Commissioner Ted Kalo, Absent, Represented by Theresa Upton

October 12, 2011

The Lorain County Records Commission met this day in the J. Grant Keys, LorainCountyAdministrationBuilding, 226 Middle Avenue, Elyria, Ohio at 2:00 p.m. in the Commissioners Public Hearing Room with the following members present:

Commissioner Ted Kalo, absent, represented by Theresa Upton

Judy Nedwick, LorainCounty Recorder

Mark Stewart, Lorain County Auditor, absent, represented by Annie Carstarphen & Maggie Barth

Dennis Will, Lorain County Prosecutor, absent, represented by Jerry Innes

Rob Nabakowski, Clerk of Courts, represented by Bobbie Meyers

Also in attendance was: Lynn Wallace-Smith, Supervisor-RecordsCenter and Jeri Dull, Administrator – Golden Acres

Commissioner Kalo was not able to attend today’s meeting and requested Theresa Upton, Records Commission Secretary to conduct the meeting on her behalf.

The following business was transacted:

Motion by Jerry Innes, seconded by Judy Nedwickto approve the minutes as submitted from the April 13, 2011. Upon roll call; Ayes: all.

Motion carried.______

Theresa Upton, Records Commission Secretary indicated she distributed copies of the schedule of records retention and disposition forms from various departments to all Board members for review and requested a motion to approve all forms collectively.

1. Application for One-Time Disposal of Obsolete Records (RC1)

Job & Family Services:

JFS 11-012005 Joining forces annual reports

JFS 11-022006 Joining forces annual reports

JFS 11-032004 Joining forces tracking logs

JFS 11-042005 Joining forces tracking logs

JFS 11-052006 Joining forces tracking logs

JFS 11-062005 In home provider payments

JFS 11-072005-2006 summer camp payments

JFS 11-082004-2005 Daycare center payments

JFS 11-092005 PRC Payment vouchers/PRC-5

JFS 11-102006 PRC payment vouchers/PRC-5

JFS 11-112005 In county travel vouchers

JFS 11-122005 Out of county travel vouchers

JFS 11-132006 In county travel vouchers

JFS 11-142006 Out of county travel vouchers

JFS 11-152005 TANF Contracts/Payment vouchers

JFS 11-162006 JFS Payment vouchers

CS 11-012005/2006 Deposit slips

CS 11-022005-2006 CSEA receipt books

CS 11-032005-2006 CSEA travel vouchers/payments

CS 11-042005-2006 CSEA payment vouchers

JFS 11-162004-2005 Front desk logs

JFS 11-172004-2006 food stamp logs

JFS 11-182003-2006 ESOL/GED contracts

JFS 11-192006 Lifecare/diversified contracts

CS 11-052003-2005 Domestic relations contracts

HMG 11-01FY 2004-2006 contracts/vouchers

Records Commission cont.Page 2October 12, 2011

Clerk Upton indicated that Rob Salkowitz, Job & Family Services will be putting together a complete list of records for retention.

b.Approve records destruction/retention forms as submitted by various departments (RC2)

