INSTRUCTIONS - FORM RC-2 Section A: Local Government Unit

•	 Include the name of the municipality, county, township, school, library, or special taxingdistrict (local government entity) for which the form is beingsubmitted.
•	Include the unit (department, agency, office),if applicable.
•	The departmentalofficialdirectly responsiblefor the recordsmust sign anddate the form.

Section B: Records Commission

•	Completethe phone number andmailingaddressfor the RecordsCommission,including the county.
•	To have this form returned to the Records Commission electronically, includean email address. It is the responsibilityof the Records Commissionto forwardan electronicor papercopyofthe approved formto the appropriatedepartment.
•	The RecordsCommission Chairperson must sign the certification statement before it can be reviewed and signed at the Ohio History Connectionby the LocalGovernmentRecordsrepresentativeand approvedby the Auditor of State’sOffice.

Section C: Ohio History Connection – State Archives

•	Thereviewingagentfromthe Ohio HistoryConnectionLocalGovernmentRecordsProgram(LGRP) will indicateon your RC-2 which recordsserieswill requirea Certificateof RecordsDisposal(RC-3)priortodisposal.
•	They willsign the formand forwardit to the AuditorofState’s Office.

Section D: Auditor of State

•	Theapproving agentat the Auditor of State’soffice willsign the formandreturnit to theLGRP.

Section E: Records Retention Schedule

1)	 Schedule numbers can be expressed by a year and item numbering scheme for each recordsseries being scheduled,for example, 09-1 and 09-2. Anotheroption is to include a unique abbreviatedidentifier for each office, for example, Eng. [Engineer] 1, Eng. 2, etc. The numberingschemais yourchoice,and it willbe usedlateron your Certificateof RecordsDisposal (RC-3).
2)	Include the title of the records series and a brief descriptionof each series. Please provide information about the content and use of the recordsseries.
3)	Articulatea retentionperiod fortherecord in termsoftime (for example: six years), an action(for example:until audited),or both (sixyears afteraudit).
4)	Includethe formatsof the recordseries(paper,electronic,microfilm, etc.)
		
5)	For usebythe AuditorofState or the LGRP.
		
6)	Foruseby LGRP only. LGRP willmark the recordsseriesthatwillneed an RC-3prior to disposal– Pleaseleavethiscolumnblank.

GENERAL INSTRUCTIONS:

---	For questions related to records scheduling and disposition, contact State Archives - LGRPat: localrecs@ohiohistory.org

---	 After completingsections A and E, submit the form to your records commission so it can be approved in an open meeting pursuant to Section 121.22 ORC. See Ohio Revised Code Section 149.38 (counties),149.39 (municipalities),149.41 (schooldistricts), 149.411 (libraries),149.412 (special taxing districts) and 149.42 (townships) for the composition of your recordscommission. Your records commission completes section B and sends the form to LGRP at:

localrecs@ohiohistory.org           OR	Ohio HistoryConnection	OR	 RC Forms Upload Submission State Archives of Ohio
Local Government Records Program 800 E. 17th Avenue
Columbus, OH 43211-2474

---	The LGRP willreview this RC-2and forwardit to the AuditorofState’sRecordsOfficer,Columbus.

---             ThisRC-2is in effect when allsignatureshave been affixedto it. LGRP will returna copyofthe approved formto theRecordsCommission. The local records commissionand the originating office should retain permanent copies of the form to document legal disposal of public
records.

SAO/LGRP-RC2 (Instructions) Revised May 2024

Ohio History Connection State Archives of Ohio
Local Government Records Program 800 E. 17th Avenue Columbus,
Ohio 43211-2474 614.297.2553 localrecs@ohiohistory.org www.ohiohistory.org/lgr

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

Section A: Local Government Unit

Indian Hill Exempted Village School District

(Local Government Entity)	(Unit)

Mick Davis

(Signature ofResponsible Official)	(Name)

CFO/Treasurer

(Title)

6/25/24

(Date)

Section B: Records Commission

Records Commission	513-272-4500

(Telephone Number)

6855 Drake Rd	Cincinnati	45243	Hamilton

(Address)	(City)	(Zip Code)	(County)

To have this form returned to the Records Commission electronically, include an emailaddress:

Mick.davis@ihsd.us

I hereby certify that our records commission met in an open meeting, as required by Section 121.22 ORC, and approved the schedules listed on this form and any continuation sheets. I further certify that our commission will make every effort to prevent these records series from being destroyed, transferred, or otherwise disposed of in violation of these schedules and that no record will be knowingly disposed of which pertains to any pending legal case, claim, action or request. This action is reflected in the minutes kept by this commission.

Records Commission Chair Signature	Date

Section C: Ohio History Connection - State Archives

Signature	Title	Date

Section D: Auditor of State

Signature	Title	Date

Please Note: The State Archives retains RC-2 forms permanently. It is strongly recommended that the Records Commission retain a permanent copy of this form.

Page 1 of 30

School District Suggested Records Retention Schedule
	
This schedule lists records commonlycreated byschool districts, educational service centers, and career technical schools. The retention periods specified herein are either required by statute or have been determined by best practice. Local Records Commissions may edit retention periods based on the administrative, fiscal, legal, and historical value of the records.

The local school district, education service center, or career technical school should also notate the media type of the records on the schedule in column 4. The records can be maintained on separate formats (i.e. paper and electronic) for different amounts of time.

Permanent records existing solely in electronic format may become inaccessible through media decay and/or hardware/software obsolescence. The Ohio History Connection recommends that digital records with greater than a 10 year retention period also be maintained in either paper or microfilm formats.
Records may not be disposed of until all audits are released and audit discrepancies have been settled. Where a lawsuit or agency proceeding is pending, a legal hold on relevant records is required. Records shall be retained until the legal hold has been removed.

