On the agenda: Oxford Municipal Records Commission — Automated License Plate (Oct 6)

MUNICIPAL RECORDS COMMISSION AGENDA:
October 6, 2026
Municipal Building 15 South College Ave. Oxford, Ohio 45056, Second Floor Conference Room

4:45 PM
Call to Order
Approval of Minutes
1.

Minutes from the October 21, 2025, Municipal Records Commission Meeting.

New Business
1.

City-Wide RC2 Updates

Adjournment

Page 1 of 67

MINUTES
OXFORD RECORDS COMMISSION
Municipal Building 15 South College Ave. Oxford, Ohio 45056 Second Floor Conference Room

TUESDAY, OCTOBER 21, 2025 AT 4:45 PM
Approval of Agenda
Members present: Douglas R. Elliott Jr., City Manager; Jessica Greene, Assistant City Manager;
Stephaine Tussey, Assistant Finance Director; Jacqueline Johnson; Brad Spurlock; Amy
Gabbard, OPD Office Manager; and Heather Barbour, Secretary.
Mr. Elliott called the meeting to order at 4:45 p.m.
Motion – To Approve the Agenda
(Voice Vote) 1st Ms. Johnson 2nd Ms. Tussey
AYE # 3
NAY # 0
ABS # 0
Approval of Minutes

1.

Minutes from the January 21, 2025, Municipal Records Commission Meeting.

Motion – To Approve the January 21, 2025, Meeting Minutes
(Voice Vote) 1st Ms. Johnson 2nd Ms. Tussey
AYE # 3
NAY # 0
ABS # 0
Certificate of Records Disposal RC-3

1.

Service Department

Motion – To Approve the Service Department RC3
(Voice Vote) 1st Ms. Johnson 2nd Ms. Tussey
AYE # 3
NAY # 0
ABS # 0
Page 2 of 67

2.

Police Division

Motion – To Approve the Police Division RC3
(Voice Vote) 1st Ms. Johnson 2nd Ms. Tussey
AYE # 3
NAY # 0
ABS # 0
3.

Parks and Recreation Department

Motion – To Approve the Parks and Recreation Department RC3
(Voice Vote) 1st Ms. Johnson 2nd Ms. Tussey
AYE # 3
NAY # 0
ABS # 0
Adjournment
Ms. Greene shared a timeline of a few updates scheduled for 2026. Ms. Barbour shared that she
would be scheduling a city-wide shred day for the records approved for disposal. The next
meeting will be in the spring of 2026.
Motion – To Adjourn at 4:54 p.m.
(Voice Vote) 1st Ms. Johnson 2nd Ms. Tussey
AYE # 3
NAY # 0
ABS # 0

Page 3 of 67

Records Retention Policy

Adopted by the Records Commission on 9.19.23
Revised by the Records Commission 5.7.2024 2026
Approved by the Ohio History Connection LGRP 10.19.232026
1

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Contents:
Introduction................................................................................................................................................................................................................................3
City Wide ....................................................................................................................................................................................................................................5
Clerk of Council...........................................................................................................................................................................................................................9
Community Development Department-Building .....................................................................................................................................................................12
Community Development Department- Planning ....................................................................................................................................................................15
Economic Development ...........................................................................................................................................................................................................18
Engineering Division .................................................................................................................................................................................................................20
Finance Department .................................................................................................................................................................................................................23
Fire Division ..............................................................................................................................................................................................................................29
Human Resources Department ................................................................................................................................................................................................31
Management Information Systems ..........................................................................................................................................................................................34
Oxford Parks and Recreation Department ...............................................................................................................................................................................36
Police Division ..........................................................................................................................................................................................................................38
Service Department/Streets & Maintenance Division .............................................................................................................................................................47
Department/Division: Service Department/Wastewater Collection........................................................................................................................................48
Service Department/Wastewater Treatment Division .............................................................................................................................................................49
Service Department/Water Distribution Division ....................................................................................................................................................................51

2

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Service Department/Water Treatment Division ......................................................................................................................................................................52

Introduction
This Records Retention Policy will serve as the City’s Records Retention Schedule or RC-2. Changes and updates to this policy will require an
RC-2. Revisions should be considered every five years. If the item on the policy has a checked box, then the Ohio History Connection (LGRP)
and the State Auditor’s Office must approve the RC-3 before disposal. If the item does not have a checked box, an RC-3 is required for the
local Records Commission only.
When to use the RC-1 Form – One-Time Disposal of Obsolete Records is used for one-time disposal or transfer of records that are no longer
created or maintained by the local government and are not listed on the RC-2.
When to use the RC-2 Form – Records Retention Schedule is used to document the records series that are created and how long records are
retained.
When to use the RC-3 Form – Certificate of Records Disposal used to document is used to document the destruction or transfer of records
identified on the local government’s RC-2 form.
Any records over 50 years of age require an RC-1 before disposal.
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RC Forms, Instructions, and Examples can be found at the Ohio History Connection.

Definition
Pursuant to the Oxford Records Retention Policy, “Transient Records” contain information of short-term usefulness or value to the public
office. Examples of transient records include but are not limited to, voicemail messages, telephone message slips, post-it notes, emails scheduling
events, or superseded drafts of documents. Transient records do not set policy or official policy. Transient records shall be destroyed once the record is
no longer of any administrative value. The Transient Records Policy is applicable to all Departments and Divisions within the City of Oxford.
Pursuant to the Oxford Public Records Retention Policy, “Media” includes any writing, data, or information relating to the conduct of public office
regardless of the physical form of characteristics of the media on which it is stored. Media may be electronic/digital, audio visual or physical in the form
of paper, CD/DVD or former technology no longer customarily in use.

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City Wide this is the new section
Schedule
Number
CW-01

Record Title and Description

Retention Period by Media Type

General Administrative Files

CW-02

Interdepartmental and Citizen
Correspondence

All Media – Until revised, superseded, or no
longer of administrative value
All Media – Until revised, superseded, or no
longer of administrative value



All Media – 1 year



CW-03
CW-04
CW-05

CW-06
CW-07

Complaints/Citizen Complaints: Non-poli
complaints
Voice Mail Messages
Email Backup/Archive Files
(All incoming and outgoing emails are
archived on a separate server for
regulatory compliance. Beyond this,
individual users are expected to retain
their email as per their approved
retention schedules and City email
policy.)
Leases
(equipment & other capital leases)
Request for Proposals/Bids
A) Successful Proposals/Bids
B) Unsuccessful Proposals/Bids

All Media – Until revised, superseded, or no
longer of administrative value
Electronic – Retain current 5 years destroy

For use by Auditor
of State or LGRP

RC-3
Required






All Media – 6 years after expiration provided
audited
All Media –
A) 8 years, after expiration then destroy




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CW-08
CW-09

Contracts and agreements – Original
signed contracts and agreements
Social Media/Website

CW- 10

Text Messages

CW – 11

Chat Messages

CW-12 11

Transient Records

B) 2 years after letting contract, provided
audited.
All Media – 8 years after the expiration date
Electronic – Until revised, superseded, or no
longer of administrative value.
Electronic – Until revised, superseded, or no
longer of administrative value.
Electronic – Until revised, superseded, or no
longer of administrative value.
All Media – Until revised, superseded, or no
longer of administrative value






6

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City Manager

City Manager

7

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Schedule
Number
CM-01

Record Title and Description

Retention Period by Media Type

General Administrative Files

CM-02

Interdepartmental and Citizen
Correspondence

All Media – Until revised, superseded, or no
longer of administrative value
All Media – Until revised, superseded, or no
longer of administrative value

CM-03
CM-04

CM-06

Complaints
Organizations (General Files on noncity agencies)
Special Projects (Council annual goals
activities)
Social Media/Website

CM-0706

Press Releases

CM-05

CM-0807
CM-0908
CM-1009
CM-1110
CM-12

Weekly MonthlyReports to Council
Deptartment. Heads Reports
Annexation
Lawsuits
Campaign Files (income tax and bond
issues)
Request for Proposals/Bids

