June 19, 2017 - Records Commission Meeting

RECORDS RETENTION COMMISSION MEETING

June 19, 2017 - 6:00PM

 

Call to order:   Clerk-Treasurer Kris King

 

Members of Commission:      Solicitor John Anthony(absent), Clerk-Treasurer Kris King and Mayor Schwab

 

Mayor Schwab moved, seconded by Clerk-Treasurer Kris King and motion carried to appoint Linda Taylor as the resident member of the commission.  The vote: All aye.

 

Discussion:

Recommended changes to the current records retention schedule:

 

Section 1:

Change:

Schedule 16:   Delivery Slips: Change from 2-year retention period to until verified delivery and invoiced.

Schedule 29:   Remove Hearing Transcripts because the Village does not create these records.

Add:

Schedule 63:   Scanned and deposited checks            Retention: 2 weeks     Media Type: Paper

 

Section 9:

Change:

Schedule 5:     Change Billing Ledger Cards to Monthly Billing Ledger

Add:

Schedule 27:   Scanned and deposited checks            Retention: 2 weeks     Media Type: Paper

Schedule 28:   Account lists by name, account number, and address            Retention: Until no longer administratively necessary.     Media Type: Paper

 

Mayor Schwab moved, seconded by resident Linda Taylor and motion carried to approve submittal of the above changes and additions.  The vote: All aye.

 

VA Mike Miller asked that under the General Administration that any electronic surveillance be added to the schedule with a retention period of 30 days or until no longer administratively necessary.

 

Mayor Schwab moved, seconded by Clerk-Treasurer Kris King, and motion carried to accept the addition as presented.  The vote: All aye.

 

The changes presented and approved by this commission will be submitted to the Ohio History Connection for approval.

 

Meeting adjourned at 6:39.

 

                       

_______________________________

Kris King, Clerk-Treasurer