ELECTRONIC MAIL (e-mail) is a format on which records are sent, received and/or drafted using electronic mailing systems. E-mail is NOT a record series. Instead, each individual e- mail should be evaluated according to its content and retained in accordance with the record series adopted within this schedule that the content most closely fits.

Before this records retention schedule is considered in effect for a particular school district it must first be signed by a local responsible official and local records commission chair, the State Archives, and the State Auditor’s Office.

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3 Required

Board and Administrative Records

101
	Minutes – Official copy of proceedings of regular and special meetings
	
Permanent
	
P, E

102
	Audio tapes/DVD’s of Minutes – Recording of Board meetings
	
2 years
	
E

103
	Board Meeting Notes – Notes taken during Open Board Meetings used to formulate the
minutes
	
1 year
	
P

104
	
Agendas – Written outlines of material to be discussed at the Board of Education meetings
	
1 calendar year provided audited
	
E

105
	
Board Meeting Packets – Packets prepared for board members. May include agendas, copies of reports and informational handouts.
	
Retain until minutes transcribed and approved

P, E

106
	Administrative Council Notes: Notes from Administrative Council meetings held prior to Board Meeting to review Board agenda and current activity in the district

1 calendar year

P, E

107
	Blueprints, Plans, & Maps –Provide detailed description of school facilities and property
	
Permanent
	
P, E

108

Deeds, Easements, Leases – Real estate documents of ownership, easements and leased property by district

Permanent

P, E

Revised 5/2024

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

109

Board Policy Books and Other Adopted Policies
– Governing rules adopted and maintained by Board of Education defining expectations or position on a particular matter and authorizing appropriate action to be taken to establish and maintain those expectations

1 year after superseded

E

110
	
Administrative Regulations – Adoption of the school policy manual which outlines, and describes the means by which a policy should be implemented providing for the management of planning, action, and assessment or evaluation.

1 year after superseded

P, E

111
	
Court Decisions – Court proceedings involving the District excluding claims and litigations
	
Permanent
	
P, E

112
	
Claims and Litigations – Court processing for which the District is being or is suing for damages
	
Permanent
	
P, E

113

Administration of Federal and Stated Categorical Grant Programs - Records relating to the administration of federal and state categorical grant-funded programs. Records may include, but are not limited to: District or school-wide notification/information distributed to parents/legal guardians/students about education opportunities and services; student information (names/eligibility lists, copies of test scores, etc.; staff information (copies of employment applications, payroll/stubs, etc.; budget, inventory of equipment, legal reports, pre-and post-test data, comparability reports, evaluations; promotion of parent/family involvement (Title 1 parent advisory councils, coordination with other school-based programs and services, etc.)

Retain until completion of State Auditor's examination report or retain for period required by grant or program, whichever is later, then destroy

P, E

114

Boundary Records - Official legal description of school district boundaries, educational service center district boundaries, or director district boundaries

Permanent

P, E

Page 2 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

115
	
Grievance Files/Settlements/Arbitration -Documentation of settlements and arbitration, grievances filed by local collective bargaining groups

10 years

P, E

116

Historical Records, Materials and Artifacts that should be retained for Commemorative Events and Displays -Records documenting events or milestones of individual schools, school districts and educational service centers, where these events are not documented in other records (such as board minutes, transcripts, etc.) Including but not limited to award lists, baccalaureate and commencement programs, cumulative class rankings, diploma order lists, final grade point summaries, honor roll lists, graduating class history files, student newspapers, yearbooks/annuals.

Permanent

P, E

117
	
Monthly Administrative Reports & Supporting Documentation – Reports submitted monthly by administrators and supervisors on current activity in District associated with Board Agenda

1 calendar year

P, E

118
	
Elections – Items put on the ballot (tax levy related) regarding the financial support of the District

10 years
	
P, E

119
	Records Retention and Disposition Forms – Records, also called RC-1, RC-2, and RC-3 forms, and other locally developed
forms documenting the retention and disposition of the records of an office

Permanent

P, E

120
	
Bargaining Agreements – Record of Agreements between the board and recognized local associations of certified and classified staff with regard to wages, hours and other terms of employment including notes taken during the negotiation process

8 years after superseded

P, E

121
	
Budget Policy Files – annual budget (tax and appropriation) preparation and documentation
	
5 years
	
P, E

122
	
Workers Compensation Claims – Claims filed by employees due to on the job injury
	10 years after financial payment made
	
P, E

Page 3 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

123
	
Bank Depository Agreements – An agreement between a bank and the district where the bank provides a guaranteed rate of return in exchange for keeping a deposit for a fixed amount of time

4 years after completion

P, E

124
	
Organization Reports
	
2 years provided audited
	
P, E

125
	
Adopted Courses of Study – A comprehensive instructional program serving the educational needs of the students of the District

Until superseded

P, E

126
	
Adopted Special Education Program – A record of programs provided to children with disabilities identified in accordance with applicable State and Federal laws, rules and regulations. These programs satisfy the requirements of Ohio Educational Agencies Serving Children with Disabilities (Ohio’s Operating Standards”)

Until superseded

P, E

127
	
Adopted Special Programs – Record of programs made available to the students to enhance their education through a variety of appropriate co-curricular and extra-curricular activities

Until superseded

P, E

128
	
Photo/Media Release - External Usage - Records documenting permission for non- school entities (such as television/radiostations, newspapers, school photographers, etc.) to use student images. Student images include, but are not limited to, photos, video and audio recordings.

Retain for six years after end of school year

P, E

129
	
Photo/Media Release - Denial of permission. Records documenting parent/legal guardian denial of permission for the school/district to use student images recorded during official school activities/events. Includes opting-out.
	
Retain until end of school year or until superseded, whichever is later, then destroy.

P, E

Page 4 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

130
	
Photo/Media Release - School District Usage -Records documenting permission for the school/district to use student images recorded during official school activities/events, by staff or students in an official capacity (e.g. school newspaper, annual staff, etc.) Includes annual student identification/class pictures taken by school-contracted photographer. Student images include, but are not limited to, photos, video, and audio recordings.

