Free Ohio Historical Society Template

How to Use Ohio Historical Society

Embarking on the task of filling out the Ohio Historical Society's Records Retention Schedule, or RC-2 form, signals an important step in managing your local government entity's records with care and legal compliance. This document plays a pivotal role in ensuring that your entity's records are kept or disposed of according to state guidelines. Here's how to tackle filling out this form step by step.

1. Fill out the Page Number at the top right corner of each page to keep your documentation organized.
2. Complete Section A: Local Government Unit.
   • Include the name of your local government entity (municipality, county, township, etc.) and the specific unit or department, if applicable.
   • The departmental official directly responsible for the records must sign and date the form.
3. Proceed to Section B: Records Commission.
   • Enter the phone number and mailing address for the Records Commission, making sure to include the county.
   • If you prefer to have the form returned electronically, provide an email address.
   • The Records Commission Chairperson must sign and date the certification statement.
4. Leave Sections C and D for completion by the Ohio Historical Society - State Archives and the Auditor of State, respectively.
5. Fill out Section E: Records Retention Schedule.
   • Assign a schedule number for each records series, utilizing either a year and item numbering scheme or an abbreviated identifier.
   • For each records series, include the title, a brief description of the series, the retention period in terms of time or action (or both), and the media types (paper, electronic, etc.).
6. Submit the completed form to your records commission for approval at an open meeting as per Section 121.22 of the Ohio Revised Code (ORC).
7. Once approved, send the form to the OHS-LGRP via email at localrecs@ohiohistory.org or by mailing it to the State Archives of Ohio Local Government Records Archivist at the address provided.
8. Remember, before disposing of any records, you must submit a Certificate of Records Disposal (RC-3) to the OHS-LGRP, allowing at least 15 business days for processing.

By adhering to these steps, you'll ensure that your local government entity maintains compliance with state requirements for record retention and disposal, paving the way for organized and lawful management of valuable information.

What is the purpose of the Ohio Historical Society (OHS) form?

The Ohio Historical Society form, officially known as the Records Retention Schedule (RC-2), is designed to help local government entities in Ohio manage their records effectively. By completing this form, entities outline how long different types of records need to be kept (the retention period) before they can be disposed of. This process ensures that records are managed in compliance with state laws and regulations, preserving essential documents while allowing for the legal disposal of others once they are no longer needed.

Who needs to complete the OHS form?

The form must be completed by local government units in Ohio, which include municipalities, counties, townships, schools, libraries, and special taxing districts. The responsible departmental official of the local government entity is required to sign and date the form, indicating their authority and responsibility for the records covered by the form.

How is the form submitted?

After completing sections A and E of the form, it should be submitted to the local government's records commission for approval in an open meeting, as required by Section 121.22 of the Ohio Revised Code. The records commission then completes section B and forwards the form to the Ohio Historical Society Local Government Records Program (OHS-LGRP) either via email at localrecs@ohiohistory.org or by mail to their Columbus address. The form undergoes further review and approval processes by the OHS-LGRP and the Auditor of State’s Office before it becomes effective.

What happens after the form is approved?

Once the form is fully approved, the OHS-LGRP will return a copy of the approved form to the Records Commission. It is recommended that both the records commission and the originating office retain permanent copies of the form. These copies serve as legal documentation for the disposal of public records according to the approved schedules.

What if records need to be disposed of?

At least 15 business days before intending to dispose of records, a Certificate of Records Disposal (RC-3) must be submitted to the OHS-LGRP. This certificate specifies which records are to be disposed of and confirms that their disposal is in accordance with the approved retention schedule. It's important to note that copies of the RC-3s will not be returned.

Can the form be returned electronically?

Yes, to have the form returned electronically to the Records Commission, an email address must be included in section B of the form. This option allows for faster communication and simpler retrieval of the approved document for records management purposes.

What is the significance of the retention schedule numbers and descriptions in Section E?

Schedule numbers and descriptions in section E are crucial for precisely identifying and managing the various series of records held by the local government entity. These numbers and descriptions not only help in organizing records but also in determining the appropriate retention period and format for each series of records, ensuring compliance with both legal requirements and operational needs.

