(3)Retention

Period



Paper! Year;electronic retainuntil printed3 years paper;electronic untilprinted


8 years

Paper -permanent;Electronicretain untilprinted2 years fromdate ofselection/hiredate; electronic-retain untilprintedPaper 2 years;electronic retainuntil printed

Paper 2 years;Electronicretain untilprinted

Paper 2 years;Electronicretain untilprintedPaper 7 years;electronic retainuntil printed

(4)MediaType

paper/electronic

Paper/electronic

Paper/electronic

Paper/electronic

Paper/electronic

Paper

Paper/electronic

Paper/electroriic

Paper/Electronic

Paper/Electronto

Paper/Electronic

Paper/electronic


State orLGRP

(6)RC-3

Requiredby

LGRP

D

D

D

D

D

D

D

D

D

D

D

EJ

SAO-/LGRP- RC-2 (Part 1 & 2), Revised August 2014

Personnel DeptCity of Bowling, Green

Section E: RECORDS RETENTION SCHEDULE (RC-2) - Part 2See instructions'before completing this form.


a)ScheduleNumber

15-33

15-34

15-35

15-36

15-37

15-38

15-39

15-40

15-41

15-42


Records Retention Documents: Approved RC1s, RC2s, 'andRC3s; materials to Onto Historical Society (Used/retainedas general office records)

Copies of employees' pension fund forms from the OhioPension Funds: Membership forms; refund 'forms;retirement forms; requests for prior service, etc.(Used/retained as general office records)

COBRA Documentation /correspondence for employeesand covered dependents (Used/retained as general officerecords)

Court Orders - Garnishments, child support, bankruptcy;divorce decrees and support orders; etc. (Used/retained asgeneral office records)

Non-Injury accident reports and related documentatidn(Used/retained as' general office records)

Applications, for employment, resumes, etc (Used/retainedas general office records)

City's Employee (Handbook -Original (Used/retained asgeneral office records)

Completed Employee Performance Appraisal evaluations(Used/retained as general office records)

Employee Performance Appraisal Program/original forms,instructions, etc. -Various forms .created to evaluateemployee performance -(This does not ipciude theevaluations performed on employees that are defined InSchedule Number 15-41.) {Used/retained as general officerecords)

Approved Job Descriptions {Used/retained as general officerecords)

(3)Retention

Period

Paperpermanent;electronic retainuntil printedPaperpermanent;electronic retainuntil printed

Paper retain 6years aftertermination ofgroupmedical/dentalcoverage;electronic retainUntil printedPapers yearsafter employmentterminates;electronic retainuntil printedPaper 30 years;electronic retainuntil printedPaperpermanent ifhired; Paper 2years if nothired; electronicretain untilprintedPaper retainpermanently;electronic retainuntil printedPaper copyretain 5 years;electronic retainuntil printedPaper retainpermanently;electronic retainuntil printed

Paper retainpermanently;electronic retainuntil printed

00MediaType

Paper/Electronic

Paper/el ectronic

Paper/electronlc

Paper/electronic

Paper/electronlc

Paper/electronic

Paper/Elecfronlc

Paper/Electronlc

Paper/electronic

Paper/Electronic


State orLGRP

(6)RC-3

Required' byLGRP

n

n

D

n

nn

n

n

D

n

S AO-/LGRP- RC-2 (Part 1 & 2), Revised August 2014



(local government, tfitity) (unit)

(1)ScheduleNumber

15-43

15-44

15-45

15-46

15-47

15-48

15-49

GORecord Title and Description

Group med lea I/da nlal/and life, Insurance enrollment farms,plus any voluntary Insurance enrollment fo.rms(Used/re ialned as genera! office records)

Insurance Plan Documents for group med!ca!/dental/lifeinsurance coverages plus Flexible Spending Plan,Documents (Used/retained as general office records)

Grievance materials and arbitration documents/records(Used/retained as general office records)

Employee Federal and State W-4s; Employee DeferredCompensation Forms for 457 Plans (Used/retained asgeneral office records)

Request for Proposal (RFP)materials/docu mentation/correspondence used to seek,proposals (Used/retained as genera! office records)

Employee correspondence: notices to change addresses,phone numbers, withholding,, beneficiaries, etc. (Does noiinclude actual W-4s or Insurance enrollment fo,rms){Used/retained as genera! office records)

Employee unemployment compensation caserecords/materials (Used/relained as general office records)