Retain for 6 years after image/recording no longer being used, then destroy.

P, E

131
	
Public Record Requests – Requests for records & documentation that requests were fulfilled
	
2 years
	
E

132
	
Organizational Memberships
	
Until superseded
	
E
			
133
	Visitor Log
	1 school year
	P, E

134
	Before and After School Child Care (Latchkey) Sign In/Out Sheets
	
2 years
	
P, E

135
	
Before and After School Child Care (Latchkey)Receipts & Weekly Reports Receipts & detail information to back-up Treasurer receipts
	
4 years provided audited

P, E

136
	Before and After School Child Care (Latchkey) Registration Forms
	
2 years
	
P, E

137
	
Child Care License – Copy of Child Care license issued by ODE, required for outside school hours sites. Not required for after school at risk sites.
	
3 years plus current year provided audited

P, E

138
	
Legal Advertisements / Notices- Announcements to inform the public of meetings, hearings, bids, auctions or other events

1 year

P,E

Page 5 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

Employee Records

201

Personnel Files (Short-Term Retention)-Documentation of the history and status of the employment relationship with an individual employee (classified, certified, active, and inactive). Includes substitute teachers, coaches, and advisors. Records may include: employment applications, performance evaluations, grievances, employment verifications, accident report(s), payroll change sheets, PERS information, exit interview, disciplinary action(s), waiver(s).

Purge and destroy 7 years after employment termination

P, E

202

Personnel Files (Long-Term Retention)-Documentation of the history and status of the status of the employment relationship with an individual employee. Includes substitute teachers, coaches, and advisors. Records include: service time, salary history, leaves balances, taxes paid, resignation or retirement letter, retirement information, and waivers

75 years after employment termination.

P, E

203

Employee Discipline Records – Records of a series of disciplinary actions leading to improvement of performance or termination from employment
	
7 years after termination of employment or case closed, whichever is later, or in accordance with collective contract

P, E

204
	
Comp Time Cards – Accumulated and used comp time cards
	
Current fiscal year
	
P, E

205
	
Drug Test Records – Includes random pool eligibility lists of employees eligible to have random drug screen and drug screening results

5 years

P, E

206

Teacher Lesson Plan Books
	
End of current school year or until superseded

P, E

207
	Employee Contracts – Written agreement between the District and the employee
	4 years after termination
	
P, E

Page 6 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

208
	
Professional Conference Applications – Professional leave forms requesting permission to attend professional development activity
	
2 years provided audited

P, E

209
	
Irregular Employee Contracts – Written agreement between the District and substitutes and other irregular employees benefits
	
4 years after contract expires

P, E

210
	
Unemployment Claims – Invoice maintained by Human Resources for the payment of unemployment claims approved or denied
	
5 years provided audited

P, E

211
	Unemployment Records – Documentation of unemployment records
	
5 years
	
P, E

212
	
Applications (not hired) – Applications submitted of individuals not hired into the District
	
2 years provided audited
	
E

213
	
Schedules of Employees
	Fiscal year plus 2 years
	
P, E

214
	
Teacher Personnel Reports (internal)
	Fiscal year plus 1 year
	
P, E

215
	
I-9 Immigration Form – Form I-9 "Employment and Eligibility Verification" for all newly hired employees to verify their identity and authorization to work in the United States. Per Department of Homeland Security regulation 8 CFR 274a.2.
	
3 years after date of hire or 1 year aftertermination, whichever is later

E

216
	
Job Descriptions – Description of expectations and responsibilities of each job
	Retain until superseded or obsolete
	
E

217
	
Job Postings – Records documenting the posting and advertisement of employment positions, including, but not limited to, job descriptions, job requirements, application deadline, personnel requisition and compensation range.

2 years

P, E

218
	
LPDC (Local Professional Development Committee) Licensure Records and Staff Summary Reports
	
Until superseded
	
P, E

219
	LPDC (Local Professional Development Committee) Meeting Minutes
	
10 years
	
P, E

220
	
Staff Acceptable Use Policy – A Form signed by staff agreeing to use the District network responsibly for District related work
	
6 years

P, E

Page 7 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

221
	Staff Profile – Listing including current position, licensure, degree, retirement credit, and contract information
	
5 years
	
P, E

222
	
Annual Training Documentation – Record of trainings includes curricula, test results, materials presented, evaluations, tests administered; certification/hours/credits/ points awarded; sign-in sheets, and attendee lists

3 years plus current year provided audited

P, E

223
	
Teachers Certificates and Temporary Professional Education Permits
	
6 years after end of fiscal year, then destroy

P, E

224
	Employee Handbooks – Handbooks that each employee receives upon being hired
	
Until superseded
	
E

225
	
Physician’s Report of Work Ability – Physicians report of ability/restrictions for injured employees
	
7 years

P, E

Page 8 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

Student Records
	
Student Records- (Long-Term)

301
	
Student Information– Record of student's name, address, telephone number, grades, attendance record, classes attended, gradelevel completed, and year completed

Permanent

P, E

302
	
Grades/Transcripts – Reports of subjects studied and individual student grades. Retain final grade card each year and final high school transcript. If student withdraws, retain all transcripts
	
75 years after graduation, withdrawal, or transfer

P, E

303
	Individual State Test Results – IOWA, COGAT, OAT, OAA, OGT, OTELA, PSAT, ACT, SAT, PLAN, EXPLORE, OPT, ASVAB, TERRA NOVA, LAS, DIAL,
KRA-L, IQ - achievement ability tests
	
75 years after graduation, withdrawal, or transfer

P, E

304
	
Foreign Exchange Records – Records of students from foreign countries
	75 years after graduation, withdrawal, or transfer

P, E

305
	
Home Schooled Records – Records ofstudents living within the District that are being schooled from home
	
75 years after graduation, withdrawal, or transfer

P, E
			
Student Records- (Short-Term)

306
	
Registration/Withdrawal Information – Record of each time a student registers or withdraws within the District
	6 years after graduation, withdrawal, or transfer

P, E

307
	
Activity Record – A list of activities students participated in during their high school years
	6 years after graduation, withdrawal, or transfer

P, E

308
	
Liability Waivers – Records document the release of the school, district, or ESC from liability related to various activities that include student, volunteer, or citizen involvement.
Records may include but are not limited to release forms with terms, date, signatures, and related information. Includes athletic participation waivers and forms related to legal requirements such as Lindsay’s Law.