When filling out the Ohio Historical Society form, specifically the Records Retention Schedule (RC-2), there are common mistakes people tend to make. It's important to avoid these errors to ensure the form is processed smoothly and complies with the necessary regulations. Here's a brief overview:

1. Not including the name of the local government entity (e.g., municipality, county, township, etc.) for which the form is being submitted in Section A. This is crucial for identifying the jurisdiction of the records.

2. Omitting the department or unit within the local government entity in Section A can lead to confusion about which specific department's records are being considered.

3. Failing to have the departmental official, who is directly responsible for the records, sign and date the form, thus missing an essential authorization in Section A.

4. Skipping the completion of the phone number and mailing address for the Records Commission in Section B. This information is necessary for contact and correspondence.

5. Not providing an email address in Section B for electronic return of the form, if preferred, which can delay the communication process.

6. Forgetting to have the Records Commission Chairperson sign the certification statement in Section B before review and approval by the Ohio Historical Society and the Auditor of State’s Office.

7. In Section E, incorrectly handling the schedule numbering scheme, which helps in organizing and referencing specific records series.

8. Providing vague titles and descriptions of records series in Section E which can lead to misinterpretation of the records’ content and use.

9. Omitting the retention period for records in Section E or being unclear whether it's based on a specific timeframe, an action (like an audit), or both, which is critical for legal compliance.

Besides these specific section errors, other general oversights include:

• Not checking for the most recent form version, which can result in using outdated criteria.

• Forgetting to submit the form to your records commission for approval in an open meeting as required by Section 121.22 of the Ohio Revised Code.

• Failure to maintain a permanent copy of the approved form for legal documentation of public records disposal.

Ensuring each part of the form is completed accurately and in detail not only satisfies legal requirements but also facilitates effective records management within Ohio's local government entities.

When handling the bureaucratic intricacies of record management within government entities, the Ohio Historical Society Form, known within the circles as the RC-2, serves as a critical document. However, this form rarely travels alone through the maze of legal and administrative procedures. To ensure comprehensive compliance and meticulous records management, several other forms and documents often accompany the RC-2. Let's take a closer look at these crucial companions that play pivotal roles in the process.

• RC-1: Records Inventory Worksheet – Before drafting a Records Retention Schedule (RC-2), entities typically start with an RC-1, which helps in identifying and cataloging all records within their custody. This foundational document is essential for determining the value and disposition of the records.
• RC-3: Certificate of Records Disposal – After the retention schedule is approved, an RC-3 form is necessary for the actual disposal of records. This document provides evidence that records were disposed of in accordance with the approved retention schedules, ensuring legal compliance.
• RC-9: Notice to the Public of Records Commission Meeting – Transparency is key in government operations, and the RC-9 form serves to inform the public about upcoming Records Commission meetings. It ensures that the community is aware of discussions regarding records retention and disposal policies.
• Minutes of the Records Commission Meeting – While not a standardized form like the RC series, maintaining minutes of the Records Commission's meetings is vital. These records document the decisions made regarding records management policies and schedules, providing an audit trail and ensuring accountability.
• Records Destruction Log – A detailed log of all records destroyed, including the date of destruction, description of records, and method of destruction. This internal document supports compliance with approved retention schedules and serves as an audit record.
• Legal Hold Notices – In the event of litigation or audits, legal hold notices are issued to suspend the disposal of records that may be relevant to the case. These documents are crucial for ensuring that records are preserved for legal proceedings or investigations.

In the grand tapestry of governmental records management, these documents and forms interweave to create a robust framework ensuring the preservation, timely disposal, and legal compliance of records. Navigating these procedures with a comprehensive understanding and the right documents in hand not only safeguards historical and legal integrity but also upholds the transparency and accountability of public entities to their constituents. It's a journey through time, guided by paperwork, with the ultimate goal of responsible governance and public trust.