For use by Auditor
of State or LGRP

RC-3
Required



All Media – 1 year
All Media – Until revised, superseded, or no
longer of administrative value
All Media – 1 year, then review for historical
value
Electronic – Until revised, superseded, or no
longer of administrative value.
All Media – Until revised, superseded, or no
longer of administrative value (review for
historical value).
All Media – 2 years, then destroy



All Media – Permanent
All Media – Permanent
All Media – 5 years (review for historical value)




All Media –











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C) Successful Proposals/Bids
D) Unsuccessful Proposals/Bids
CM- 1113

CM-14 12
CM-16

Administrative Tickets (Civil
Citations) Code Compliance and
Hearings
A) Paid Citations/Closed Hearing
B) Unpaid or Unresolved
Citation Hearings
Training Materials for City Council
and Board and Commission members
Leases
(equipment & other capital leases)

C) 8 years, after expiration then destroy
D) 2 years after letting contract, provided
audited.
All Media –
A) 3 years, then destroy
B) Until Paid or Resolved + 3 years, then
destroy
All Media – until revised, superseded, or no
longer of administrative value
All Media – 6 years after expiration provided
audited




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Clerk of Council
Schedule
Number
CL-01
CL-02
CL-03
CL-04
CL-05
CL-06
CL-07
CL-08
CL-089
CL-910
CL-1011

Record Title and Description

Retention Period by Media Type

For use by Auditor
of State or LGRP

Public Records Requests
Public Records Request log
Park and Construction and Utilities
Right-of-Way permits, Requests for
use of and rights-of-way
Banner permits/Requests for
community event banners across
High Street
Liquor permit notices to legislative
authority
Improvement files, assessments for
curb, gutter sidewalk, and driveway
apron repairs
Charter files/Charter amendment
files
Complaints/Citizen Complaints
Utility rates, Requests for increases
acceptance of increase by
ordinance
City council meeting agendas
Minutes of council, Record of
proceedings

All Media – 3 years
All Media-5 years

RC-3
Required



All Media – 3 years



All Media – 3 years

All Media – 5 years



All Media – 5 years

All Media – Permanent
All Media – 1 year
All Media-Permanent





All Media – Permanent
All Media- Permanent



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CL-1112
CL-1213
CL-1314
CL-1415
CL-1516
CL-1617
CL-1718
CL-1819
CL-1920
CL-2021
CL-2122
CL-2322
CL-2324

Oaths of Office for Elected Official
Officials
Ordinances/Record of Legislation
since 1953, Ordinances/Record of
Legislation
Resolutions, Record of Legislation
since 1953
Index of Ordinances, Resolutions
Petitions/Miscellaneous petitions
not filed elsewhere
Legal Notices/Proof of Publication
Proclamations
Recordings of meetings

All Media – Permanent



All Media– Permanent

All Media – Permanent,
All Media – Permanent,
All Media– 5 years

All Media –5 years
All Media – 3 years
All Media – until revised, superseded, or no
longer of administrative value
Marriage certificates
All Media– 1 year after recorded with the County
Board and commission applications- All Media – 2 years
Applicants not appointed
Board and commission applications- All Media – 2 years after term is completed
Applicants appointed
Board and commission rosters
All Media – Until revised, superseded, or no
longer of administrative value
Board and commission agendas &
All Media – Permanent
minutes:
(Civil Rights Commission, Records
Commission, Oxford Parking and
Transportation Advisory Board,

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CL-2425
CL-2526

Public Art Commission, Climate
Action Steering Committee)
Contracts and agreements –
Original signed contracts and
agreements
Certificate of Result of Election
(Levies)

All Media – 8 years after the expiration date

All Media – until expiration of the bond issue.


CL-27

Request for Proposals/Bids
A. Successful Proposals/Bids
B. Unsuccessful Proposals/Bids

CL-28

Leases
(equipment & other capital leases)

All Media –
A. 8 years after expiration then destroy
B. 2 years after letting contract, provided
audited.
All Media – 6 years after expiration provided
audited





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Community Development Department-Building
Schedule
Number
CDB-01
CDB-02
CDB-03
CDB-04
CDB-05
CDB-06
CDB-07
CDB-08
CDB-09

Record Title and Description

Retention Period by Media Type

Building Code Books
Residential Building Permits
(Building, Zoning, and Other Related
Permits Issued)
Residential Building Permit
Certificate of Occupancy Including
Temporary
Residential Building Permit
Certificate of Code Compliance
Residential Building Permit
Approved Site Plans
Residential Building Permit
Approved Architectural Drawings
Residential Building Permit
Applications
Residential Building Permit
Inspection Tickets, Including
Releases
Residential Building Permit Misc.
Permit Documentation, including
payment receipts, and reviews.

All Media – 1 year or until superseded
All Media – Permanent

For use by Auditor
of State or LGRP

RC-3
Required



All Media – Permanent

All Media – Permanent
All Media – Permanent
Paper – 5 years after project or permit end
Electronic – Permanent
Paper – 5 years after project or permit end
Electronic – Permanent
Paper – 5 years after project or permit end
Electronic – Permanent
Paper – 5 years after project or permit end
Electronic – Permanent









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CDB-10
CDB-11
CDB-12
CDB-13
CDB-14
CDB-15
CDB-16
CDB-17
CDB-18
CDB-19

Residential Building Permit Records,
including inspections, reviews, and
fee payments
Commercial Building Permits
(Building, Zoning, and Other Related
Permits Issued)
Commercial Building Permit
Certificate of Occupancy, including
Temporary
Commercial Building Permit
Certificate of Code Compliance
Commercial Building Permit
Approved Site Plans
Commercial Building Approved
Architectural Drawings
Commercial Building Permit
Applications
Commercial Building Permit
Inspection Tickets, Including
Releases
Commercial Building Permit Misc.
Permit Documentation, including
payment receipts, reviews.
Commercial Building Permit
Records, including inspections,
reviews, and fee payment

Electronic – Permanent

All Media – Permanent

All Media – Permanent

All Media – Permanent
All Media – Permanent
All Media – Permanent
Paper – 5 years after project or permit end
Electronic – Permanent
Paper – 5 years after project or permit end
Electronic – Permanent
Paper – 5 years after project or permit end
Electronic – Permanent









Electronic – Permanent


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CDB-20
CDB-21
CDB-22
CDB-23
CDB-24
CDB-25
CDB-26
CDB-27
CDB-28
CDB-29
CDB-30
CDB-31

Residential Rental Permit Files,
including permits, inspection tickets,
applications, payment receipts.
Residential Rental Permit Annual
Billing Notices
Residential Rental Permit Records
Utility Connection Permits, including
inspection tickets
Utility Connection Permits Issued,
including fee payment

All Media – Permanent

Curb Gutter Sidewalk – Street Cut
Permits, including inspection tickets
Curb Gutter Sidewalk – Street Cut
Permit Records
Housing Board of Appeals Minutes,
Agendas & Exhibits
Housing Board of Appeals Meeting
notes & recordings
Board of Building Standards Monthly
Assessment Reports, Commercial &
Residential
Board of Building Standards Yearly
Operational Report
U.S. Census Bureau Monthly New
Housing Report

Paper – 5 years after permit issuance
Electronic – permanent
Electronic – Permanent


Paper – 2 years after renewal issued
Electronic- Until superseded.
Paper – 5 years after permit issuance
Electronic- Permanent

All Media – Permanent
All Media – Until revised, superseded, or no
longer of administrative value.
Paper – 1 year and report filed.