(3)Retention

Period

Retain papercopy of currentemployees untilsuperseded;retain papercopy of finalform{s) forterminatedemployees for6 years after'termination ofemployment;electronic retainuntil printedPaper retain 10years after planterminated ordocumentsuperseded;electronic retainUntil printedPaperpermanent?electronic untilprintedPaper retafn 6years after duedate ofapplicable ta?;return;electronic UntilprintedPaper - retain3 years;electronic retainuntil printedand no longerofadministrativevaluePaper 5 yearsaftertermination ofemployment;electronic untilprintedPaper retain 5years after finalremuneration/payment;electronic retainuntil printed

(4)MediaType

Paper/eiectronlc

Paper/electronic

Paper/Electronic

Paper/el ectfonic

Paper/electronic

Paper/electronic

Pa per/electr-onic


State orLGRP

(6)RC-3

Requiredby

LGRP

D

°D

n

n

n

n

S AO-/LGRP- RC-2 (Part 1 & 2), Revised August 2014

Personnel DeptCity of B.oWlin Page,

Section E: RECORDS RETENTION SCHEDULE (RC-2) - Part 2See. instructions before completing- this form.


(DScheduleNimiber

15-50

15-51

15-52

15-53

15-54

15-55

15-56

15-57

15-58

15-59

(2)JRecord Title and Description

Original union contracts plus factfinding reports andarbitration reports relating to negotiations.- (Used/retainedas general office records)

Original Administrative Instructions, Personnel PolicyLetters; Safety Policles(Used/retained as general officerecords)

Background/supporting materials for administrativeinstructions, personnel policy letters, safety policies(Used/retained as. general office records)

Employee Family and Medical Leave records - Letters toemployees notifying them theyare on FML, Federal Forms-SSI and 382, (This does not include completed Federal.Form 380 provided by employee's medical care provider.)(Used/retained as general office records)

Requests for Reasonable Accommodation (ADA requests)(Used/retained as general office records)

Correspondence to payroll staff about employee use ofleave (such as funeral/bereavement leave); new hires,changes to employment of current hires, information aboutbenefits changes, status changes, etc, (Used/retained asgeneral office records)

Organizational Charts (Used/retained as genera! officerecords)

Personal calendars/planners etc (Used/retained as generaloffice records)

Job analyses, audits, questionnaires, forms, etc used todevelop Job descriptions; (Used/retained as general office,records)

Materials such as, references for employees andverifications of employment (Used/retained" as generaloffice records)

(3)Retention

Period

Paper copyretain 15 yearspost expirationof the contract;electronic retainuntil printedpaper originalretainpermanently;electronic retainuntil printedRetain until nolongeradministrativelynecessaryPaper retain 3years;electronic retainuntil printed

Paper relainpermanently forpersons hired;paper retain 2years for thosecandidates nothired; electronicretairi untilprintedPaper-retain 1year; electronicretain untilprinted

Paper 5 years;electronic retainuntil printed"3 months

Retain until nolonger* ofadministrativevaluePaper retain 5years posttermination ofemployment!Paper retain 1year forpersons nolongeremployed bythe.Ctfy;

(4)MediaType

Paper/electronic

Paper/electronic

Paper/electronic

Paper/eiectronic

Paper/electronic-

Paper/electronic

Paper/electronic

Paper/Electronic

Paper/electronic

Paper/electr'onic


State orLGRP

(6)RC-3

Requiredby

LGKP

n

n

n

SAO-/LGRP- RC-2 (Part 1 & 2), Revised.August 2014

Personnel DeptCity of Bowling Green Page of /V

Section E: RECORDS RETENTION SCHEDULE (RC-2) - Part 2See instructions before completing this farm.


(1)ScheduleNumber

15-60

15-61

•15-62

15-63

15-64

15-65

15-66

15-67

15-68

15-69

15-70


Oaths of office for elected officials and police and firepersonnel (Used/retained as general office records)

PERRP70BWC Recordfceeping forms; Ex, 300P, 300 AP,etc., plus distribution materials to departments.(Used/retained as" genera! office records); Accident logspreadsheets; transitional work logs'/spreadsheets-

Fire Extinguisher Check spreadsheet for extinguishers inthe-Clty Administrative Services Building (Used/retained asgeneral office records)

Safety Violation Forms (Used/retained as general officerecords)

Job Hazard Analyses developed for the safety program(Used/retained as general office records)

Documentation updating web pageA OutooK directory,AS40Q payroll system, etc from/to City staff(Used/retained as general office records)

Documentation regarding employee Insurance claims;employee authorization (HlPAA) forms to assist employees,process claims; information from insurance company aboUtclaims, etc. (Used/retained as general office records)