3 years after school year in which records were created. In the event of accident or injury, retain until minor reaches the age 21

P, E

Page 9 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

309
	
Student Athlete Files- Records maintained on student athletes, including physical exams, consent forms, and eligibility evaluations.
	3 years after school year in which records were created

P, E

310

Student Worker Applications
	6 years after graduation, withdrawal, or transfer

P, E

311
	
Student Work Permits- State issued permit for a student under the age of 18 to be employed
	
3 years
	
P, E

312
	
Discipline Records – Record of discipline that a student has received including Saturday school, suspensions, and expulsions. Record includes notices to parents.
	
6 years after graduation, withdrawal, or transfer

P, E

313

Intervention Records – Intervention Assistance Team notes listing all of the interventions that were tried with a student to help improve academic achievement which may or may not lead to a referral for special education testing. Includes functional behavioral assessments and behavior intervention plans

6 years after graduation, withdrawal, or transfer

P, E

314
	
Bullying/Harassment Forms – Documentation of bullying/harassment incidents within the district, along with action taken
	
6 years after graduation, withdrawal, or transfer

P, E

315
	
Gifted and Talented Student Records – Student folders including but not limited to application or offer for participation, testing or eligibility determination records, progress reports, product assessment, samples of student's works, notes, and correspondence.

6 years after graduation, withdrawal, or transfer

P, E

316
	
Attendance/Absence Records – Record of student attendance/absence including daily office call sheets, sign-in sheets, and doctor and parent’s notes

1 year

P, E

317
	
Cumulative Photo Records
	1 year after graduation
	
P, E

Page 10 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

318
	
Curriculum Requests/Waivers/Substitutions - Records relating to student requests for classes or waivers/substitutions, where authorizing signature/initials from school district staff is required (principal, teacher, counselor, etc.).

1 year after graduation

P, E

319
	
Parent/Legal Guardian Permission Slips for Internet Access and Film Viewing
	Retain until end of school year, then destroy
	
P, E

320
	
Student Acceptable Use Policy – A form signed by parents permitting student online access, student information to be used in the media as well as parent/teacher email communication

6 years

P, E

321
	
Statement of Requirements and Expectations Signed and Returned by Parent/Legal Guardian
	
Retain until end of school year, then destroy.

P, E

322
	
Student Schedules/Contact Information
	
Until superseded
	
P, E

323
	Interim Grade Reports – Mid-term status report of student performance with teacher comments not part of permanent record
	
End of current school year
	
P, E

324
	Student Organization Activity Records – Purpose clauses/budgets of student clubs engaging in financial activities
	
2 years after end of fiscal year
	
P, E

325
	
Adult Basic Literacy Education/General Education Development. (ABLE/GED) Records
– Includes student registration forms, release of information form, student progress forms, and standardized assessment answer sheets.

1 year

P, E

326

Custody Court Documents – Verification of court established guardianship/custody

Until superseded or student reaches 18 years of age

P, E

327
	
Notice of Placement Termination – A notice of termination of placement relinquishing care and control, noticed received from the County Juvenile Court

5 years

P, E

Page 11 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

328

Child Abuse/Neglect Referral Letters – Records related to suspected child abuse as reported to Child Protective Services or to the proper law enforcement agency - includes reports, confirmation of submission, correspondence, inquiries, records documenting revisions/corrections, etc.

Through graduation

P, E

329
	
Teacher Grade Books/Records
	
3 years provided audited
	
P, E

330
	
Pre-School Screening Profile – ASQ/SE, GGG assessment record. A screening profile used for pre-school students
	
3 years

P, E

331
	Open Enrollment Forms - Registration of student living outside the district enrolling into the school District
	
5 years
	
P, E

332
	Transfer Records – Records of students transferring from one school to another (granted/not granted)
	
5 years
	
P, E

333
	
Emergency Information – A form containing student emergency contact information
	
Until superseded
	
P, E

334
	
Health/Medical Records – Student visual and hearing screening and immunization records. Also includes record of health screenings such as audio/visual, physical therapy, speech- language pathology, and physician instructions

10 years after last contact

P, E

335
	Health Logs – Record of health careservices provided to students such as medicationand first aid.
	
2 years
	
P, E

336
	
Free/Reduced Price Lunch Application – Confidential applications for free and reduced lunch benefits
	
4 years

P, E

Page 12 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

Special Needs Records
In accordance with OAC 3301-51-04 and 34 CFR 300.624, parents should be informed when personally identifiable information collected, maintained or used under OAC 3301-51-04 is no longer needed to provide educational services to the child. This information must also be destroyed at the request of the parent with the exception of information described in item 301.
These records may be needed beyond the retention period in connection with applications for social security or other benefits. However, unnecessarily long retention may jeopardize personal privacy.

337
	
Special Education Tutoring Reports – These files document tutoring provided to students through special programs. They include authorization forms signed by parents allowing their child to participate in the program.
	
Retain 6 years after student graduates or would have normally graduated.