The Federal Records Retention Schedule is one document similar to the Ohio Historical Society form. Both serve as authoritative guidelines for managing the lifecycle of records within their respective jurisdictions. The Federal Records Retention Schedule outlines the minimum length of time that federal records must be kept, covering a broad array of record types and subjects, much like the Ohio document specifies retention periods for local government records. These schedules are critical tools in ensuring compliance with legal and regulatory requirements regarding the preservation and destruction of records.

State Archives Submission Forms found in other states provide another parallel, as they guide the process of submitting records to state-level archives for preservation. Similar to Ohio's form, these documents often require details about the governmental unit, records to be archived, and certification from the submitting agency. This ensures a standardized approach to recordkeeping across different levels of government, facilitating easier management and retrieval of records when necessary.

The National Archives and Records Administration (NARA) Transfer Request Form shares similarities, notably in facilitating the transfer of records from federal agencies to the National Archives for permanent preservation. Like the Ohio form, NARA's document necessitates detailed information about the records, including their retention schedules and descriptions. Both forms serve as crucial steps in safeguarding the nation's documentary heritage at their respective federal and state levels.

Library of Congress Deposit Forms also bear a resemblance. These forms are used by contributors to submit materials to the Library of Congress collections. Though more focused on library acquisitions, like the Ohio Historical Society form, they require detailed information about the materials being submitted, ensuring proper cataloging and preservation. Both forms play a role in preserving cultural and governmental records for future reference and research.

The School District Records Retention Schedule, specific to educational institutions, closely matches the Ohio Historical Society form concerning schools. Both documents dictate how long different types of school records must be retained. They address various records, from student files to administrative documents, emphasizing their legal and functional importance within educational administration.

Municipal Records Disposal Authorization Forms, used by city and town governments, offer guidelines for the proper disposal of municipal records. Like the Ohio form, they require approval from a relevant authority before records can be destroyed, ensuring that vital records are retained for the appropriate duration and that disposal complies with legal standards.

The Special Taxing District Records Schedule mirrors the Ohio form's sections on special taxing districts, stipulating how long records related to taxation and revenue in specific jurisdictions should be maintained. Both documents ensure that financial and operational records of these districts are managed in a transparent and legally compliant manner.

Electronic Records Management Guidelines, while broader in scope, share the Ohio form’s interest in specifying retention for electronic records. These guidelines often detail how electronic records, from emails to digital documents, should be stored, preserved, and eventually disposed of, aligning with the Ohio form’s instructions on handling different media types.

The Certificates of Records Disposal, similar to the RC-3 mentioned in the Ohio document, guide the process of legally disposing of records. These certificates are crucial for documenting the destruction of records in a compliant manner, ensuring that the process is transparent and in accordance with established retention schedules.

Lastly, the Local Government Transparency Guidelines in some states resemble the Ohio Historical Society form in their emphasis on maintaining open records for public access until their disposal. These guidelines mandate the documentation, retention, and, ultimately, the proper disposal of records to promote transparency and accountability in local government operations, paralleling the objectives seen in the Ohio Historical Society’s form directives.

When filling out the Ohio Historical Society form, also known as the Records Retention Schedule (RC-2), several practices should be followed to ensure accuracy and compliance. Below are key dos and don'ts:

• Do include the name of the local government entity (municipality, county, township, school, library, or special taxing district) for which the form is being submitted in Section A, as well as the specific unit, department, agency, or office if applicable.
• Do not leave the signature fields in Sections A, B, C, and D blank. The form requires the signatures of the departmental official directly responsible for the records, the Records Commission Chairperson, the reviewing agent from the Ohio Historical Society Local Government Records Program (OHS-LGRP), and the approving agent at the Auditor of State’s office to validate the form.
• Do complete all necessary contact information for the Records Commission in Section B, including phone number, mailing address (with county), and an email address if you wish to receive correspondence electronically.
• Do ensure that the records commission approves the schedules listed on the form in an open meeting pursuant to Section 121.22 ORC, as reflected in the minutes kept by the commission.
• Do articulate a retention period for each records series in Section E, specifying the duration (e.g., six years), any actions required (e.g., until audited), or both.
• Do not forget to include all required information about each records series in Section E, including schedule numbers, titles and descriptions of the records, retention periods, and media types.
• Do submit the form to your records commission for approval before sending it to the OHS-LGRP, as per the general instructions. Also, remember to submit a Certificate of Records Disposal (RC-3) at least 15 business days before the intended disposal of records.

