Ohio Historical

Ohio Historical Society

Society
State Archives of Ohio
Approved Date:
Local Government Records Program
12/5/2013
800 E. 17th Avenue
Columbus, OH 43211-2497
Page 0 of 9
RECORDS RETENTION SCHEDULE (RC-2) – Part 1
See instructions before completing this form. Must be submitted with PART 2

Section A: Local Government Unit (To complete this form online, use “tab” key to jump from box to box.)
CITY OF KETTERING PARKS, RECREATION & CULTURAL ARTS

_______________________________________________________________________________________________________
(local government entity) (unit)
Shelly Beculheimer Mary Beth Thaman Director 11/8/2013
_______________________________________________________________________________________________________
(signature of responsible official) (name) (title) (date)

Section B: Records Commission

City of Kettering 937-296-2491
_______________________________________________________________________________________________________
_
Records Commission (telephone number)

3600 Shroyer Road Kettering 45429 Montgomery

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

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

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.

Nancy Gregory 12/3/2013

Records Commission Chair Signature Date

Section C: Ohio Historical Society - State Archives

Scanned signature on file
Electronic Records Assistant 12/12/2013
Signature Title Date

Section D: Auditor of State

Scanned signature on file 1/10/2014

Signature Date

RECORDS RETENTION SCHEDULE (RC-2)

Please Note: The State Archives retains RC-2 forms permanently.
It is strongly recommended that the Records Commission retain a permanent copy–ofPart 2
this form
Section E: Records Retention Schedule
CITY OF KETTERING PARKS, RECREATION & CULTURAL ARTS
(local government entity) (unit)
 Ohio Historical Society
State Archives of Ohio
Local Government Records Program
800 E. 17th Avenue
Columbus, OH 43211-2497
Page 1 of 9
(1) (2) (3) (4) (5) (6)
Schedule Record Title and Description Retention Media For use by RC-3
Number Period Type Auditor of Required
State or by OHS-
OHS-LGRP LGRP
14-1 General Subject File
(General correspondence and information on a
variety of topics).

a. Administrative files and department letters, Annual Paper or

complaints, concerns, commendations, Review electronic
correspondence, etc.

b. Boards/Commissions (including but not limited Permanent Paper or

to minutes of Park Board, Kettering Parks electronic 
Foundation, Kettering Arts Council, CIL Senior
Advisory Board).

c. Administrative files, meeting notes for local Annual Paper or

Review electronic
organizations; service clubs.

d. Accident Reports

1. Major Accident (When EMS attention is 2 years Paper or

needed – Pink Copy is kept) duplicate in (Unless electronic
Law Action is
Pending)

2. Minor Accident (Yellow Copy is kept) 2 years Paper or

(Unless electronic
Action is
Pending)

e. Insurance - duplicated in Finance 2 years Paper or

electronic
(Certificates of Insurance for outside groups After
using city facilities or parks). expiration
14-1 (cont) f. Policy, employee, facility and operations *Destroy Paper or
manuals (updated periodically; approximately records when electronic
twice a year). no reasonably
foreseeable
necessity
exists for the
administrative
operation of
the office.

g. Presentation Materials (hard copies of *Destroy Paper or

Powerpoints, related miscellaneous handouts, records when electronic
etc.) no reasonably
foreseeable
necessity
exists for the
administrative
operation of
the office.

h. Plaques and Awards - Includes plaques, Permanent Paper or

certificates, and awards presented to electronic 
Department or City by outside organizations.
Also includes prototypes of awards presented to
employees or volunteers by Department.

14-2 State/National Parks and Recreation Agencies

a. Grant and award applications (retain only those 5 years Paper or

awarded). electronic

b. General information, meeting notes, conference Annual Paper or

Review electronic
and training plans and outlines.

c. Memberships information, benefits, welcome *Destroy Paper or

records when electronic
packets, directories
no reasonably
foreseeable
necessity
exists for the
administrative
operation of
the office.
 Ohio Historical Society
State Archives of Ohio
Local Government Records Program
800 E. 17th Avenue
Columbus, OH 43211-2497
Page 3 of 9

14-2 d. Committees (working files, publicity, reports, *Destroy Paper or

(cont’d) etc.) records when electronic
no reasonably
foreseeable
necessity
exists for the
administrative
operation of
the office.

