(a) Council hereby makes the following findings of fact:
(1) Village records continue to pile up at an excessive rate compared to storage capacity.
(2) The laws of the State of Ohio permit the destruction of some but not all Village records.
(3) The destruction of Village records that are permitted to be destroyed is useful, appropriate, and in the long run, cost effective.
(b) All Lewisburg, Ohio, Village records required by the laws of the State of Ohio to be kept and preserved shall continue to be kept and preserved.
(c) All Lewisburg, Ohio, Village records permitted by the laws of the State of Ohio to be destroyed shall be timely destroyed by the Fiscal Officer or authorized agent by fire or other allowable means. The date of records destruction shall be December 31 (or as soon thereafter as feasible) of the calendar year in which the record has to be maintained under the laws of the State of Ohio and/or the Ohio Municipal Records Manual. Example: May 15, 1998, Village dated record has a legally required retention period of five years would have a target destruction date of December 31, 2003.
(d) The first target destruction date is herein scheduled for December 31, 2003, from which all Village currently existing and other records allowed to be destroyed shall be destroyed.
(e) All Village records required by any federal, state, or other applicable law to remain confidential or under privacy rules shall remain confidential or under privacy rules up to the time of and including their destruction. Included in this rule, but not exclusive of other Village records, are income tax returns and records.
(f) All notice and appropriate offerings of Village records targeted for destruction shall be done according to the laws of the State of Ohio and/or the Ohio Municipal Records Manual before said Village records are destroyed, subject to subsection (e) hereof.
(g) The Public Records Commission may make further rules and regulations to supplement this section.
(Ord. 2002-10. Passed 10-3-02.)