By following these guidelines, individuals completing the form can help ensure it meets the requirements set by the State Archives of Ohio Local Government Records Program and contributes to effective and lawful management of public records.

When dealing with the Ohio Historical Society form for managing local government records, many misconceptions arise. Understanding the facts can simplify the processes and ensure legal compliance. Here's a clearer picture.

• It's just about getting rid of old records. Many think the form's sole purpose is to discard records. In truth, its main function is to establish a legally approved retention and disposal schedule, safeguarding essential records and legally disposing of those no longer needed.

• Any department can complete the form on their own. Actually, the form requires collaborative effort. It starts with the local government entity's department or unit, moves to the Records Commission for approval, and then goes through the Ohio Historical Society and the Auditor of State's Office. Each step ensures checks and balances.

• Email addresses are optional. While it might seem trivial, including an email address for electronic return of forms expedites feedback and approval from the Records Commission, enhancing the efficiency of the scheduling and approval process.

• Once submitted, the work is done. After submitting the form, the local government entity must await approval and potentially address any needed adjustments. Subsequently, a Certificate of Records Disposal (RC-3) is required before actual disposal, emphasizing ongoing responsibility.

• All records are treated the same. Different records have varying retention periods and formats, factoring into how each is managed and disposed of. Tailored attention to each record series' specific requirements is necessary.

• The process is solely a formality. Beyond mere procedural compliance, this process ensures that vital governmental records are preserved for historical and legal purposes, protecting the community's interests and maintaining transparency.

• The Ohio Historical Society directly handles records disposal. The Society's role is more about oversight and ensuring legal compliance. Actual disposal, following approval, remains the local entity's responsibility, demonstrating local autonomy within state guidelines.

• There's no need to retain copies of the completed form. Both the state archives and the local records commission are advised to keep permanent copies of the approved form. This documentation is crucial for legal compliance and for reference in case of disputes or audits.

Understanding these aspects can demystify the process, highlighting its importance in managing public records efficiently and within legal frameworks.

The Ohio Historical Society form is an essential document for managing local government records within the state. It outlines a clear process for the retention and disposal of these records. Here are key takeaways about completing and using this form:

• The form is divided into sections that guide the local government unit through the process, starting from identifying the unit and ending with the details of the records retention schedule.
• Section A requires the name of the local government entity and its unit, such as a municipality, county, or school, and the signature of the departmental official responsible for the records.
• In Section B, the contact information for the Records Commission must be detailed, including a certification signature by the Commission Chairperson. This section emphasizes the importance of the Records Commission's role in overseeing the form's approval.
• An email address should be provided if the commission prefers the form to be returned electronically, highlighting the form's adaptability to modern communication methods.
• Sections C and D involve higher-level reviews and approvals by the Ohio Historical Society Local Government Records Program and the Auditor of State, ensuring that records disposal complies with state regulations.
• Section E, the Records Retention Schedule, is where specific details about each records series are recorded, including a numbering scheme, description, retention period, and format.
• It is important to note that some records series will require a Certificate of Records Disposal (RC-3) before they can be disposed of, indicating a tiered approach to record management.
• The general instructions provide critical contact information and steps for submitting the form, including the requirement for approval in an open meeting as per Section 121.22 of the Ohio Revised Code.
• Lastly, the instructions underscore the importance of legal compliance and the prevention of unauthorized records disposal, protecting against the loss of records that may pertain to ongoing legal matters or have historical value.

This form, a pivotal tool in the management of local government records in Ohio, underscores the collaborative effort between local government entities, the Records Commission, the Ohio Historical Society, and the Auditor of State to ensure the preservation and lawful disposal of these records.