14-3 General Parks & Recreation Admin. Files

a. Park records of existing or previously existing Permanent Paper or

parks (files on parks, properties, buildings, electronic 
maps).

b. Cemetery burial and owner records. Permanent Paper or

electronic 

c. Cemetery operating records, maintenance 2 years Paper or

electronic
schedules, general correspondence

d. Living Tree records. Permanent Paper or

electronic 

e. Program records (statistical/historical Permanent Paper or

information). electronic 

f. Preliminary drawings, maps, drafts, outlines of *Destroy Paper or

various department projects, specifications, records when electronic
plans for projects not built. no reasonably
foreseeable
necessity
exists for the
administrative
operation of
the office.

g. Meeting/retreat information (agendas, meeting 3 years Paper or

notes, outlines, exercise handouts). electronic

h. Monthly and annual reports (retain for publicity Permanent Paper or

research). electronic 

14-3 i. Objectives and goals (meeting notes, status 5 years Paper or

(cont’d) updates, miscellaneous correspondence) electronic
j. Facility studies, opinion polls, wage surveys,
program/facility evaluation cards, etc.

1. Final reports Permanent Paper or

electronic 

2. Backup info used to compile final reports 2 years Paper or

electronic

k. Work requests and capital improvement 5 years Paper or

projects, construction minutes, and architect electronic
field reports.

l. Calendars (desk, schedule, appointment, etc.) 1 year Paper or

electronic

m. Publications, supply catalogues, etc. (Retain Annual Paper or

current year only of PRCA-related state and Review electronic
national magazines, newsletters; permanently
retain publications with Kettering stories)

n. Working desk files (copies of contracts, Annual Paper or

negotiations, construction projects, etc.). Review electronic
Incorporate into main files when completed.

o. Contracts and Agreements Files

1. Contracts and Agreements (originals) may 9 years after Paper or

include performance contracts from Fraze Expiration or electronic
Pavilion, Independent Contracts (including Termination
teacher/instructor contracts) form Rosewood
Art Center and Kettering Recreation
Complex, Facility Rental Contracts and
related forms (Polen, KRC/CIL, Rosewood,
Fraze, Parks), grant agreements, school
agreements, and long-term agreements
(easements, land use).
 Ohio Historical Society
State Archives of Ohio
Local Government Records Program
800 E. 17th Avenue
Columbus, OH 43211-2497
Page 5 of 9

2. Independent Contractor Acknowledgment Permanent – Paper or

forms (PEDACKN Forms) – Originals. may be electronic
Forms used to identify individuals who scanned or
provide services to a public employer but are microfilmed
not considered public employees and will not
have contributions made to OPERS.

14-3 p. Sponsorship Files – records of outside

(cont’d) organizations solicited to provide financial or in-
kind donations to support special events.

1. Contact List – includes unsuccessful inquiry Annual review Paper or

correspondence. electronic

2. Successful Contacts – includes 5 years after Paper or

correspondence, notes, budgets, and public expiration electronic
relations materials. provided
audited

3. Formal Sponsorship Agreements/Contracts 9 years after Paper or

– includes detailed descriptions of goods, Expiration or electronic
services, financing provided by outside Termination
organizations in support of specific events.

14-4 Department Publicity

a. Scrapbook. 5 years + Paper or

Appraise for electronic 
historical
value

b. Brochures, flyers, news releases and other *Destroy Paper or

related publicity material. records when electronic
no reasonably
foreseeable
necessity
exists for the
administrative
operation of
the office.

c. Slides, photos, videos, etc. 5 years + Paper or

Appraise for electronic 
historical
value
14-5 Personnel Records

a. General information (correspondence, *Destroy Paper or

administrative files) records when electronic
no reasonably
foreseeable
necessity
exists for the
administrative
operation of
the office.

b. Individual employee files (permanent files in Termination Paper or

Human Resource Department; includes Special plus 2 years electronic
Employee contracts)

c. Applications for employment (unsuccessful). 2 years Paper or

electronic

d. Time and Leave requests. 3 years, Paper or

provided electronic
audited.

e. Time cards (inputted into computer; keep 3 years, Paper or

backup 3 years if applicable). provided electronic
audited.

f. Employee scheduling, availability sheets/forms,

etc.

14-6 Statistical Information

a. Cash reports (includes receipts, reports, bank 3 years + Paper or

records, box office reports, etc. for department audit electronic
activities).

b. Finance and Accounting (*original in Finance) 2 years Paper or

includes purchase orders, purchase electronic
requisitions, disbursements, travel, etc.

c. Refund account information (Request for 2 years Paper or

refund) – Cancelled checks and Check Stubs electronic
are kept in Finance.

d. Department budget information (due to Gold 5 years Paper or

Medal Award and other national awards). electronic

14-6 e. Miscellaneous budget notes (desk copies). Annual Paper or

(cont’d) Review electronic

f. Program measurements (updated quarterly) - Permanent Paper or

statistical information on all program areas - electronic 
only need to retain final year’s figures, which
include all quarters.
 Ohio Historical Society
State Archives of Ohio
Local Government Records Program
800 E. 17th Avenue
Columbus, OH 43211-2497
Page 7 of 9
g. Financial Assistance Applications – Applications 3 years + Paper or
for assistance with program fees, includes audit electronic
income verification forms.

