RECORDS RETENTIO SCHEDULN (RC-2)E Par- 1 t · RC-3 Required by OHS-LGRP BD-36 Occupancy permits Permanent Paper until microfilme d/scanned cs7' BD-37 Plat Maps Permanent Paper until

OHIO HISTORY C O N N E C T I O N

Ohio History Connection State Archives of Ohio Local Government Records Program 800 E. 17th Avenue Columbus, Ohio 43211-2474 614.297.2553 localrecsfr/joli iohislorv.org www, oh i oh istorv. org/1 »r

OHIO HISTORY CONNECTION

APR 0 8 2019

STATE AND LOCAL. GOVERNMENT RECORDS

Page 1 of 1

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

Section A and Section B must be filled out and signed by local government before submission to the State Archives

Section A: Local Government Unit

City of North Royalton Building Division

(Local Government Entity) (Unit)

Thomas Jordan Community Development Director 1-18-19

(Signattifcof'Resp^rrsrblc Official) (Name) (Title) (Date)

Section B: Records Commission

City of North Royalton

See ORC 149.38 — ORC 149.4 J2 for Records Commission information

440-237-5484

14600 State Road North Royalton 44133 (Telephone Number)

Cuyahoga

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

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

[email protected]

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 f rom 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.

tfM mJL 3

Records Commission Chair Signature Date

Section C: Ohio History Connection - State Archives

<yf/>,

Signature Title Date

See&QnJP •'Auditor of

/a\

F State \ / y \ ? /'L jlLds /Yk 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

SAO-/LGRP- RC-2 (Part 1 & 2), Revised January 2017

mailto:[email protected]

OHIO Ohio Historical Society m s t o * * state Archives of Ohio

W Local Government Records Program

Section E: Records Retention Schedule

800 E. 17"' Avenue Columbus, Ohio 43211-2497

^ty-oôrtb-Royaltoft-

Page a o f

-Building-Division-{local g o v e r n m e n t entity) (unit)

(1) Schedule Number

(2) Record Title and Description

(3) Retention

Period

(4) Media Type

(5) For use by Auditor of

State or OHS-LGRP

(6) RC-3

Required by OHS-

LGRP

BD-01 Building Plans/Residential 3 years Paper until microfilme d/scanned

• BD-02 Building Plans/Commercial 5 years Paper

until microfilme d/scanned

• BD-03 Building Permits Permanent Paper


BD-04 Contractor Registrations 2 years Paper until microfilme d/scanned

• BD-05 Bond Vouchers 2 years Paper


• BD-06 Complaint forms 2 years Paper


• BD-07 Daily inspection 5 years Paper


• BD-08 Inspection Tickets 5 years Paper


• BD-09 Plan reviews, books, sheets, logs 5 years Paper


• BD-10 Violation(s) letters, pictures Until

corrected Paper until microfilme d/scanned

• BD-11 Zoning Case Log 25 years Paper


E g /

BD-13 General correspondence - routine, letters, faxes • Transitory messages - This includes email,

fax, notes, phone messages. Text messages, any electronic communication, voice mail and other limited documents which serve to convey information of temporary importance in lieu of oral communication.

Until no longer administrativ ely needed, then destroy

Multi

•

SAO/LGRP-RC2-{tnsf ) Revised February 2012

OHIO H i S T O t t

VI Ohio Historical Society State Archives of Ohio Local Government Records Program

800 E. 17"' Avenue Columbus, Ohio 43211-2497


-City of-North Royaltoî — (local g o v e r n m e n t entity)

Audited means: uvs yvm^ encompassed by the records have been audited by the Auditor of State and the audit report has been released pursuant to Sec, 117,28 O.R.C

—_îuldingJDtivisiLon

a Page ~>- of

(unit)

(V Schedule Number

<2) Record Title and Description

(3) Retention

Period

(4) Media Type

(5) For use by Auditor of State or

OHS-LGRP

(6) RC-3

Required by OHS-

LGRP BD-14 Registered/Certified letters 2 years Multi

• BD-15 Legal correspondence Permanent Paper


BD-16 Citations/court dismissals Permanent Paper until microfilme d/scanned

BD-17 CEI fax sheets 3 years Paper until microfilme d/scanned

• BD-18 Equipment inventory 3 years Paper


• BD-19 Manuals, handbooks, directives Until sus-

pended or obsolete

Paper

• • BD-21 3% OBBS 5 years Paper


• •

BD-22 Petty cash 3 years pro-vided audited

Paper until microfilme d/scanned

• BD-23 Receipts/receipt books 3 years Paper


• BD-24 Requisitions/purchase orders 3 years Paper


•

A u d i t >d m e a n s : t h e y e a r s • © n c o r

S i a v e

.. . A u d i t

i p s s s o d Ss

s e e n a u d i t

^ . © t S t a t e

/ t h e r e c o r d s

3 d by t h e

e n d t h e •

a u d i t

r e S e a : 1

r e p o r t l i a s

; e d p u r s u e

been

s i t t o •

' S e c V i i T M o ; r : C 7 "