All Media – Permanent
Electronic – 1 year and report filed. – 5 years
after report submission


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CDB-32
CDB-33

Interdepartmental and citizen
correspondence
Request for Proposals/Bids
A. Successful Proposals/Bids
B. Unsuccessful Proposals/Bids

CDB-34

Leases
(equipment & other capital leases)

All Media – Until revised, superseded, or no
longer of administrative value.
All Media –
A. 8 years, after expiration then destroy
B. 2 years after letting contract, provided
audited.
All Media – 6 years after expiration provided
audited







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Community Development Department- Planning
Schedule
Number
CDP-01

CDP-02
CDP-03

CDP-04
CDP-05

CDP-06
CDP-07
CDP-08

Record Title and Description

Retention Period by Media Type

Planning Commission Case Files,
including applications, staff reports,
exhibits, interoffice reviews, and
notification information
Planning Commission Case File
Records
Board of Zoning Appeals Case Files,
including applications, staff reports,
exhibits, interoffice reviews, and
notification information
Board of Zoning Appeals Case File
Records
Historical Architectural Preservation
Commission Case Files, including
applications, staff reports, exhibits,
and interoffice reviews.
Historical Architectural Preservation
Commission Case File Records
Planning Commission Meeting
Agendas and Minutes
Board of Zoning Appeals Meeting
Agendas and Minutes

All Media – Permanent

For use by Auditor
of State or LGRP

RC-3
Required


Electronic – Permanent



All Media – Permanent

Electronic – Permanent



All Media – Permanent

Electronic – Permanent
All Media – Permanent
All Media – Permanent





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CDP-09
CDP-10
CDP-11
CDP-12
CDP-13
CDP-14
CDP-15
CDP-16
CDP-17
CDP-18
CDP-19
CDP-20

Historical Architectural Preservation
Commission Meeting Agendas and
Minutes
Housing Advisory Commission
Meeting Minutes, Agendas, and
Exhibits
Historic Architectural Preservation
Commission- Audio Recording of
Meetings
City of Oxford Comprehensive Plans
Sidewalk Use Permit files, including
application, insurance information,
and site drawings
Sidewalk Use Permit Records
Tax Assessment- including violation
notices, invoices, and property
owner notification
Tax Assessment Records
Code Enforcement Property Files,
including violation letters, violation
door notices, field notes
Code Enforcement Property Records
Zoning and General Violation
Property Files, including violation
letters, photos, and field notes
Zoning and General Violation
Property Files

All Media – Permanent

All Media – Permanent

All Media – Until revised, superseded, or no
longer of administrative value.
All Media – Permanent
Paper – 3 years after expiration or permit





Electronic – Permanent
All Media – Until revised, superseded, or no
longer of administrative value.



Electronic – Permanent
All Media – Until revised, superseded, or no
longer of administrative value.



Electronic – Permanent
All Media – Until revised, superseded, or no
longer of administrative value.



Electronic – Permanent







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CDP-21

Request for Proposals/Bids
A. Successful Proposals/Bids
B. Unsuccessful Proposals/Bids

CDP-22

Leases
(equipment & other capital leases)

All Media –
A. 8 years, after expiration then destroy
B. 2 years after letting contract, provided
audited.
All Media – 6 years after expiration provided
audited



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Economic Development
Schedule
Number
ED-01
ED-02 01
ED- 0203
ED-0304

ED-04 05
ED-06 05

ED-06

Record Title and Description

Retention Period by Media Type

Interdepartmental and Citizen
Correspondence

All Media – Until revised, superseded, or no
longer of administrative value



5 years, review for historical value



Goals, Priorities, and Feasibility
Studies
Special Projects, Council Goals, and
Placemaking Activities
Board and Commission agendas and
minutes:
Community Improvement
Corporation., and the Student
Community Relations Commission
Community Improvement
Corporation Revolving Loan Fund
Policies
Community Improvement
Corporation Revolving Loan Fund
Awarded Applications and
supporting materials
Community Improvement
Corporation Revolving Loan Fund

Until revised, superseded, or no longer a=ofof
administrative value
All Media – Permanent

For use by Auditor
of State or LGRP

RC-3
Required





All Media – 8 years after the expiration date Term
of associated contract and requirements of
outside granting agencies
All Media – 8 years after the expiration date Term
of associated contract and requirements of
outside granting agencies
All Media- 3 years from denial




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Denied Applications and supporting
materials
ED-07
ED-08
ED- 0607
ED-08

Economic Development Grants:
Awarded applications and supporting
materials
Economic Development Grants:
Denied applications and supporting
materials.
Community Development Block
Grant Program administrative files
Leases
(equipment & other capital leases)

All Media- 8 years after project completion
All Media- 3 years after denial.
All Media – 3 years provided audited







All Media – 6 years after expiration provided
audited


ED-09

Request for Proposals/Bids
A. Successful Proposals/Bids
B. Unsuccessful Proposals/Bids

All Media –
A. 8 years, after expiration then destroy
B. 2 years after letting contract, provided
audited.



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Engineering Division
Schedule
Number
ENG-01

Record Title and Description

Retention Period by Media Type

Request for Proposals/Bids

All Media –

A. Successful Proposals/Bids
B. Unsuccessful Proposals/Bids
ENG- 01
02
ENG- 02
03
ENG- 03
04
ENG- 04
05
ENG- 06
08
ENG- 07
09
ENG- 08
10
ENG- 09
11
ENG- 10
12

Photographs

A. 8 years, after expiration then destroy
B. 2 years after letting contract, provided
audited.
All Media – 15 years. Appraise for historical value

Bridge Inspection Reports

All Media – Life of bridge

Annual Report

Interdepartmental and Citizen
Correspondence
Complaints

All Media – Until revised, superseded, or no
longer of administrative value
All Media – Until revised, superseded, or no
longer of administrative value
All Media – Permanent until updated and
replaced.
All Media – Until revised, superseded, or no
longer of administrative value
All Media – 1 year or until resolved

Design Calculations

All Media – 3 years or until revised, superseded.

Fire Flow Tests

All Media – 1 year or until re-tested.

Staff Report
Sanitary Sewer Records/Maps

For use by Auditor
of State or LGRP

RC-3
Required











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ENG- 11
13
ENG- 12
14

Field/Site Visit Notes

All Media – Life of project.

Traffic Studies

ENG- 13
15

Department or Project Meeting
Minutes

All Media – Until revised, superseded, or no
longer of administrative value, appraise for
historical value
All Media – Until revised, superseded, or no
longer of administrative value

ENG- 14
16
ENG- 15
17
ENG- 16
18
ENG- 17
19
ENG- 18
20
ENG- 19
21
ENG- 20
22
ENG- 21
23
ENG- 22
24

Subdivisions Utility Drawings

All Media – Permanent or until replaced

Sanitary Flow Engineering.
Calculations
Water Dist. Engineering Calculations

All Media – Permanent or until replaced

Storm Water Management
Engineering Calculations
Pavement Design Eng. Calculations

All Media – Permanent or until replaced

Bonds (Performance, Maintenance,
and Public Improvement)
City Owned Property Files

All Media – 5 years after project completion.

Federal & OPWC Project Files

All Media – 10 years after project completion.

Misc. Files

All Media – Until revised, superseded, or no
longer of administrative value

All Media – Permanent or until replaced

All Media – Permanent or until replaced

All Media. Permanent while owned by City.