h. Bank Bag Handling Forms (administrative 3 years

records only)

14-7 Miscellaneous Department Files

a. Registration forms (schedules, rosters of Annual Paper or

attendance, sign-up sheets, program change Review electronic
request, etc.)

b. Permission slips; waivers; health history. 2 years Paper or

electronic

c. Equipment inventory (duplicated in Finance). 3 years Paper or

electronic

d. Equipment maintenance reports. Life of Paper or

equipment electronic

e. Reservation books (shelter rental forms, 2 years Paper or

reservation calendars, transportation electronic
reservation book, rider cards, transportation
logs, etc.)

f. Facilities’ operation records (passes, use 5 years Paper or

records, memberships, mailing lists, etc. at all electronic
Parks and Recreation facilities).

g. Chemical Usage Records (fertilizer, weed killer, 5 years Paper or

insecticide, chlorine, pool chemicals, etc.) electronic

h. Checklists (facility, maintenance, duties, safety, 5 years

etc.) (provided no
action
pending)

14-8 Art in Public Places Committee

a. Minutes – includes complete plans and artist Permanent Paper or

information. electronic 
 b. Contracts 9 years after Paper or
expiration of electronic
contract.

c. Financial Documents 5 years Paper or

provided electronic
audited

d. Correspondence Annual Paper or

Review electronic

In accordance with Section 149.39 and 149.351 of the Revised Code, this schedule of retention and destruction has been established.

Regarding the 60-day mandatory period for destruction of records after the retention period has expired, the City of Kettering considers
a guideline rather than a mandatory period for destruction, and operates under that consideration.
 Ohio Historical Society
State Archives of Ohio
Local Government Records Program
800 E. 17th Avenue
Columbus, OH 43211-2497
Page 9 of 9
Section A: Local Government Unit

 Include the name of the municipality, county, township, school, library, or special taxing district (local government entity) for which
the form is being submitted.
 Include the unit (department, agency, office), if applicable.
 The departmental official directly responsible for the records must sign and date the form.

Section B: Records Commission

 Complete the phone number and mailing address for the Records Commission, including the county.
 To have this form returned to the Records Commission electronically, include an email address. It is the responsibility of the
Records Commission to forward an electronic or paper copy of the approved form to the appropriate department.
 The Records Commission Chairperson must sign the certification statement before it can be reviewed and signed at the Ohio
Historical Society by the Local Government Records representative, and approved by the Auditor of State’s Office.

Section C: Ohio Historical Society – State Archives

 The reviewing agent from Ohio Historical Society Local Government Records Program (OHS-LGRP) will indicate on your RC-2
which records series will require a Certificate of Records Disposal (RC-3) prior to disposal.
 They will sign the form and forward it to the Auditor of State’s Office.

Section D: Auditor of State

 The approving agent at the Auditor of State’s office will sign the form and return it to the OHS-LGRP.

Section E: Records Retention Schedule

1) Schedule numbers can be expressed by a year and item numbering scheme for each records series being scheduled, for
example, 09-1 and 09-2. Another option is to include a unique abbreviated identifier for each office, for example, Eng.
[Engineer] 1, Eng. 2, etc. The numbering schema is your choice, and it will be used later on your Certificate of Records
Disposal (RC-3).
2) Include the title of the records series and a brief description of each series. Please provide information about the content and
use of the records series.
3) Articulate a retention period for the record in terms of time (exp. six years), an action (exp. until audited), or both (six years after
audit).
4) Include the formats of the record (paper, electronic, microfilm, etc.)
5) For use by the Auditor of State or the OHS-LGRP. OHS-LGRP will mark the records series that will need an RC-3 prior to
disposal.

GENERAL INSTRUCTIONS:

--- For questions related to records scheduling and disposition, OHS-LGRP: (614) 297-2553 or at localrecs@ohiohistory.org

--- After completing sections 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 (school
districts), 149.411 (libraries), 149.412 (special taxing districts) and 149.42 (townships) for the composition of your records
commission. Your records commission completes section B and sends the form to OHS-LGRP at:

localrecs@ohiohistory.org OR The address at the top of this page

--- The OHS-LGRP will review this RC-2 and forward it to the Auditor of State’s Records Officer, Columbus.

--- This RC-2 is in effect when all signatures have been affixed to it. OHS-LGRP will return a copy of the approved form to the
Records Commission. The local records commission and the originating office should retain permanent copies of the form to
document legal disposal of public records.

--- Remember, at least 15 Business days before you intend to dispose of records, submit a Certificate of Records Disposal (RC-3) to
the OHS-LGRP. Copies of RC-3s will not be returned.