Drug/alcohol test results for employees not required to.maintain a Commercial Driver's License (Used/retained asgeneral office records)

HlPAA Business Association Agreements (Used/retained asgeneral office records)

Successful bids/RFPs/Contracts; for .services/products,etc. (Ex. Legal services) This is for those entities who arecontracted with, (Used/retained as general office records)

Directives to staff concerning changes to web page/payroll.system/organizational chart, regarding new hires., job.changes, staff changes, etc {Used/retained as. general office

(3)Retention

Period

electronic, retainuntil printedPaperpermanent;electronic retainuntil printedPaper retain 5years followingthe end of theyear covered;electronic retainuntil printedPaper retain 1year; electronicretain untilprintedPaper retain 3years;electronic retainuntil printedPaper 3 yearsprovided nolongeradministrativelynecessary;electronicretained untilprintedPaper retain 1year; electronicretain untilprintedPaper 6 yearselectronic retafnuntil printed

Paper 1 year;electronic retainuntil printed

Paperpermanent;electronic retainuntil printedPaper Retainbid/contractdocuments 15years postexpiration ofthe contract;electronic retainuntil_printedPaper retain 1•year; electronicretain until

(4)MediaType

Paper/el ectr1

onic

Paper/electronic

Paper/Electronic1

Paper/electronic

Paper/electronic

Paper/electron'ic

1 Paper/electronic

Paper/electronic

Paper/electronic

Paper/Electronic

Paper/electronic


State orLGRP

(6)RC-3

Requiredbv

LGRP

SAO-/LGRP- RC-2 (Part 1 &2), Revised August. 2014


Section E: RECORDS RETENTION SCHEDULE (RC-2) - Part 2See. instructions before, completing thisforrn.


(1)ScheduleNumber

15-71

15-72

15-73

15-74

15-75

15-76

15-77

15-78

15-79


records)General correspondence with Flexible spendingplan/program administrator/service providers and withInsurance and COBRA plan administrators (Used/retainedas general office records)

Parent Permission slips for hiring minors (Used/retained asgeneral office records)

Minor Work Release materials/documents from the State forWring minors (Used/retained as general office records)

Correspondence/documentation to Ohio New HireReporting program (Used/retained as general officerecords)

Cotrespondence to School Police about interestincontinuing to work each year; counting number of childrencrossing at the covered Intersections, etc (Used/retained asgeneral office records)

EEO Voluntary self-identification forms completed byapplicants (Used/retained as general office records)

Employee signed SSA-1945 Forms (Used/retained asgeneral office records)

Annual Employee Flexible Spending enrollment forms andNotices from Flexible Spending Plan administratorregarding claims payments to employees (Used/retained asgeneral office records)

Correspondence from the Ohio Bureau of EmploymentServices and/or Ohio Jobs and Family Services verifyingstatus of their clients applying for and/or obtaining jobs, "andother general correspondence, etc, (Used/retained asgeneral office records)

(3)Retention

Period

printedUntil no longerofadministrativevalue

Paper retain 5years posttermination ofemployment;electronic retainuntil printedPaper retain 5years posttermination ofemployment;electronic retainuntil printedPaper retain 5years posttermination ofemployment ;electronic retainuntil printedUntil no longerofadministrativevalue

Paper retain 2years;electronic retainuntil printedPermanent forpersons hired;electronic untilprinted ; do notretain forpersons nothiredPaper retain 6years from thefiling date of theapplicable taxreturn;electronic retainuntil printedPaper 2 years;electronic untilprinted.

00MediaType

Paper/el ectronlc

Paper/electronlc

Paper/electronic

Paper/electronlc

Paper/electronlc

Paper/electronic

Paper/electronic

Paper/e|ectronic

Paper/electronic


State orLGRP

(6)RC-3

Requiredby

LGRP

SAO-/LG.RP-RC-2 (Part 1 & 2), Revised August.2014

Page. //Personnel DeptCity of Bowling Green

Section E: RECORDS RETENTION SCHEDULE (RC-2) - Part 2See instructions before completing Ihlsform.