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
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ENG – 23 25
ENG- 24
26
ENG- 25
27
ENG-28
ENG- 26
29
ENG- 27
30
ENG-31

Improvements (alleys, streets, and
alley & street vacations)
Assessment Records for public
improvements
Equipment Maintenance Records
Equipment and Supplies
Utility Maps/Other Maps

ENG-28 32

Backflow Prevention Device Permit
Records
Leases
(equipment & other capital leases)
Site Development

ENG- 29
33

Single Family Residence (house
plans)

All Media – Permanent
1 year after the final payment and audit
All Media – 1 year after the assessment process
is complete
All Media – Life of Equipment
All Media – Life of Equip/Supply
All Media – Until revised, superseded, or no
longer of administrative value
Electronic-Permanent All other media – 5 years
All Media – 6 years after expiration provided
audited
All Media – 2 years or until revised, superseded,
or no longer of administrative value
All Media – 2 years or until revised, superseded,
or no longer of administrative value











Environmental
ENV-01
ENV-02

Underground Storage Tank (UST) Annual
Registration; Inspection; Monitoring
Results
UST Test Results for Spill/overflow
Prevention

All Media- 1 year



All Media-3 years



24

Page 27 of 67

ENV-03
ENV-04
ENV-05
ENV-06
ENV-07
ENV-08
ENV-09
ENV-10
ENV-11
ENV-12
ENV-13

UST Equipment Calibration and
Maintenance
UST Cathodic Protection Test Results
Petroleum Underground Storage Tank
Release Compensation Board
Small Municipal Separate Storm Sewer
Systems
Closed Sanitary Landfill
Deer Management Program
Refuse and Recycling Service
Unsuccessful Bids
Refuse and Recycling Services Contract
documents
Residential Food Scrap Drop Off Program
Urban Forestry
Class IV Compost Facility Records

All Media- 5 years



All Media- 6 years
All Media- 1 year




All Media-58 years



All Media- Duration of Post Closure Care
Period
All Media- 3 years
All Media- 2 years



All Media- 3 years



All Media- 1 year
All Media- 3 years





All Media – 4 years




Finance Department
25

Page 28 of 67

Schedule
Number
FN-01
FN-02
FN-03
FN-04
FN-05
FN-06
FN-07

FN-08
FN-09

Record Title and Description

Retention Period by Media Type

Annual Budget
Annual Certificate of Estimated
Resources
Annual backup of ledgers
(Appropriations, Revenue,
Expenditures, Encumbrances)
Appropriation Transfers (not
requiring a supplemental budget)
Assessment – Special Assessment
Record
Audit Reports
Bank Statements, Bank
Reconciliation, Cancelled checks
(checking, investments, or other
bank statements)

All Media – Permanent

Bid Bond
Request for Proposals/Bids
A. Successful Proposals/Bids
B.A.
Unsuccessful
Proposals/Bids

All Media – 7 years

For use by Auditor
of State or LGRP

RC-3
Required



All Media – 5 years provided audited

All Media – 5 years
All Media – Until paid and audited
All Media – Permanent
All Media – 3 years provided audited






Paper – Upon rejection or completion of the
project
All Media –
A. 8 years, after expiration then destroy
B.A.
2 years after letting contract,
provided audited.





26

Page 29 of 67

FN- 09 10

Bond of Officials or Employees

FN- 10 11
FN- 11 12
FN- 1213

Bond Register
Budget Working Papers
Annual Comprehensive Financial
Report Working Papers (Schedules,
Reports, Printouts, etc.)
Cash Receipts Journal (including
copies of deposit slips)
Capital Improvement Bonds
Interdepartmental and Citizen
Correspondence
Debt Issuance Working Papers

FN- 13 14
FN- 14 15
FN- 15 16
FN- 16 17
FN- 17 18
FN- 18 19
FN- 19 20
FN- 20 21
FN- 21 22
FN- 22 23

Fixed Asset Records
(Acquisition, transfers, disposals)
Fixed Asset Schedules & Reports
General Journal
(memo pay-ins, memo expenses,
adjustments, transfers, etc.)
Grant Financial Files
(request for funds, reports)
Statement of Indebtedness
Insurance Claims for Damages
Against the City

Paper – 10 years after the termination of the
officer or employee
All Media – Permanent
All Media –3 years
All Media – 3 years






Paper – 3 years provided audited



All Media – Until paid in full and audited
All Media – Until revised, superseded, or no
longer of administrative value
All Media – After debt issuance & until revised,
superseded, or no longer of administrative value,
provided audited
All Media – 3 years after disposal of asset.



All Media – 3 years provided audited
All Media – 3 years provided audited








All Media – 3 years after end of the grant
provided audit
Paper – Permanent, appeals exhausted, all claims
paid, provided audited
All Media – Until claim is settled & all appeals
exhausted




27

Page 30 of 67

FN- 23 24

Insurance Policies

FN- 24 25
FN- 25 26
FN-27

Inventory of Equipment
Investment Reports
Leases
(equipment & other capital leases)
Loan request for payments
(OWDA), Debt payments
Monthly reports of Cash, Fund
Balances,
Revenue, Expenditures, and
Encumbrances
Backups of General Ledger
Notice of Publication of Legal Notice
Policies

FN- 26 28
FN- 27 29

FN- 28 30
FN- 29 31
FN- 30 32
FN- 31 33

FN- 32 34
FN- 33 35
FN- 34 36

Reference Material
(Publications, manuals, instructions,
and other miscellaneous reference
materials)
Tax Settlement Reports
(County Auditor)
Year End Reports of Cash, Fund
Balances, Revenue, Expenditures,
and Encumbrances
Loan & Grant Applications & Reports
made to the City (Revolving Loan

All Media – 30 years and 2 years after expiration
provided all claims settled
All Media – Until revised and audited
All Media – 3 years provided audited
All Media – 6 years after expiration provided
audited
All Media – 3 years after final loan agreement is
completed, provided audited
All Media – 3 years provided audited








Electronic until superseded.
All Media – 3 years
All Media – Until superseded & effective period
audited
All Media – Until revised, superseded, replaced,
or no longer of administrative value
All Media – 3 years provided audited









All Media – 5 years provided audited

All Media – 3 years after paid in provided full,
provided audited


28

Page 31 of 67

FN- 45 47

Fund, CDBG, and Housing Grants,
etc.)
Accounts Payable Record(check
copies, pay requests, and invoices)
Check Registers
Encumbrances & Expenditure
Journal
Internal Service Charges/Usage
(fuel and postage)
IRS Form 1099
IRS Form W-9 for vendors
Travel Reimbursement Forms
Purchase Orders
(POs, requisitions, supporting
documents)
Employer’s Quarterly Federal Tax
Return
Form 941
Employer Paid Benefits and Payroll
Cost
(Invoices & reports for Workers
Comp payment, quarterly pension
invoices, life insurance)
Garnishment/Child Support Order

FN- 46 48

IRS Form W-2

FN- 35 37
FN- 36 38
FN- 37 -39
FN- 38 40
FN- 39 41
FN- 40 42
FN- 41 43
FN- 42 44
FN- 43 45
FN- 44 46

All Media – 3 years provided audited
All Media – 3 years provided audited
All Media – 7 years provided audited
All Media – 3 years provided audited
All Media – 7 years provided audited
Paper – 7 years after final payment to vendor
All Media – 3 years provided audited
All Media – 3 years provided audited










All Media – 6 years provided audited

All Media – 3 years provided audited


All Media – Until employee terminated or order
rescinded
All Media – Permanent



29

Page 32 of 67

FN- 47 49
FN- 48 50
FN- 49 51
FN- 50 52
FN- 51 53
FN- 52 54
FN- 53 55
FN- 54 56
FN- 55 57

FN- 56 58
FN- 57 59

Insurance Billing and
Supporting documentation
Payroll Check Register
(detailed and summary)
Payroll Expenditure Journal
(Payroll, Medicare, FICA, Transfers,
etc.)
Police and Fire
Disability & Pension Fund Record
Public Employees Retirement System
Record
Report of Bureau of Employment
Services
Backup of Payroll software & data
(annually)
Timesheets/Timecards
Including approved leave request
forms
Withholding Payment Records
(Income tax, Deferred
Compensation,
Credit Union, Insurance, etc.)
Withholding authorization forms
(W-4, State, Credit Union, etc.)
Accounts Receivables-Other
(Compactor tickets, misc. invoices,
misc. receipts, parking tickets,

All Media – 3 years provided audited
All Media – Permanent




All Media – 6 years provided audited

All Media – Permanent
All Media – Permanent
All Media – 6 years provided audited
Electronic – Permanent






All Media – Permanent

All Media – 6 years provided audited

All Media – Until superseded or employee
terminated
All Media – 3 years provided audited