P, E

338

Psychological Records (Restricted) – Records that document all students who are provided counseling, psychological services by the school's counseling center. Clinicians provide treatment concerning personal problems, academic concerns, and career concerns.
Records may include extensive notes made by providers concerning the assessment,diagnosis, treatment and contacts (written, telephone, or in person) with each student; referral letters; release of medical records; letters to agencies or others concerning the students; and other related material

Retain 10 years after last contact. Inform parent or adult student before destruction pursuant to OAC-
3301-51- 04 (O) 
(1)

P, E

339

Evaluation Team Report (ETR) – A report that is developed after a series of assessments givenby the school psychologist and others to determine whether or not the student has a disability

Retain 6 years after student graduates or would have normally graduated.
Inform parent or adult student before destruction pursuant to OAC-
3301-51- 04 (O) 
(1)

P, E

Page 13 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

340

Individual Education Plan (IEP) – A legal binding document that lists goals/objectives and related services that the student will receive throughout the calendar year based on the assessment results of the ETR (Evaluation Team Report)

Retain 6 years after student graduates or would have normally graduated.
Inform parent or adult student before destruction pursuant to OAC-
3301-51- 04 (O) 
(1)

P, E

341

504/ADA Plan – Plan that allows various accommodations for a student with a general disability

Retain 6 years after student graduates or would have normally graduated.
Inform parent or adult student before destruction pursuant to OAC-
3301-51- 04 (O) 
(1)

P, E

342
	
Home Instruction (HI) – Records that identify students that are on home instruction due to medical or severe behavioral needs. These records include lesson plans, progress reports, grades and time sheets of the tutor that worked with the student
	
Retain for 6 years after student graduates or withdraws from district, then destroy.

P, E

343

Transfer of Home-Based Student to School/District -Records relating to the transfer of home-based student to school/district, including placement/ evaluation test results, notice of transfer, etc.
	
Retain for 3 years after student graduates or withdraws from district, then destroy.

P, E

Page 14 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

344
	
Special Needs Records (Student not Eligible) -Referrals, evaluations, evaluation reports, and notices for students determined not to be eligible for the special education program
	
Retain for 5 years after student determined to be ineligible then destroy.

P, E

345
	
Student Psychological or Social Assessment (Non-Special Education)- Source materials used in preparing reports, including protocols, tests, and notes
	
Retain 1 year after report is written

P, E

346
	Student Psychological or Social Assessment (Special Education)- Source materials used in preparing reports, including protocols, tests, and notes

Retain 6 years

P, E
			
BUILDING RECORDS

401
	
Building Account Reports – Report of maintenance and custodial services accounts

Until superseded

P, E

402
	E-Rate Funding Application – Federal Telecommunications funding applications
	
6 years
	
P, E

403
	
Multi-Site Monitor Review Forms – A checklist to ensure that the site is properly followingthe CACFP guidelines.
	
3 years plus current year provided audited

P, E

404
	
School Safety Plans – Records related to ensuring student and staff safety at school, including harassment and bullying prevention plans
	Retain 6 years after obsolete or superseded, then destroy

P, E

405

Records of Drills or Rapid Dismissals andSchool Safety Drills – Records of all tornado, fire, rapid dismissal, and school safety drills performed within a building. Records should include the identity of the person conducting the drill, date and time, notification method, staff members on duty and participating, number of occupants evacuated, special conditions simulated, problems encountered, heath conditions, and time required to accomplish complete evacuation. Records for school safety drills must contain the date and time of each drill conducted the prior school year and when they will be conducted in the current school year.
See ORC §3737.73.

1 year after end of fiscal year

P, E

Page 15 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

406
	
Fire Inspection – Reports of building inspection performed by the city Fire Division
	
4 years provided audited
	
P, E

407
	Building Inspection Reports – Elevator, sprinkler, and alarm system reports
	
2 years
	
P, E

408
	
Building Health Inspections – A record of all health inspections performed within a building
	
2 years after end of fiscal year
	
P, E

409
	
Student Activity Records – Pay in forms, pay- out forms; account forms/Dist.; budget forms, requisitions; purchase order; ticket sales reports

2 years

P, E

410
	
Receipt and Deposit Slips – copies of receipts for monies turned into the office
	
4 years provided audited
	
P, E

411
	
Budget and Appropriation Records – Record of building budget
	
4 years provided audited
	
P, E

412
	
Requisitions and Purchase Orders – Recordof money being requested, and a record of items purchased form the buildingbudget

2 years

P, E

413
	
Inventories – Inventory of supplies, textbooks, and other materials purchased and used with the building
	
Until superseded
	
P, E

414
	
Student Handbook – Handbook containing student policies, regulations and codes
	
Until superseded
	
P, E

415

Building Security/Surveillance videos
	
Use for one cycle then reuse provided no action pending

P, E
			
Central Department Records
	
Administrative Offices

501
	
School Calendars – Calendar for in session/out of session school days as well as professional days for teachers

5 years

E

502
	
Personnel Directory – Names, phone numbers and addresses of all employees
	
10 years
	
P, E
			
503
	Enrollment Record (by grade/building)
	Permanent
	P, E

Page 16 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

504
	
Repair, Installation and Maintenance Records – A record of maintenance, installation and repairs performed on buildings within the District

4 years provided audited

P, E

505
	
Building/Facilities and Equipment Inventory – Inventory of equipment owned by District
	
Until superseded provided audited
	
P, E

506
	
Building, Boiler & Maintenance Reports – Inspection/ maintenance reports for each building including boiler inspection/ maintenance
	
Until superseded provided audited

P, E

507
	
Prevailing Wage Records - Report of hourly wages, benefits and overtime, established by regulatory agencies for each trade and occupation employed in the performance of public work

4 years provided audited

P, E

508
	Rental Information – Records regarding facilities usage: building permits submitted to use facilities by school or community individuals, athletic teams or groups
	
2 years provided audited

P, E

509
	
Work Orders – A report of all requested maintenance/custodial work
	
4 years provided audited
	
P, E

510
	
Environmental Reports and Data – Reports on asbestos and other environmental issues
	
4 years provided audited
	
P, E

511
	
Vandalism Reports – Reports of vandalism throughout the District
	
4 years provided audited
	
P, E

512
	
Student Activity Purpose Clauses
	
Until superseded
	
P, E

513
	
Sales Potential Form (Student Activities)
	
4 years provided audited
	
P, E

514
	
Sales Potential Forms – Fundraising permission form including the financial summary of the fundraiser upon completion of the event
	
4 years provided audited

P, E

515
	
Bids and Specifications (Unsuccessful) -Documentation of bids supplied by vendors for any project requesting bids in compliance with ORC
	
1 year provided audited

P, E

Page 17 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

516
	
Bids and Specifications (Successful) - Documentation of bids supplied by vendors awarded any project requesting bids in compliance with ORC
	
6 years after completion of project

P, E

517

Contractor Files – Contractor resolutions, additions drawings, etc.
	