(local government enlity) (unit)

(1)Schedule'Number

15-80

15-8115-82

15-83

15-84

15-85

15-86

15-87

15-88

15-89

15-90

15-91

15-92


Unsolicited mail: such as Junk mail; requests for jobs;proposals for services or products, complaints; informationalbrochures; unsolicited items; etc (Used/retained as generaloffice records)

Reserved

Mailing lists (Used/retained as general office records)

Miscellaneous manuals, handbooks, and directives(Used/retained as general office records)

Spreadsheets (Used/retained as general office records)

Press/news releases (Used/retained as general officerecords)

Training Materials/lesson plans/ manuals (Does notlncludesafety training materials as defined in -15-26,)(Used/retained as general office records)

General Correspondence - Such as correspondence toschedule meetings, drafts; voice mail; telephone messages;eic (Used/retained as general office records)

Reference/library materials (Used/retained, as .general officerecords)

Correspondence/no record;, junk mall; junk faxes;forwarding correspondence; ( voice mail; telephonemessages) etc. {Used/retained as general office records)

Transient Mail: voice mail/telephone messages; drafts;(Used/retained as general office records)

Routine Correspondence, any format, such as schedulingmeetings; reminders of meetings or benefits; schedulingtraining; scheduling monthly safety training withdepartments; distribution of materials; form letters/notices;etc (Used/retained as general office records)

executive staff meeting minutes {Used/retained as generaloffice records)

(3)Retention

Period

Until no longeradministrativelynecessary

Until no longeradministrativelynecessaryPaper retainuntilsuperseded oruntil no longeradministrativelynecessary;electronic retainuntil printedUntil no longeradministrativelynecessaryPaper retain .3years;electronic retainuntil printedRetain until nolongeradministrativelynecessaryUntil no longerofadministrativevalueUntil no longerofadministrativevalueImmediatelydestroyed

Unlil no longeradministrativelynecessaryUntil no longerOf'

administrativevalue

Paper retain 1year; electronicretain untilprinted

(<*)MediaType

Paper/electronlc

Paper/electron!c

Paper/electronic

Paper/elecfronic

Paper/electronlc

Paper/electronlc

Paper/electronlc

Paper/electronic

Paper/electronic

Paper/electronic

Paper/electronic

Paper/electronic


State orLGRP

(6)RC-3

Requiredby

LGRP

SAG-/LGRP- RC-2 (Part 1 & 2), Revised August 2014

Personnel DeptCity of Bowling Green Page of


(ioca! government entity) (unit)

(1)ScheduleNumber

15-93

15-94

15-95

15-96

15-97

15-98

15-99

15-100

15-101

15-102

15-103,


Personnel department standard operating procedures,miscellaneous directives, etc (Used/retained as generaloffice records)

Employee direct deposit forms and documentation(Used/retained as general office records)

Employee Identification cards (Used/retained as generaloffice records)

Electronic files for ID cards and photos of employees (Photodirectory) (Used/retained as general office records)

Unsuccessful bids/proposals for services/products, etc.(Ex. Legal services) This Is for those entitles that are notawarded a contract. (Used/retained as genera! officerecords)

Correspondence to candidates regarding conditional offer ofemployment/physlcal/drug test, psychological evaluation(Used/retained as general office records)

Candidate release forms authorizing backgroundinvestigation (Used/retained as general office records)

Ohio Department of Homeland Security Form for PublicEmployment - DMA Forms for Public Employment —Program eliminated by State effective September 10, 2013-Per HB 487Records requests and logs documenting such requests(Used/retained as general office records)

Drafts

Rosters/directories {Used/retained as genera! officerecords)

(3)Retention

Period

Retain until nolongeradministrativelynecessaryPaper retain forduration ofemployment;electronic untilprintedFor currentemployeesdestroy oncesuperseded: forterminatedemployeesretain final cardpermanentlyUntil no longeradministrativelynecessaryPaper Retainbid/proposaldocuments 2years;1electronic retainuntil prinfedPaper retain 5years posttermination ofemployment;electronic retainuntil printed

Paper retain 5years posttermination ofemployment;electronic retainuntil printed

Retain until nolonger ofadministrativevaluePaper -2years;electronic retainuntil printedUntil no longeradministrativelynecessaryUntil no longeradministrativelynecessary

(4)Media

Type

Paper/electronlc

Paper/electr-onic

Paper/electronic

Electronic

Paper/Electr-onic

Paper/electronlc

Paper/electronlc

Paper/Electronic

Paper/electronic

Paper/electronic

Paper/electronic


State, or

LGRP

(6)RC-3

Required

byLGRP

SAO-/LGRP- RC-2 (Part. 1 &.2), Revised August 2014

Personnel DeptCity of Bowling Green


{local government entity) (unit)

(1)Schedule

Number

15-104

15-105

15-106

15-107

15-108

15-109

15-110

15-111

15-113


Employee signed BGEO Form for electing to wear Jeans,ball caps, and paying union dues (Used/retained as genera!office records)