30

Page 33 of 67

FN- 58 60
FN- 59 61
FN- 60 62
FN- 61 63
FN- 62 64
FN- 63 65
FN- 64 66

FN- 65 67
FN-66 68
FN- 67 69
FN- 68 70
FN- 69 71
FN- 70 72

payment stubs, credit card payment
receipts, hotel tax, returned mail)
Bad checks and Bad debt files
Customer account signature
Daily Short/Over Reports
SSI Reports (Meter Reading Reports)
Receipt Journals
Monthly Utility Billing Journal
Past Due Reports
(agreements, delinquent account
statements, credit bureau, inactive,
aging, write offs, bankruptcy
notifications)
Refuse Service Records
(invoices, PO changes, missed
pickups, Rumpke bills)
Shut-off Lists
Accounts Receivable Overdue
Utilities’ Accounts Receivable Ledger
Cash Batch Finals
Utilities’ Accounts Receivable Ledger
Detail Open Accounts Receivable
Utilities Adjustment Journal
(documentation)
Utility Service Orders
Move out forms

All Media – 2 years after settlement
All Media – Until service terminated
All Media – 3 years provided audited
All Media – 3 years provided audited
All Media – 3 years provided audited
All Media – 3 years provided audited
All Media – 3 years provided audited










All Media – 3 years provided audited

All Media – 3 years provided audited
All Media – 3 years provided audited
All Media – 3 years provided audited
All Media – 3 years provided audited
All Media – 3 years after service completed
provided audited






31

Page 34 of 67

FN- 71 73
FN- 72 74
FN- 73 75
FN- 74 76
FN- 75 77
FN- 76 78
FN- 77 79
FN- 78 80
FN- 79 81
FN- 80 82
FN- 81 83
FN- 82 84

Year End Backups of BSA finance
applications.
Cemetery Burial Fee Receipts
Cemetery Burial Transit Permits
Cemetery Burial Permit
Cemetery Deposit Record- Perpetual
Care
Cemetery Deed Book
Cemetery Index to Burial Plots
Cemetery Minutes
Cemetery Plat Maps
Cemetery Record of Lot Sales
Cemetery Register of Interments
Cemetery Rules and Regulations

Electronic-Permanent.



3 years, provided audited
5 years
Permanent
Permanent





Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent











32

Page 35 of 67

Fire Division

33

Page 36 of 67

Schedule
Number
F-01

Record Title and Description

Retention Period by Media Type

General Administrative Files

F-02

Interdepartmental and Citizen
Correspondence
Weekly Reports

All Media – Until revised, superseded, or no
longer of administrative value
All Media – Until revised, superseded, or no
longer of administrative value
All Media – Until revised, superseded, or no
longer of administrative value
All Media permanent
All Media – 1 year/destroy
All Media – 25 years after expiration
All Media – 5 years
All Media – Permanent

F- 0103
F- 0204
F-05
F- 0306
F- 0407
F-0508

F-0609
F-0710
F-0811
F-0912
F-1013

Certification and Training Records
Complaints
Fire contracts with other jurisdictions
EMS Run Reports
Fire Run Reports (includes alarm
response, fire investigation files, fire
and loss records, master run, arson
report)
Accident Files (accidents with the
department apparatus/vehicles)
Violation Notices (occupancy
inspection violations)

Firework Permits
Equipment and Vehicle Maintenance
Records (vehicles, pumps, hoses, and
other apparatus, except hydrants)
Annual Vehicle Inspection Report

For use by Auditor
of State or LGRP

RC-3
Required









All Media – 2 years (provided no claim pending)



All Media – 5 years after violation corrected



All Media – 5 years after expiration
All Media – Life of Equipment




All Media – Life of Vehicle


34

Page 37 of 67

F-1114
F-1215

F- 1316

Inspection of Structures Record (for
Fire Code Violations)
Administrative Citations – All
documentation related to process
(dept. copy of citation, citation
appeal, administrative hearing)
Request for Proposals/Bids
a. Successful proposals/bids
b. Unsuccessful Proposals/Bids

F-14 17

Leases (equipment & other capital
leases)

All Media – Life of Structure



All Media – 1 year, provided no action pending

All Media –
a. 8 years, after expiration then destroy
b. 2 years after letting contract, provided
audited.
All Media- 6 years after expiration provided
audited





35

Page 38 of 67

Human Resources Department
Schedule
Number
HR-01
HR-02
HR-03
HR-04
HR-05
HR-06
HR-07
HR-08
HR-09
HR-10
HR-11
HR-12
HR-13
HR-14

Record Title and Description

Retention Period by Media Type

Advertisements/Announcements
Application/Resumes for
employment
Letter of appointment
Pre-employment
medical/police/psychological
information
Pension enrollment record
Employment performance
evaluation
Personnel action forms (including
pay increases)
Record of disciplinary action
Letter of resignation/retirement
Personnel Appeals Board Rules and
Regulations
Employee Handbook
Human Resources Policies and
Procedures
Job Descriptions/Classification
Specifications
Agendas & Minutes of Personnel
Appeals Board

All Media – 1 year
All Media – Permanent if applicant employed;
others 2 years
All Media – Permanent
All Media – Permanent if applicant employed;
others 2 years
All Media – Permanent
All Media – Permanent
All Media – Permanent

For use by Auditor of
State or LGRP

RC-3
Required








All Media – Permanent (unless expunged)
All Media – Permanent
All Media – Permanent or until superseded




All Media – Permanent or until superseded
All Media – Permanent or until superseded



All Media – Permanent or until superseded
All Media - Permanent






36

Page 39 of 67

HR-15

Classified Positions List

All Media – Permanent or until superseded

HR-16
HR-17

Classified Exam Files/Protocols
Eligibility Lists

HR-18

Interdepartmental and Citizen
Correspondence
Request for Proposals/Bids

All Media – Permanent or until superseded
All Media – 1 year, unless extended by City
Council
All Media – Until revised, superseded, or no
longer of administrative value
All Media –

HR- 18 19

a. Successful Proposals/Bids
b. Unsuccessful Proposals/Bids
HR-20

HR-19 21
HR- 20 22

HR- 21 23
HR-22 24

HR-23 25
HR-24 26

Leases
(equipment & other capital leases)
LABOR RELATIONS
Labor Union Contracts
Compensation studies conducted for
the City of Oxford
EQUAL EMPLOYMENT
Equal Employment Opportunity
Commission complaint case files
Equal Employment Opportunity
Commission reports to the State
SAFETY RECORDS
Accident Reports
Worker’s Compensation Case Files

a. 8 years, then destroy
b. 2 years after letting contract, provided
audited.
All Media – 6 years after expiration provided
audited
All Media – Permanent
All Media – 5 years














All Media – Permanent
All Media – 7 years

All Media – 2 years, provided no claims pending
All Media – 10 years after date final payment






37

Page 40 of 67

HR-27 25
HR-26 28
HR-27 29
HR-28 30
HR-29 31
HR- 30 32
HR- 31 33
HR- 32 34
HR-33 35

Third Party Administrator (TPA)
reports
Public Employment Risk Reduction
Program- Form 300AP Summary
Report (injuries/illnesses)
Public Employment Risk ReductionForm 300P log of injuries and
illnesses
Employee training documentation
HR Legal Opinions HR Legal Opinions
Medical/Life Insurance contracts
Wellness reports
Benefits Summaries
Benefits & Insurance enrollment and
change forms

All Media – 2 years



All Media – 5 years

All Media – 5 years

All Media – Permanent
All Media – Permanent
All Media – 15 years
All Media – 2 years
All Media – until superseded.
All Media – Until revised, superseded, or no
longer of administrative value








38

Page 41 of 67

Management Information Systems
Schedule
Number
MIS-01
MIS-02
MIS-03
MIS-04

MIS-05

Record Title and Description

Retention Period by Media Type

Computer Inventory
Auction Inventory
Computer Use Policy
Information Systems Backup Files
(These files are maintained solely for
business continuity and disaster
recovery purposes and should not be
maintained as a historical archive of
the information system.)