AUD-149Tax Map: conveyance forms; map

Invoice reports, tax map dept reqs,

Map purchase receipts, photocopy

Receipts, tax punch cards, employee

Timesheets, split tickets, tax duplicate

Printouts, parcel id printouts5 years

AUD-150Payroll: emails & correspondence2 years

AUD-151Payroll: ADP website assistance forms1 year

AUD-152Payroll: annual open enrollment of

Benefits including flexible2 years

AUD-153Payroll: bi-weekly balancing reports1 month

911

911-01
911-02
911-03
911-04
911-05
911-06
911-07
911-08
911-09
911-10
911-11
911-12
911-13
911-14
911-15
911-16
911-17
911-18
911-19
911-20
911-21
911-22
911-23
911-24
911-25
911-26
911-27
911-28
911-29
911-30
911-31 / AUDIO LOGGING RECORDER:
Logging Recorder Tapes
AUTOMATIC LOCATION IDENTIFICATION OR SCREEN PRINTOUTS:
Screen with name, address, and phone number as well as additional information received when a 911 call is placed.
DISPATCH LOGS:
Chronology of events kept by Dispatchers in the event of a computer logging disruption.
INCIDENT REPORTS:
Reports regarding note worthy events
STATISTIC REPORTS:
Reports regarding Emergency Provider Statistics and incoming calls
DISPATCH FORMS:
- Bomb Threat Form
- Technical Rescue Request Form
- Helicopter Request Form
- Statewide Emergency Response Form (SERS)
Forms completed when services are requested
- Hazardous Materials Release Form
WIRELESS SUBPOENA FORM:
Form completed in the event of a subpoena request to a wireless company for subscriber information
LEAD OPERATOR FORM:
Form filled out to transfer information to the oncoming dispatch shift.
EXCHANGE OF DUTY FORMS:
Agreement between two Dispatchers regarding the exchange of pre-scheduled shifts.
REQUEST FOR LEAVE FORMS: (Copy)
A formal request for any leave of absence from work, also for payroll purposes
ANI/ALI INQUIRY FORMS:
Forms reporting a discrepancy of database information
DATABASE INFORMATION REQUEST FORM:
Forms sent in by public for additional information to database
MASTER STREET ADDRESS GUIDE:
Lists of all streets in County with address ranges and jurisdictional boundaries
MSAG DISCREPANCY FORMS:
Record of error found in database also tracking of correction
EXTERNAL COMPLAINT FORMS:
Complaints received from the public or an outside agency.
TRAINING RECORDS:
Records of Training that each Dispatcher has completed
JURISDICTIONAL INFORMATION AND AGREEMENTS:
Contractual agreements between each jurisdiction.
MEMORANDUMS:
Correspondence to Personnel
UNION GRIEVENCES / UNION CONTRACTS:
Documented Rules and Regulations for Union Members
STANDARD OPERATIONS GUIDELINES MANUAL (SOG):
Standard operating procedures of the 911 Agency with records of revision
FINAL PLAN:
Pursuant to House Bill 491
REVIEW BOARD RECORDS:
911 Review Board and various Committee Minutes and Correspondence
EVALUATION FORMS:
Evaluation of Dispatchers on their anniversary date each year.
PAYROLL LOG:
A log of employees hours worked, sick time earned/used/remaining, incentive earned/used/remaining, and holiday hours worked.
REQUISITION/PURCHASE ORDER/INVOICE LOG:
Records of request submitted, approved, and expenses paid
REQUISITION FORMS:
A form used to request a purchase
EXPENSE REQUEST FORMS:
A form used to request expenses for registration, lodging, meals, and mileage
EXPENSE VOUCHER FORMS:
A form for reimbursement of an approved expense request.
COMPENSATORY FORMS:
A form used for request of compensatory hours instead of overtime hours
JOB DESCRIPTION SPECIFICATIONS:
A Classification of job responsibilities, qualifications, work hours, illustrative duties, and knowledge skills & abilities for each employee with record of revisions
DISCIPLINARY & PRE-DISCIPLINARY HEARING REPORTS:
Any paperwork or transcripts concerning discipline of an employee / 60 days
1 year
2 years
2 years
7 years
2 years
2 years
2 years
2 years
2 years
6 months after correction
2 years
Immediate disposal once updates verified
5 years
2 years
Permanent Retention
7 years (or longer if still valid)
7 years
7 years (after expiration)
Permanent Retention
Permanent Retention
7 years
Permanent Retention
7 years
2 years
2 years
2 years
2 years
2 years
Permanent Retention
Permanent Retention

Commissioners:

COMMTK-BORBoard of Revisions

Contains copies of documents re:

Appraisal of property values4 yrs after term expires

COMMTK-KPKaren Pleban Files

Contains court documents and personnel info4 yrs after term expires

COMMTK-11Commissioner Ted Kalo files

Contains copies of; general correspondence,

resolutions, travel and expenses requests,

county department correspondence, sewers,

annexations, roads, bridges, airport, courts,

prosecutors and opinions, proposals, planning

commission, dog kennel, cities, NOACA,

CCAO, ditches, villages, agendas, litigation,

newspaper articles, engineer, auditor, treasurer,

budget, personnel apps, drawings, reports

Records Commission cont.Page 5October 12, 2011

CBCF:

CBCF052-ECritical incident reports to include:

Accident reports/files for:

Bodily injury to non-employee 6 years provided

Damage to facility/county vehicleno action pending

CBCF053Blue prints/vellumsuntil updated,

superseded or obsolete

appraise historical value

CBCF054Bids (successful)Original if made part of

Contract & filed with

Contract. 15 years after

Expiration of contract

CBCF055Claims & Litigation recordsMaintained through

LorainCounty

Prosecutors Office

CBCF056Contracts15 yrs after expiration

CBCF057EDisaster plainsUntil updated or superseded

CBCF058EJob descriptionsUntil superseded or

classificationabolished

CBCF059EManuals, handbooks, directivesUntil superseded, obsolete, or

Replaced. Retain 1 file copy for5 years

CBCF060ETable or organization/organization chartuntil superseded

CBCF061EWork schedules-program1 year after schedule change

CBCF062EWork schedules-operations1 year after schedule change

CBCF063EGrant records – state5 years from audit report date

2001-1 EResident case files5 years

2011-3 ETerminated personnel files10 years

2011-8 Epayroll files5 yrs from audit report date

2011-9 Eoperations documentation3 years

CBCF016Eintake-referral documentation1 year

CBCF021Etraining documentation3 years

CBCF043Eresident program fund financials5 yrs from audit report date

CBCF047Eoffender personal fund financials5 yrs from audit report date

CBCF048EIndividual offender personal fund financials5 yrs from audit report date

CBCF049Efiscal program funds/report (to include)5 yrs from audit report date

CBCF050Evolunteer files1 year

CBCF013Employment applications add:

Unsuccessful, not hired verbiage1 year

Coroner:

1202004 #04-01 thru #04-35permanent

1212004 #04-36 thru #04-85permanent

1222004 #04-86 thru #04-131permanent

1232004 #04-132 thru #04-155permanent

1242004 #04-156 thru #04-201permanent

And 2004 stats

Records Commission cont.Page 6October 12, 2011

Golden Acres:

GA-DSdaily staffing3 years

GA-RNCRN change of condition 2 4hr2 years

GA-PSOphysician’s orders3 years

GA-RCresident council minutes5 years

GA-WOwork orders2 years

GA-MEmedication error report7 years

GA-NRnursing report sheet2 years

GA-CMRcontrolled medication record5 years

GA-NSnarcotic sheet by shift5 years

GA-PMRpharmacy monthly report5 years

Prosecutor/Civil:

PROS-CIV-01Correspondence in regards to

To Civil cases and opinions20 years

Recorder:

REC2011-1Document sign off forms1 year

REC2011-2DD-214 access log forms1 year

REC2011-3Pay in sheets5 years

REC2011-4Deposit slips5 years

REC2011-5Personnel filespermanent

REC2011-6Vacation/sick leave request forms3 years

REC2011-7Daily Register reports5 years

REC2011-8Monthly register reports5 years

REC2011-9Yearly register reports5 years

REC2011-10Budget request worksheetstransient

REC2011-11Equipment fund request letters5 years

REC2011-12Official Record Indexes

1824-1996 (inclusive)permanent

REC2011-13Official Record Indexes

1996 to datepermanent

REC2011-14Official Records Documents

1824 to datepermanent

REC2011-15Torrens Indexespermanent

REC2011-16Torrens Documentspermanent

REC2011-17Mortgage Indexes

1824-1996 (inclusive)permanent

REC2011-18Deed Indexes 1824-1996 (inclusive)permanent

REC2011-19Release Indexes 1824-1996 (inclusive)permanent

REC2011-20Soldiers discharge indexes

1824-1996 (inclusive)permanent

REC2011-21Payroll worksheets5 years

Sheriff/Records:

COR-53Webcheck request forms2 years

RD-21Radio logs (record of incoming

Calls/transmission to patrol units

Old Schedule #112)1 year

Motion by Judy Nedwick, seconded by Jerry Innes to approve the above listed RC1 and RC2’s. Upon roll call the vote taken resulted as; Ayes: all.