5 years after completion of project provided audited and no action pending

P, E
			
	Transportation Department

518
	
Driver Physical – A report of the annual physical performed on drivers
	
6 years (OAC 
3301-83-07-E-7)
	
P, E

519
	
Daily Bus Schedules – may show bus route, time trip began and ended, number of pupils carried, and drivers signature
	
Retain for 6 years after end of school year, then destroy

P, E

520
	
Fuel Consumption Data – Fuel records for the buses
	
4 years provided audited
	
P, E

521
	Transportation Records – Transportation requests received from schools that include student and busing information
	
4 years provided audited
	
P, E

522
	
Field Trip Forms/Volunteer Driver Forms – Forms from building requesting busing for field trips
	
Fiscal year plus 2 years
	
P, E

523
	Preventive Maintenance Reports – A report of work performed to maintain equipment
	Fiscal years plus 2 years
	
P, E

524
	
Warranty/Guarantee – Warranty of equipment
	Life of equipment
	
P, E

525

Plant and Equipment Inventory
	
Until superseded provided audited

P, E

526
	
Vendor Data: W-9 and 1099 documents maintained as long as active vendor then retention period is applied.
	
6 years and current provided audited

P, E

527
	
Accident Reports - Law enforcement reports regarding bus accidents
	
3 years provided no action pending

P, E

Page 18 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

528
	Vehicle Registration – Certificates of title and registration paperwork from the BMV forcars, vans, trucks, and buses.
	
Life of vehicle
	
P, E

529
	
Vehicle License - BMV licensing documentation of motor vehicles
	
1 year after termination
	
P, E

530
	
Vehicle Records – Vehicle insurance, finance paperwork
	
As long as vehicle is owned by District

P, E

531
	
Driver Certification – Bus driver certification form
	1 year after termination
	
P, E

532
	
Supplies Inventory – Shop/mechanic inventory
	
Until superseded
	
P, E

533
	
Vehicle Defect Report – Record of defects on each bus
	
Life of vehicle
	
P, E

534

Bus on Board Security & Surveillance videos
	
Use for one recording cycle then reuse provided no action pending

E

535
	
Improper Student Conduct on School Buses – Records documenting instances of improper student conduct on school buses including bus route, time of incident, nature of incident, and students name

Retain for 1 year after incident, then destroy

P, E

536

Application for Special Transportation - Application for students with physical disabilities/medical problems

4 years after end of fiscal year or until completion of State Auditor's examination report, whichever is sooner

P, E

537
	
Bus Condition Checklist - Daily evaluation of bus by drivers
	
Retain for 1 year after end of school year

P, E
			
	Food Services Department

538
	Food Service Records – Financial information, breakfast cost sheets, milk sold, menus, students served
	
4 years provided audited
	
P, E

Page 19 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

539
	
Lunchroom Records – Cashier’s daily production sheets from each building, cash register tapes
	
4 years provided audited
	
P, E

540
	
Lunchroom Reports – Confidential applications for free and reduced lunch benefits
	
4 years provided audited
	
P, E

541
	
Inventories – Inventory of food supplies
	
4 years provided audited
	
P, E

542
	
Lunchroom/ Food Service License – Current food service license, issued annually by the board of health of the health district in which the food service operation is located.

1 year after expiration

P, E

543
	Vendor Food Service Contract – Contract between the District and an outside vendor providing meals and snacks
	3 years plus current year provided audited
	
P, E

544
	
Schedule for School Breakfast/Lunch Programs
– Includes plan and backup documentation submitted to Ohio Board of Education for program approval
	
Retain for 6 years after plan obsolete or superseded, then destroy

P, E
			
Financial Records

601
	
Audit Reports – Past management evaluation reports, monthly claim documentation, master lists, and income eligibility applications
	
3 years plus current year provided audited

P, E

602
	
Annual Financial Reports – Financial reports prepared from the accounting system that can be reproduced from the computer records.
This includes: Annual Ledgers, Budget Ledgers, Vendor Listing, Check Register, Invoice List, Purchase Order Listing, Accounts Reports, Financial Summary and Detail Reports

5 years provided audited

P, E

603
	
Activity Fund Cash Journal & Ledger
	
5 years provided audited
	
P, E

604
	
Bond Register
	20 years after issue expires
	
P, E
			
605
	Securities
	Permanent
	P, E

Page 20 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

606
	
Investment Ledger – Report of investments owned by District
	
5 years provided audited
	
P, E

607
	
Foundation Distribution – Report from the Ohio Dept. of Education for bi-monthly foundation (state basic aid) receipts
	
5 years provided audited

P, E

608
	
Tax Settlements (Semi-Annual) and Advances – Property tax settlement sheet including advances from the County Auditor included in the receipts
	
5 years provided audited

P, E

609
	
Budgets (Annual) - Tax budget that is submitted annually to the County Auditor
	
5 years provided audited
	
P, E

610
	
Budget Working Papers
	
5 years provided audited
	
P, E

611
	
Insurance Policies – Contracts between insurer and the School district where the insurer, in exchange for premium payment, pays for damages to the School District which are caused by covered perils under the policy language.
	