All Media – Life of Equipment
All Media – 3 years Destroy
All Media – Until Superseded
Off site and Electronic – Until Superseded

Copies of master files or databases,
application software, logs,
directories, and other
documentation needed to restore a
system in case of a disaster or
inadvertent destruction.
Email Backup/Archive Files
(All incoming and outgoing emails
are archived on a separate server for
regulatory compliance. Beyond this,
individual users are expected to
retain their email as per their

Off site and Electronic – Destroy

For use by Auditor
of State or LGRP

RC-3
Required






Electronic – Retain current 5 years destroy


39

Page 42 of 67

MIS-07

approved retention schedules and
City email policy.)
Help Desk Logs and Reports
(Consists of records used to
document requests for technical
assistance and responses to these
requests, as well as to collect
information on the use of computer
equipment to compile monthly and
annual statistics, and for reference
for planning, management analysis,
and other administrative purposes.)
General/ Routine Correspondence

MIS-08

Request for Proposals/Bids

MIS-06

a. Successful Proposals/Bids
b. Unsuccessful Proposals/Bids
MIS-09

Voice Mail Messages

MIS-10

Leases
(equipment & other capital leases)

All Media – 1 year destroy



All Media – Until revised, superseded, or no
longer of administrative value.
All Media –
a. 8 years, then destroy
b. 2 years after letting contract, provided
audited.
All Media – Until revised, superseded, or no
longer of administrative value
All Media – 6 years after expiration provided
audited








40

Page 43 of 67

Oxford Parks and Recreation Department

41

Page 44 of 67

Schedule Number Record Title and Description

Retention Period by Media Type

OPRD-01
OPRD-02
OPRD-03

Paper – 2 years, provided no claim pending
Electronic – permanent
All Media – Until revised, superseded, or no
longer of administrative value

OPRD-04
OPRD-05
OPRD-07
OPRD-08
OPRD-09
OPRD-10
OPRD-11
OPRD-12

OPRD User Accident Reports
Activity/Registration Reports
Agreements and Event
Documents (sporting events,
events, senior center, etc.)
Bank Deposit Record
Interdepartmental and
Citizen Correspondence
Equipment Maintenance
Records
Equipment Manuals
Maps and Plans of Park
Property
Meeting Agendas & Minutes
(Parks & Recreation
Board)/Rec. Board
Monthly Report
Safety Data Sheets (chemical
list for building cleaning and
maintenance)

Paper – Until revised, superseded, or no longer of
administrative value
All Media – Until revised, superseded, or no
longer of administrative value
Paper – life of equipment
All Media – Life of Equipment
All Media – Permanent

For use by Auditor
of State or LGRP

RC-3
Required









All Media – Permanent

All Media – Until revised, superseded, or no
longer of administrative value
Paper – Until Superseded



42

Page 45 of 67

OPRD-13

OPRD-14
OPRD-15
OPRD-16

OPRD-17
OPRD-18
OPRD-19

OPRD-20
ORPD-20

Preschool State Licensing info
& forms (participant,
enrollment, sign in/out,
accident forms, etc.)
Project Files (Building &
Grounds)
Scholarship Applications and
Awards
Shelter/Pool/Senior
Center/TRI
Gym/Gazebo/Field Permit
Reservations
Swimming Pool Pass
Information
Swimming Pool and Facility
Use Records)
Team Rosters and Score
Books Team Rosters and
Score Books (team rosters
and team sheets for coaches.
They are turned in at the end
of the season)
Event Permits, Right of Way
and Park Permits
Request for Proposals/Bids

All Media – 2 years
All Media – 15 years after completion
All Media – 2 years






All Media – 5 years

All Media – 5 years
All Media – 3 years




Paper – 2 years


All Media 3 years
All Media –

a. 8 years, after expiration then destroy
43

Page 46 of 67

ORPD-21

a. Successful
Proposals/Bids
b. unsuccessful
Proposals/Bids
Leases
(equipment & other capital
leases)

b. 2 years after letting contract, provided
audited.
All Media – 6 years after expiration provided
audited



44

Page 47 of 67

Police Division
Schedule
Number
PD-01

PD-02

PD-03
PD-04
PD-05
PD-06
PD-07

Record Title and Description

Retention Period by Media Type

Administrative Citations – All
documentation related to process
(dept. copy of citation, citation
appeal, administrative hearing)
Administrative Reports – Includes
quarterly and annual agency
performance reports, time-sensitive
performance activity reports, and
formal reports on agency activities
AED Event Summary – Documents
when an AED is attempted or
actually used on a patient
Arrest Record Data – Adult
Attendance Sheet – Log of time
in/out for employees used for
payroll purposes
Auction – Paperwork, property
cards, etc. concerning police auction
Automated License Plate Readers –
Records documenting queries run by
the ALPR through the LEADS/NCIC
database, including digital license
plate images

All Media – 1 year, provided no action pending

For use by Auditor
of State or LGRP

RC-3
Required


All Media – 3 years, after report is submitted


All Media – 2 years

All Media – Permanent
All Media – 3 years




All Media – 3 years

All Media – 1 year, provided no action pending





45

Page 48 of 67

PD-08

PD-09
PD-10
PD-11

PD-12
PD-13
PD-14
PD-15

Breath Testing Calibration Records –
Records documenting the use of a
Breath Testing Device to estimate
the blood alcohol content from a
breath sample
Canine Training Reports/Records –
Daily and monthly training records
Canine Use Reports – Records of
each occasion in which the canine is
deployed
Community Service Programs – Files
relating to programs within the
community or schools undertaken
by the department which may relate
to crime prevention, safety, drugs,
and education
Crash Reports – Fatal crash report &
attachments
Crash Reports – Property damage &
Injury crash reports & attachments
Damaged/Missing Equipment &
Vehicle Accident Report
Display of Force Reports – Reports
and computerized logs of officers
who have been involved in an
incident requiring the display of
force

All Media – 3 years


All Media – 2 years after canine retired



All Media – 2 years after canine retired

All Media – Until revised, superseded or no
longer of administrative value


All Media – Permanent
All Media – 10 years, provided no action pending
All Media – 1 year





All Media – 5 years


46

Page 49 of 67

PD-16

PD-17
PD-18

Drafts and Informal Notes –
Consisting of transitory information
used to prepare the official record in
any form
Facsimile Logs/Cover
Sheets/Confirmation Notices
Field Training Report

PD-19

Fingerprint Cards

PD-20

Firearms Qualification Report

PD-21

Firearms Records/Inventories –
Records documenting the
assignment, location, sale, transfer,
or destruction of duty weapons
General Orders – Official statements
of policy, operating procedure, and
standards
Grant Files/Records – Records
relating to the development of grant
proposals to state or federal
agencies and the
administration of grant awards and
programs

PD-22
PD-23

All Media – Until revised, superseded or no
longer of administrative value
All Media –Until revised, superseded or no
longer of administrative value
All Media – Daily Report – 1 year
Weekly Report – 1 year
Summary Report – Until employee separates
from employment
Electronic – Until data transmitted to State &
Regional database
All Media – Until employee separates from
employment
All Media – 3 years











All Media – Until revised, superseded or no
longer of administrative value



All Media – 5 years,


47

Page 50 of 67

PD-24

PD-25
PD-26

PD-27

PD-28
PD-29
PD-30
PD-31

Internal Affairs Investigations –
Records documenting founded and
unfounded complaints received from
the public or personnel against
sworn or civilian personnel
Jail Inmate Records – Medical
Screening Form, Incarceration Log,
Jail Inspection Log – Daily/weekly log
used to verify inspections have been
conducted in the jail to ensure the
facility's safety equipment is in
proper working order and all areas
of the jail are secure
Junk Motor Vehicles – All
information on motor vehicles which
have been impounded by the
division and have been unclaimed by
owner
Juvenile Arrest Records
Law Enforcement Automated Data
System Newsletters
Law Enforcement Automated Data
System CCH Transactions
Law Enforcement Automated Data
System Monthly Validation Papers

All Media – Action Taken: Permanent;
No Action Taken: 2 years


All Media – 6 years



All Media – 3 years


All Media – 2 years after sale or other disposition
All Media – Until expungement order received
from court
Paper – Current year plus three
Paper – 6 years
Paper – 1 year







