Records Retention & Disposal Policy
In accordance with Section 149.38 of the Revised Code, the County Records Commission adopted the following rules for retention and disposal of records by the County by Resolution Number 83-1 on April 18, 1983 (repealing rules adopted in 1980 but amended in 1989, 1990, 1991 and 1994).
Records defined by Section 149.011 of the Revised Code may only be destroyed as indicated on a Records Retention Schedule or One-Time Disposal of Obsolete Records (See Section Five) approved by the County Records Commission, Auditor of State, the State Archivist, and subject to the following procedures:
- All Records Retention Schedules and One-Time Disposal of Obsolete Records must be first submitted by the office to the County Records and Information Manager, who serves as Secretary and Archivist to the Records Commission.
- The Records Commission will review all forms submitted under "1." above at its next scheduled meeting. The Records Commission normally meets in the first and third quarters of each year and on the call of the Chairman.
- After the office receives its approved form(s), actual records destruction is accomplished as follows:
- Records listed on the forms eligible for destruction must be physically separated from other records at least annually or after every audit. It is the office's responsibility to become aware of any pending litigation, and the County Records and Information Manager shall annually remind offices of this responsibility.
- The office prepares a Certificate of Records Disposal (See Section Five) listing all records to be destroyed (by series or type of record as indicated on the approved forms); all information must be filled in completely.
- Before and each time records are destroyed, the Certificate of Records Disposal is to be signed and sent to the County Records and Information Manager for review and written approval. Upon the return of a copy of the signed certificate, the office may then destroy the records listed on the certificate.
- All records to be destroyed should be sent to MONCO Enterprises, a non-profit business owned and operated by the Montgomery County Board of Developmental Disabilities, DDS employees act as the legally mandated witnesses to the destruction of the records. To schedule pick-up of records for destruction, call the Montgomery County Solid Waste District at 496-6639.
- For records located in the County Records Center and Archives, Steps a through d will be accomplished by Records Center and Archives staff (except for offices already located in the Reibold Building, who perform Steps b through d). But it is the offices' responsibility to inform the Center of pending litigation.
- Records Retention Schedules can be amended, added to, or otherwise changed by Records Commission action only. The office should contact the County Records and Information Manager as in Step 1.
- Records produced or placed on microfilms or other automated media may be destroyed providing that Section 9.01 of the Revised Code is complied with in addition to Section 149.38 of the Revised Code and the rules adopted by the County Records Commission.
- Exiting county officials and agency heads must turn over all records to their successors. Upon learning of the impending exit of an official or agency head, the County Records and Information Manager will send, by registered mail (or other verifiable process), a written reminder to said official or agency head pertaining to compliance with this policy.
- All questions or requests for assistance should be directed to the County Records and Information Manager by the appropriate official, department director or agency head.
- The County Records and Information Manager is required to provide the County Records Commission with semi-annual statistical and compliance reports on records destruction by all offices.