15 years after expiration provided all claims settled

P, E

612
	
Contracts – An agreement with specific terms between an entity with the School District (ORC §2305.06)
	
6 years after expiration

P, E

613
	
Bonds and Coupons
	
Until redeemed provided audited
	
P, E

614

Accounts Payable Ledger – Outstanding payables
	
5 years provided audited
	
P, E

615
	
Accounts Receivable Ledgers – Outstanding revenue due to the school District
	
5 years provided audited
	
P, E

616
	
Vouchers, Invoices and purchase orders – A voucher is a documentary record of a business transaction (i.e. check or invoice). A purchase order is a document itemizing products/services to be purchased from a vendor. Serves as a contract.

10 years provided
audited. ORC 
§3313.29.

P, E

Page 21 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

617
	
State Program Files – Auxiliary services, records of non-public school funding provided by the Ohio Department of Education and through public and private grants

10 years provided audited

P, E

618
	Federal Programs – Title I (Student Progress Reports), II, III, IV-B, IDEA, IV-C, VI-B, Chapter 1,
2; Drug Free, etc.
	
10 years provided audited
	
P, E

619
	
Travel Expense Vouchers – Document of expenditures for travel of district employees
	
10 years provided audited
	
P, E

620
	
Tax Anticipation Notes – Documents related to the preparation, sale and history related to issuance of notes borrowed against future tax dollars
	
10 years provided audited

P, E

621
	
State Reimbursement Settlement Sheets
	
5 years provided audited
	
P, E

622
	Unemployment Claims – Documentation of unemployment for application of unemployment benefits
	
5 years
	
P, E

623
	
Employee Bonds, Board Member Bonds – Documents related to the performance and theft insurance bidder held on required employee and board members

5 years

P, E

624
	
Certificate of Estimated Resources – County document supplied to the district certifying the estimated resources prepared by the District
	
15 years after expiration

P, E

625
	
Appropriation Resolutions – Resolution approved by the Board of Education establishing and amending the appropriationfor the District

5 years

P, E

626
	
Tax Apportionments (Semi-Annual) – Documentation prepared by the County Auditor and report to the District to record receipt of property tax settlement

5 years

P, E

627
	
Canceled Checks and Bank Settlements – All checking accounts reconciliation and statements
	
4 years provided audited
	
P, E

628
	Publication Notice – Legal notice of publication in the newspaper
	
4 years
	
P, E

Page 22 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

629
	
Tuition Fees and Payments – Receipt records at the Treasurer’s Office
	
4 years provided audited
	
P, E

630
	
Unpaid Student Fees
	
Through graduation
	
P, E

631
	
School Finance (S.F.) Monthly Statements – Bi-monthly reports for the Ohio Dept. of Education to record receipts and expenditures related to the foundation payments.

4 years provided audited

P, E

632
	
Investment Records – Individual record of investments bank confirmations, wire transfers, copies of CD’s
	
4 years provided audited
	
P, E

633
	
Travel Expense Reports
	
10 years provided audited
	
P, E

634
	
State Sales Tax Reports – State of Ohio semi- annual sales tax filings, reporting any taxable sales.
	
4 years provided audited
	
P, E

635
	
Student Activity Funds – Student activity funds, pay in forms, bank deposit forms and receipts confirming deposits made into student activity accounts
	
4 years provided audited

P, E

636
	
Check Registers – Lists of checks issued by the District
	
4 years provided audited
	
P, E

637
	
Deposit Slips/Cash Proofs – Receipts for deposit slips
	
4 years provided audited
	
P, E

638
	
Receipt Books – Receipts issued for money received.
	
4 years provided audited
	
P, E

639
	
Extra Trip Records
	
4 years provided audited
	
P, E

640
	
Monthly Financial Reports – Report generated from the system to report the financial status the District prepared on a monthly basis
	
4 years provided audited

P, E

641
	Accounting Data – Documentation of bids supplied by vendors for any project requesting bids in compliance with ORC
	
4 years provided audited
	
P, E

642
	Service Contracts - Contracts for services provided from an outside education
	4 years provided audited
	
P, E

Page 23 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

643
	
State Subsidy Reports – Applications for driver education, pupil transportation and special education
	
3 years provided audited
	
P, E

644
	
Delivery/Packing Slips
	1 year provided audited
	
P, E

645
	
Requisitions – Documents used to request the purchase of something that is submitted for approval and then can be converted to a purchase order
	
1 year after end of fiscal year

P, E

646
	
Non-Sufficient Fund Checks Documentation & Notifications
	
4 years provided audited
	
P, E
			
Payroll Related Records

701
	
Salary Continuation Agreement – Agreement stating full or partial compensation during period of disability

7 years

P, E

702
	Payroll Ledgers – Record of gross to net calculations by employee
	
75 years
	
P, E

703
	
Earning Registers – Record of gross to net calculations by employee and by calendar year
	
75 years
	
P, E

704
	
Monthly Payroll Reports – A record of leave usage and accumulation by employee as well as retirement contributions by employee

75 years

P, E

705
	
Bureau of Employment Service Quarterly Reports – OBES reports (quarterly earnings and record of weeks worked by employee)
	
7 years

P, E

706
	
W-2’s and W-4’s – Employer’s copy of calendar year record of taxable earnings, a record of employee federal exemptions
	
6 years and current provided audited

P, E

707
	
Federal Income Tax – Quarterly and annual record of federal income tax withheld and remitted IRS form 941
	
6 years and current provided audited

P, E

708
	
Ohio Income Tax – Monthly and annual record of Ohio Income tax withheld and remitted IT-4
	
6 years and current provided audited

P, E

Page 24 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

709
	
City Income Tax – Monthly and annual record of municipality income tax withheld and remitted
	
6 years and current provided audited

P, E

710
	
School Income Tax – Monthly and annual record of School District income tax withheld and remitted SDIT-1
	