48

Page 51 of 67

PD-32
PD-33
PD-34
PD-3533
PD-3634

PD-3735

PD-3836
PD-3739
PD-4038
PD-4139
PD-4042

Law Enforcement Automated Data
System Audit Records
Law Enforcement Automated Data
System Training Records
Law Enforcement Automated Data
System Entries
Lockout Waivers – Signed waiver of
liability from owner/driver of vehicle
to gain entry into locked vehicle
Misdemeanor Citations –
Department copy of citation and any
statements of facts associated with a
misdemeanor
Incident Reports/Offense
Reports/Criminal Case files – (except
Homicide & Sexual Assault files)

Paper – 1 year and then until revised,
superseded or no longer of administrative value
Paper - 1 year after separation from employment

Offense Reports/Criminal Case files –
Homicide
Offense Reports/Criminal Case files –
Sexual Assault files
Overtime Log
Parking Citations – Department
copies of citations issued for illegal
parking
Parking Citation Appeals

All Media – Permanent



Paper - 1 year after removed from LEADS
Paper – 2 years

All Media – 3 years


All Media – 10 years, provided no action pending





All Media – 30 years after report is submitted



Electronic – 2 years
All Media – 3 years from date of resolution




All Media – 3 years from date of resolution


49

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PD-4143
PD-4442

PD-4543
PD-4644
PD-4745

PD-4846
PD-4749

PD-5048

Parking Immobilization Records –
impound statements, “boot” notices
Parking Reports – Statements of
account, inventories, Residential
Parking Permits, Parking Garage
Lease records, collection reports,
monthly reports
Personnel Orders
Procedural Orders – Official
statements of policy, operating
procedure, and standards
Property Room – Record of all
impounded property or evidence
and paperwork recording
disposition/destruction of same
Radar/Laser/Speed Measuring
Devices Calibration and
Maintenance Logs
Ride Along Forms – Records
documenting approved or denied
requests from the public or civilian
personnel to accompany law
enforcement personnel on patrol
Shift Trade Request/Time Off
Request

All Media – 3 years from date of resolution



All Media – 3 years


All Media – Until revised, superseded or no
longer of administrative value
All Media – Until revised, superseded or no
longer of administrative value




All Media – 3 years after disposal of property


All Media – 1 year after unit taken out of service



All Media – 2 years


All Media – 1 year


50

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PD-5149

Special Orders

PD-5250

Taser Weapon Summary – AFID
tracking system and data port firing
log download

PD-5351
PD-5452

PD-5553

PD-5654

PD-5755

PD-5856

Telephone Audio Recordings
Tow Sheets – Records documenting
the reason for the tow, arrest or
accident, including vehicle
information, vehicle contents, and
storage location
Traffic Citations – Department
copies of traffic tickets issued to
traffic violators and statements of
facts
Training Records – Records
documenting the continued
education and training of sworn and
civilian personnel
Use of Force Reports – Reports and
computerized logs of officers who
have been involved in an incident
requiring the use of force
Vacant House Checks – Records
documenting requests from citizens
for visual or walk-around checks of a

All Media – Until revised, superseded or no
longer of administrative value
All Media – 3 years after audit




All Media – 1 year, erase and reuse, provided no
action pending
All Media – 3 years





All Media – 3 years
All Media – Until employee separates from
employment





All Media – 5 years

All Media – 30 days after owner returns

51

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PD-5957
PD-6058
PD- 6159
PD-6260
PD-6361
PD-6462
PD-6563
PD-6664
PD-6765
PD-6866
PD-6967

residence and its property, and the
completion of those checks
Vehicle Maintenance Records
Warrants, Summonses, or
Subpoenas
Work Schedule
Body Worn Camera recordings –
ARREST/CITATION
Body Worn Camera recordings –
ASSIST/ADVISE/WARN
Body Worn Camera recordings –
INCIDENT REPORT – NO ARREST
Body Worn Camera recordings –
NOT EVIDENCE – INCIDENTAL
CONTACT
Body Worn Camera recordings –
TRAFFIC CITATION
Body Worn Camera recordings –
UNCATEGORIZED
Body Worn Camera recordings – USE
OF FORCE – NO ARREST
Body Worn Camera recordings –
PERMANENT RETENTION the
recording was initially classified by
an officer in another category that
would result in eventual destruction

All Media – Until vehicle is sold or otherwise
removed from inventory
Paper – Until served, discharged, answered, or
withdrawn
All Media – 2 years
Electronic – 1 year
Electronic – 1 year
Electronic – 1 year








Electronic – 1 year

Electronic – 1 year
Electronic – permanent
Electronic – 1 year





Electronic –permanent


52

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PD-7068

PD-7169
PD-7270
PD-7371
PD-7472
PD-7573
PD-7674

PD-7775

in accordance with records retention
policy. The recording, however,
should be permanently retained due
to the nature of the incident(i.e.,
homicide)
Body Worn Camera recordings –
RESTRICTED Command level access
only. Used for recordings that may
be part of a possible internal
investigation.
Body Worn Camera recordings –
TRAINING
Body Worn Camera recordings –
UNINTENTIONAL RECORDING
Body Worn Camera recordings –
CIVIL CITATION
Body Worn Camera recordings –
OH-1/TRAFFIC CRASH
Body Worn Camera recordings –
PARKING CITATION
Body Worn Camera Report – Form
used to document failed,
interrupted, or terminated
recordings, as well as audits,
requests for deletion, maintenance
requests, and reviews for training.
Solicitor Permits

Electronic – permanent


Electronic – 15 days
Electronic – 45 days
Electronic – 1 year
Electronic – 1 year
Electronic – 1 year







All Media – 3 years


All Media – 1 year


53

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PD-7876
PD-7977
PD-8078
PD-8179
PD-8280
PD-8381
PD-8482
PD-8583

PD-8684
PD-85

Meter Rental
72-hour Parking Log
Weather Siren Assignments
Citizen Observer Patrol Intern logs
Public Safety Cadets attendance
sheets
Posts, comments, and messages
from Facebook, Instagram, Twitter,
and other social media platforms
Unmanned Aircraft System (drone)
video or images considered
investigatory work product
Unmanned Aircraft System
administrative documents – flight
log, pre-flight checklist, maintenance
log, annual report, etc.
Unmanned Aircraft System (drone)
video or images considered noninvestigatory work product
Request for Proposals/Bids
a. Successful Proposals/Bids
b. Unsuccessful Proposals/Bids

PD-86
PD- 87 87

Leases
(equipment & other capital leases)
Public Records Release Log

All Media– 1 year
Paper – 1 year
Electronic – 1 year
Paper – 1 year
Paper – 1 year







Electronic – Until revised, superseded or no
longer of administrative value



Electronic – Incorporated into case file and
retained accordingly



All Media – 2 years

Electronic – Until revised, superseded or no
longer of administrative value



All Media –
a. 8 years, after expiration then destroy
b. 2 years after letting contract, provided
audited.
All Media – 6 years after expiration provided
audited
All Media – 1 Year





54

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55

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Service Department/Streets & Maintenance Division
Schedule
Number
SM-01

Record Title and Description

Retention Period by Media Type
All Media – Until revised, superseded, or longer
of administrative value
All Media – 2 years

SM-03
SM-04
SM-05
SM-06

Inter-Departmental and Citizen
Correspondence
Gasoline & Diesel Tank Measure
Records
Gasoline & Diesel Usage Records
City Garage Inventory
Material Safety Data Sheets
Monthly Reports

SM-07
SM-08
SM-09
SM-10
SM-11

Office Equipment Operation manuals
Rumpke Container Delivery Slips
Salt Delivery Information
Service Requests, Completed
Traffic Control Interoffice Memos

SM-12
SM-13
SM-14

Quotes for projects under $50K
Transfer Station Ticket stubs
Vehicle and Equipment Information
(repair manuals & parts lists)
Vehicle Maintenance and Repair
Records
Annual Report