Motion carried.______(discussion was held on the above)

Records Commission cont.Page 7October 12, 2011

c.Certificate of Records Disposal – Sent to Ohio Historical Society as FYI (RC3)

DateDepartmentDisposal Date

06/03/11Probate06/30/11

06/14/11Auditor/Licensing12/31/11

06/24/11Prosecutor/Civil07/31/11

09/01/11Sheriff09/15/11

10/06/11Developmental Disabilities11/26/11

10/07/11Auditor/Administration12/31/11

10/07/11Board of Revision12/31/11

10/07/11Auditor/Fiscal12/31/11

10/07/11Auditor/Payroll12/31/11

10/07/11Auditor/Tax Settlement12/31/11

10/07/11Board of Elections12/31/11

10/07/11Children & Family Council12/31/11

10/07/11Commissioners/Benefits12/31/11

10/07/11Commissioners/Budget12/31/11

10/07/11Commissioners/Clerk12/31/11

10/07/11Commissioners/Clerk12/31/11

10/07/11Commissioners/Maintenance12/31/11

10/07/11Commissioners/Ombudsman12/31/11

10/07/11Commissioners/Office Services 12/31/11

10/07/11Commissioners/Purchasing12/31/11

10/07/11Commissioners/Safety Risk12/31/11

10/07/11Commissioners/Transit12/31/11

10/07/11CBCF12/31/11

10/07/11Community Development Dept.12/31/11

10/07/11Records Center12/31/11

10/07/11Solid Waste12/31/11

10/07/11Engineers12/31/11

10/07/11Health Department12/31/11

10/07/11Office on Aging12/31/11

10/07/11Recorders12/31/11

10/11/11Auditor/Licensing12/31/11

10/11/11CBCF12/31/11

10/11/11Golden Acres12/31/11

D.OTHER

1. May 24 from 9 am – 1 pm – Records Seminar In house training and basic concepts went well. Pari Swift, Senior Records Manager, Administration - Ohio Attorney General Mike DeWine did a presentation on electronic records
2. September 23, LorainCounty hosted the 3 hour certified public records training for Elected Officials/Designees there were over 134 in attendance
3. Form changes effective September 29, 2011 with passage of HB153
4. RC2 & RC3

Clerk Upton indicated that after September 29 the RC2’s will not require an RC3 form but we still will require all departments to submit an RC3 form to the Records Commission to have on file even if they are not required to go to the State.

1. Comments, suggestions, etc.
2. Jeri Dull, Administrator – Golden Acres said she has some old Infirmary Books from 1886 and asked if these could be scanned for preservation. Mrs. Wallace-Smith said yes she will scan them. Recorder Nedwick asked about bubble wrap, Mrs. Wallace-Smith said she would not recommend this because of moisture.

Records Commission cont.Page 8October 12, 2011

ERECORDS CENTER UPDATE

Lynn Wallace-Smith, Records Managersaid the center will eventually run out of room, there are a lot of records coming from Clerk of Courts, Domestic Relations and Children Services on a daily basis.

She also distributed tips from the Ohio Electronic Records Committee on “who should be at the table”, “tips for document imaging”; ‘tips for social media use”; “tips for public vs. private media tools”;

F NEXT MEETING

1. Wednesday, April 11, 2012 at 2 pm
2. Wednesday, October 10, 2012 at 2 pm

G.PUBLIC COMMENT

There was no public comment for this day.

H.Call for adjournment

With nothing further before the Commission, Motion by Jerry Innes, seconded by Judy Nedwick

to adjourn at 2:15p.m. Upon roll call the vote taken, thereon resulted as: Ayes: All.

Motion carried.

Respectfully submitted, Theresa L. Upton, Clerk