6 years and current provided audited

P, E

711
	
Payroll Reports – Payroll deduction and distribution reports
	
4 years provided audited
	
P, E

712
	
Payroll Update Listing
	
4 years provided audited

P, E

713
	
Payroll Calculations – Paper and electronic reports used to balance gross net calculations
	
4 years provided audited
	
P, E

714
	State Teachers System and School Employees Retirement System Waivers – Waiver forms for students and/or jobs not eligible for retirement withholding

Permanent

P, E

715
	State Employees Retirement System (SERS) -Record of SERS withholdings monthly
	4 years provided audited
	
P, E

716
	State Teachers Retirement System (STRS) Record of STRS withholdings per payand annual
	
4 years provided audited
	
P, E

717
	
Annuity Reports
	
4 years provided audited
	
P, E

718
	
Benefit Folders/Reports – Listing of employee’s benefit enrollments
	
4 years provided audited
	
P, E

719
	
Employee Requests and/or Authorization for Leave Forms – Request for sick, vacation, personal, or other leave
	
4 years provided audited

P, E

720
	
Deduction Reports – Voluntary payroll deductions per pay that include all deduction withholdings for each employee
	
4 years provided audited

P, E

721
	
Employee Vacation/Sick Leave Records - Records of each employee’s sick and vacation leave
	
4 years provided audited

P, E

Page 25 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

722
	
Time Sheets - Record of hours worked
	
6 years provided audited
	
P, E

723
	
Overtime Authorization
	
6 years
	
P, E

724
	
Employee Insurance Bills – Monthly reconciliation of employee medical, dental and life insurance bills
	
4 years provided audited
	
P, E

725
	
Paycheck Register – Listing of checks issued each pay
	
4 years provided audited
	
P, E

726
	
Payroll Bank Statement – Includes bank statements and reconciliation
	
4 years provided audited
	
P, E

727
	
Deduction Authorization – Forms to withhold deductions from an employee’s pay
	
Until superseded or employee terminates

P, E

728
	
Court Ordered Garnishments
	
4 years after cause fully paid
	
P, E
			
Reports

801
	
State Audits /GAAP (GenerallyAccepted Accounting Principles) Reports– Annual financial audit reports

5 years

P, E
			
802
	Special Education (S.E.) Reports – Annual
	7 years
	P, E
			
803
	Vocation Education (V.E.) Reports - Annual
	5 years
	P, E

804
	Ohio Common Core Data (OCCD) Reports: Data on revenues and expenditures per pupil made by school districts.
	
5 years
	
P, E

805
	
Drivers Education Report
	
5 years
	
P, E

806
	Ohio Department of Education (ODE) Reports– Academic reports from the Ohio Departmentof Education
	
5 years
	
P, E

Page 26 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

807

Alternative Learning Experience - Records documenting student participation in an alternative learning experience program. Includes but is not limited to: Letter of attestation/statement of understanding; district release form and/or shared agreement (if sharing student); written student learning plan (start/stop dates), approval date when district/teacher approves plan; estimated hours per week of student participation; instructional materials needed; timelines and methods for evaluating student progress; specific learning goals/objectives/requirements; student/teacher instructional two-way interactions/contacts/ monthly progress evaluations and weekly communications with student (and parent/legal guardian for student grades K-8) including dates when occurred

Retain for 5 years after end of school year then destroy.

P, E

808
	
Civil Rights Reports – U.S. Department of Education Civil Rights Data Collection and any past reports
	
Permanent
	
P, E

809
	
Title IX Reports – Includes any required reporting as requested by state or federal agencies
	
10 years
	
P, E

810
	
State Minimum Standards – A record of minimum standards given to the District by the State Department
	
10 years
	
P, E

811
	
Personnel State Reports (SF-1, CS-1)
	
4 years provided audited
	
P, E
			
812
	Worker’s Comp Wage Reports
	5 years
	P, E
			
813
	Worker’s Comp Payroll Reports
	5 years
	P, E
			
814
	Bank Balance Certification (Co. Auditor)
	5 years
	P, E

815
	
Transportation Reports – State transportation reports, T-1 and T-2
	
4 years provided audited
	
P, E
			
816
	EMIS Reports
	7 years
	P, E

Page 27 of 30

Sch. #

Record Series and Description

Retention Period

Media Type
	
For use by Auditor of State or LGRP
	For use by LGRP RC- 3
Required

General Records

901
	
Directives, Standards, Laws for Local, State, and Federal Governmental Agencies
	
Until Superseded
	
P, E

902
	
Executive Correspondence – Correspondence of the District Superintendent and Administrative staff dealing with significant aspects of the administration of the district.
Includes information concerningagency policies, procedures, program, fiscal and personnel matters.

5 years; file with related records if content requires longer retention; appraise for historical value.

P, E

903

General Correspondence – Requests for information pertaining to interpretations and other misc. inquiries; informative – does not attempt to influence policy. Including copies of outgoing correspondence maintained for reference purposes.

2 years

P, E

904

Transient Correspondence/Material– All informal and/or temporary messages and notes, including email and voice mail messages, andall drafts used in the production of public records that do not set policy, establish guidelines or procedures, certify a transaction or become a receipt. Includes communications which convey information of temporary importance, referral letters, and requests for routine information or publications provided to the public by the District which are answered by standard form letters

Retain until no longer of administrative value, then destroy

P, E

905
	
Copies, Duplicates, Non-Records - Items not included
in the scope of official records as defined by ORC 
§149.011 (G) which may include convenience copies, described as non-official copies of records, used for convenient reference, that duplicate official records kept by the office of record.

Until no longer of administrative value

P, E

906
	
Exposure Reports – Report of contact with blood or other potentially infectious materials
	
7 years
	
P, E

907
	Incident/Accident Reports – A report of student/employee injuries or accidents including place, time and witnesses
	
7 years provided no action pending
	
P, E

Page 28 of 30