SM-02

SM-15
SM-16

For use by Auditor
of State or LGRP

RC-3
Required



All Media – 2 years provided audited
All Media – 2 years provided audited
All Media – Until superseded
All Media – 1 year. Until incorporated in annual
report
All Media – Life of equipment
All Media – 3 years
All Media – 2 years
All Media – 3 years
All Media – Until revised, superseded, or longer
of administrative value
All Media – 2 years
All Media – 1 year
All Media – Life of Equipment






All Media – Life of Equipment



All Media – Until revised, superseded, or longer
of administrative value












56

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SM-17
SM-18

Leases
(equipment & other capital leases)
Pesticide Application Records

All Media – 6 years after expiration provided
audited
All Media- 2 years provided audited




Department/Division: Service Department/Wastewater Collection
Schedule
Number
WWC-01

Record Title and Description

Retention Period by Media Type

Monthly Reports

WWC-02
WWC-03
WWC-04
WWC-05

Manhole Inspection Reports
Collection System Service Reports
Inter-Departmental and Citizen
Correspondence
Staff Meeting Reports

All Media – Until revised, superseded, or longer
of administrative value
All Media – 5 years
All Media – 3 years
All Media – 3 years

WWC-06
WWC-07

Service Inspection Video
Sanitary Maps and Plans

WWC-08
WWC-09

Pump Station Monthly Reports
Annual Report

WWC-10

Leases
(equipment & other capital leases)
Request for Proposals/Bids

WWC-11

All Media – 1 year until included in the annual
report
All Media – Until superseded
All Media – Until revised, superseded or no
longer of administrative value
All Media – 10 years
All Media – Until revised, superseded or no
longer of administrative value
All Media – 6 years after expiration provided
audited
All Media –

For use by Auditor
of State or LGRP

RC-3
Required











57

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a. Successful Proposals/Bids
b. Unsuccessful Proposals/Bids

a. 8 years, after expiration then destroy
b. 2 years after letting contract, provided
audited.

58

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Service Department/Wastewater Treatment Division
Schedule
Number
WWTP-01

Record Title and Description

Retention Period by Media Type

Annual Report

WWTP-02
WWTP-03
WWTP-04

Inter-Departmental and Citizen
Correspondence
Field Books
Wastewater Maps, Plans, Drawings

WWTP-05
WWTP-06

Monthly Reports (Departmental)
Project Files

All Media – Until revised, superseded, or no
longer of administrative value
All Media – Until revised, superseded, or no
longer of administrative value
All Media – Permanent
All Media – Until revised, superseded, or no
longer of administrative value
All Media – Until incorporated into annual report
All Media – Until completed and final issue
reported Until superseded or no longer of
administrative value
All Media – Permanent
All Media – Permanent
All Media – 10 years

WWTP-07
WWTP-08
WWTP-09
WWTP-10
WWTP-11
WWTP-12
WWTP-13
WWTP-14
WWTP-15
WWTP-16

Project Final Reports
Special Sewer Authorizations
Analytical Data Sheet for Water
Pollution Control Facility
Daily Laboratory Testing Records
Equipment Maintenance Records
Flow Charts
Monthly Lab Testing Summaries
Operating Logs
Record of Chemical Analysis
Employee Licensing

All Media – 5 years
All Media – Life of equipment
All Media – 5 years
All Media – 5 years
All Media – 10 years
All Media – 10 years
All Media –during term of employment

For use by Auditor
of State or LGRP

RC-3
Required
















59

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WWTP-17

Monthly Statistical Reports

WWTP-18

OEPA Monthly Reports

WWTP-19

OEPA Sludge Disposal Records

WWTP-20

OEPA Monthly Sludge Reports

WWTP-21

Monthly Process Reports

WWTP-22

Contracted Chemical Analysis

WWTP-23

Leases
(equipment & other capital leases)
Request for Proposals/Bids

WWTP-24

a. Successful proposals/bids
b. Unsuccessful Proposals/Bids

All Media – Permanent, 3 years, or until revised,
superseded, or no longer of admin. value
All Media – Permanent, 3 years, or until revised,
superseded, or no longer of admin. value
All Media – Permanent, 3 years, or until revised,
superseded, or no longer of admin. value
All Media – Permanent, 3 years, or until revised,
superseded, or no longer of admin. value
All Media – Permanent, 3 years, or until revised,
superseded, or no longer of admin. value
All Media – Permanent, 3 years, or until revised,
superseded, or no longer of admin. value
All Media – 6 years after expiration provided
audited
All Media –
A. 8 years, after expiration then destroy
B. 2 years after letting contract, provided
audited.











60

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Service Department/Water Distribution Division
Schedule
Number
WD-01

Record Title and Description

Retention Period by Media Type

Annual reports

WD-02
WD-03

Complaints
Inter-Departmental and Citizen
Correspondence
Project Files/Plans

All Media – Until revised, superseded, no longer
of administrative value
All Media – 1 year after resolution
All Media – Until no longer of administrative value

WD-04
WD-05
WD-06
WD-07

Project Final Reports
Water Main Location Records

WD-08

Leases
(equipment & other capital leases)
Request for Proposals/Bids

WD-09

Monthly Reports

a. Successful Proposals/Bids
b. Unsuccessful Proposals/Bids
WD- 08 10

Excavation Reports

All Media – Until project is complete and final
report issued Until superseded or no longer of
administrative value
All Media – Permanent
All Media – Permanent
All Media – Until revised, superseded, no longer
of administrative value
All Media – 6 years after expiration provided
audited
All Media –
A. 8 years, after expiration then destroy
B. 2 years after letting contract, provided
audited.
All Media- 2 years or until reviewed by OEPA

For use by Auditor
of State or LGRP

RC-3
Required













61

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62

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Service Department/Water Treatment Division
Schedule
Number
WTP-01

Record Title and Description

Retention Period by Media Type

Annual Reports

WTP-02

Inter-Departmental and Citizen
Correspondence
Water Treatment Maps, Plans,
Drawings
Equipment Manuals
Employee Activity Reports
Daily Ledger
Monthly Statistical Reports
Project Files
Project Final Report
OEPA Monthly Reports
Charts
Monthly Process Reports
Quality Control Charts
Monthly Process Reports
Contracted Chemical Analysis
Work Schedules
Chain of Custody Records

All Media – Until revised, superseded, or longer
of administrative value
All Media – Until revised, superseded, or longer
of administrative value
All Media – Permanent , 3 years or Until revised,
superseded, or longer of administrative value
All Media – Life of Equipment
All Media – 2 years
All Media – 3 years
All Media – Permanent , 2 years
All Media – 15 years after completion
All Media – Permanent
All Media – Permanent , 5 years
All Media – Permanent , 5 years
All Media – Permanent , 5 years
All Media – Permanent , 5 years
All Media – Permanent
All Media – Permanent
All Media – 3 years
All Media – 1 year

WTP-03
WTP -04
WTP-05
WTP-06
WTP-07
WTP-08
WTP-09
WTP-10
WTP-11
WTP-12
WTP-13
WTP-14
WTP-15
WTP-16
WTP-17

For use by Auditor
of State or LGRP

RC-3
Required


















63

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WTP-18

WTP-19
WTP-20
WTP-21
WTP-22
WTP-23
WTP-24

WTP- 23
25

WTP Operational Manuals

All Media – Until incorporated in annual report

Life of equipment or until superseded or no longer
of administrative value



Equipment Maintenance Records
Material Safety Data Sheet
Property Inventories
OEPA Permits
Leases
(equipment & other capital leases)
Request for Proposals/Bids

All Media – Life of Equipment
All Media – Until Superseded
All Media – Until Superseded
All Media – Permanent
All Media – 6 years after expiration provided
audited
All Media –






A. Successful Proposals/Bids
B. Unsuccessful Proposals/Bids

a. 8 years, after expiration then destroy
b. 2 years after letting contract, provided
audited.
All Media- 10 years



Bacterial Analysis Records





64

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