SAO/LGRP RC2• {I n s L) Revised February 2012

OHIO Ohio Historical Society State Archives of Ohio

w j n LocalGovernment Records Program

VI 800 E. 17"' Avenue Columbus, Ohio 43211-2497

Page_ o f


(local g o v e r n m e n t eniity) -BuUding Pivision-(unit)

(1) Schedule Number


(3) Retention

Period

(4) Media Type

(5) For use by Auditor of State or

OHS-LGRP

(6) RC-3

Required by OHS-

LGRP BD-25 Reports/Building Division budget 5 years Paper

until microfilms d/s canned

• BD-26 Building Division/Month End 5 years Paper


• BD-27 Building Division Summary 5 years Paper


• BD-28 Telephone records, charges, bills, etc. 2 years Paper


• BD-29 Transmittals 5 years Paper


• BD-30 Vehicles - maintenance/mileage records Until

vehicle sold Paper until microfilme d/scanned

• BD-31 Warranties 2 years or

expired Paper

• BD-32 Building Division Annual Reports Permanent Paper


BD-33 Building Permit Cards Permanent Paper until microfilme d/scanned

•

G K ' ' v>

BD-34 Building Plans/Municipal Owned Life of structure

Paper until microfilme d/scanned

q y "

BD-35 Demolition Permanent Paper until microfilme d/scanned r

•

SAO/LGRP•• RC2 (Inst) Revised February 2012

OHIO HISTORY

VI Ohio Historical Society State Archives of Ohio Local Government Records Program

800 E. 17'" Avenue Columbus, Ohio 43211-2497

Page^ of ^


City-of-North-Royaiicn Buiiding-Divisioa (local g o v e r n m e n t entity) (unit)

(1) Schedule Number


(3) Retention

Period

(4) Media Type


State or OHS-LGRP

(6) RC-3

Required by OHS-

LGRP BD-36 Occupancy permits Permanent Paper


cs 7 '

BD-37 Plat Maps Permanent Paper until microfilme d/scanned

/ . /

n r "

BD-38 Record Retention Documents -RC-1, RC-2, RC-3

25 years Paper

• BD-39 R.O.W. openings Permanent Paper


/

W

BD-40 Sewer Records Permanent Paper until microfilme d/scanned

/ / c r

BD-41 Sign Permits Permanent Paper until microfilme d/scanned

• BD-42 Street openings 3 years Paper


• BD-43 Subdivision Deed Restrictions Permanent Paper


BD-44 Subdivision files Permanent Paper until microfilme d/scanned

p -

BD-45 TOPOs/Site Surveys Permanent Paper until microfilme d/scanned

• BD-46 Water letters Permanent Paper


•

•

SAO/LGRP--RC2-(lnsl j Revised February 2012

Pagefe>of '1

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

CRyaftyorthlloiptofi BufcfcgPMrton (Local Government Entity) (Unit)

(1) Schedule Number


(3) Retention

Period

(4) Media Type


State or LGRP

(6) RC-3

Required by

LGRP BD-47 Zoning Permits Permanent Paper


BD-48 Equipment Maintenance Records Life of Equipment

Paper

• BD-49 Drafts/memos Until no

longer necessary

Multi • BD-50 Copies of all media Until no

longer necessary

Multi

• BD-51 Telephone messages Until no

longer necessary

Multi • BD-52 Computer backup Until

superceded Electronic •

BD-53 Record Requests 2 years Paper until

microfilme d/scanned

• BD-54 Request for Proposals 2 years Paper


• BD-55 Request for Qualifications 2 years Paper


• BD-56 Bids - successful 15 years

after completion of pro ject

Paper until


• BD-57 Bids - unsuccessful 2 years after

letting of the contract

Paper until


• SAO-/LGRP- RC-2 (Part 1 & 2), Revised January 2017

Pagell of

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

City of North Itoyatoon MMhgDKWon (Local Government Entity) (Unit)

(1) Schedule Number


(3) Retention

Period

(4) Media Type


State or LGRP

(6) RC-3

Required by

LGRP

• BD-58 Meeting notices, calendars,

appointment calendars Until no

longer adm necessary

Multi

• BD-59 Social Media Until no

longer adm necessary

Paper/Elec tronic •

BD-60 North Royalton Website Until no longer adm necessary

Electronic

• • • • • • • • • • •

SAO-/LGRP- RC-2 (Part 1 & 2), Revised January 2017