Fax transmissions that come into the Personnel Department

but belong to olher offices/persons (Used/retained

as general office records)

Employee receipt forms for insurance and flex spendingprograms, Including but not limited to distribution of openenrollment materials, new forms, new plan documents,changes to plans, identification cards, rate increases^ etc.(Used/retained as general office records)General correspondence related to safety training program,such as scheduling meetings/training, updates about,training, questions to trainer or staff; etc. (Used/retained asgeneral office records)Records from union negotiations -notes, tentative,agreements, wage/benefit surveys, correspondence withunion, etc. (Used/retained as general office records)

Correspondence/materials relating to the issuance-ofparking passes for eligible employees, Includescorrespondence relating to lost/replaced parking passes,correspondence with police division about parking passesetc. (Used/retained as general office records)Union notices for employee dues payment authorizations(Used/retained as general office records)

Seasonal Employee Exit Evaluation Form; Exit Interviewnotes materials/documents; etc. (Used/retained as generaloffice records)

Miscellaneous Forms/Documents; Completed Parks &Recreation Applicant Interest Sheets; Red Crosscertifications for life saving/C PR/First Aid; CPR/AEDCertifications, Requests for Reasonable Accommodation,copies of Form DD-214 (Military types of discharge,documentation of military service, etc.

(3)Retention

Period

Paper: 1 yearafteremploymentterminates oremployee nolonger in union;electronic retainuntil printedDo not retainafter fax isforwarded tocorrectrecipientPaper- 1 year;electronic untilprinted

Retain as longasadministrativelynecessaryPaper retainuntil contracthas expired;electronic retainuntil printedRetain as longasadministrativelynecessary

Paper untilsuperseded*electronic untilprintedPaper retain 5years posttermination ofemployment;electronic untilprintedPaper Retain 5years post,termination ofemployment forthose hiredpaper retain 2years for thosenot hired;Electronicretain untilprinted

(4)MediaType

Paper/electronic

Electronic

Paper/electronic

Paper/electronic

Paper/electranic

Paper/electronic

Paper/Electr-onic

Paper/electronic

Paper/el ectronic


State or

LGRP

(6)RC-3

Required

byLGRP

SAO-/LGRP- RC-2 (Part 1 & 2), Revised August 2014

Personnel DeptCity of Bowling Green



(1)ScheduleNumber

15-113

15-114

15-115

15-116

15-117

15-118

15-119

15-130

15-131


Copies of Temporary agency time sheets for the hire oftemporary personnel

Legal opinions from City Attorney or other legal counsel

Stenographic/audio record of proceedings of hearings;Court/hearing transcripts, etc.Ohio Civil Rights, State Employment Relations Board,Department of Labor, EEOC, and Court Case Files - Civil,etc., case files and Settlements "-official documents, backupdocuments, etc.

Facsimile (FAX) Logs (used/retained as general officerecords)

Budget items: copies of purchase orders; requisitions;copies of invoices; packing slips; requests to transfer funds;requests for supplemental appropriations; etc.Original grievance fifes and arbitration reports, andsupporting materials relating to settling grievances -(Used/retained as general office records)

Records Pertaining to projects such as the Internal CityOperations Review Task Force, (ICOR); Charter ReviewCommittee; safety consultant work such as the SheridanSafety Program ; Projects that are no longer active;Employee Birth Date List

(3)Retention

Feriod

Paperpermanent;electronic retainuntil printed.Paperpermanent-electronic untilprinted10 years aftercase settledPaper 10 yearsafter case filedand no furtheraction pending;electronic untilprintedUntil no longeradministrativelynecessaryPaper 3 years;electronic untiiprintedPaper copyretain 15 yearspost expirationof the contract;electronic retainuntil printed20 years Paper;electronic untilprinted

Until updatedi...,-, __^

(4)Media

Type

Paper/Electronic

Paper/electronlc

Paper/electronicPaper/electronic

Paper/electronic

Paper/e!ectronic

Paper/electronic

Paper/electronic

Paper/Electronic


State orLGRP

(6)RC-3

Requiredby

LGRP

& ^CpvwtienrJ

Email is a format on which records are sent, received and/or drafted usingelectronic mailing systems. Email is NOT a record series. Instead, eachindividual e-mail should be evaluated according to its content and retainedin accordance with the record series adopted within this schedule that thecontent most closely fits. (Email should be retained electronically ratherthan on paper as conversion to paper may cause loss of electronicallyattached metadata that is important to the authenticity of the record.)

SAO/LGRP- RC-2 (Part 1 & 2), Revised August 2014

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