(A) The Records Commission shall be composed of the Mayor, the Auditor, the Law Director and a citizen appointed by the Mayor.
(B) The citizen appointed to the Records Commission shall have resided in the state for five years. The citizen shall serve a term of three years and may be re-appointed to an additional term of three years, but shall not serve more than six years on said Commission. The citizen shall serve without compensation. Failure to attend two consecutive meetings of the Records Commission by the citizen shall be cause for dismissal from the Commission.
(C) The Records Commission shall appoint a Secretary who is not a member of the Commission and who shall serve at the pleasure of the Commission.
(D) The Secretary to the Commission shall keep minutes of all meetings, schedule all meetings and notify the members of the date, time and location of the meetings.
(E) The Records Commission shall meet at least once every six months, in January and July, and meet at other times upon call of the Mayor. All meetings shall be open to the public. Notice of said meetings shall be posted where city ordinances are posted at least 14 days in advance of the meeting.
(F) Functions of the Commission.
(1) The Commission shall provide rules for retention and disposal of records of the municipal
corporation using the latest edition of the state’s Municipal Records Manual, published by the state’s Historical Society as a guide.
(2) The Commission shall review all applications for one-time disposal of obsolete records and schedules of records retention and disposition submitted by the city’s departments and divisions.
(3) The Commission may review any schedule it has previously approved and may revise that schedule in consultation with the department or division head. The Commission may dispose of records pursuant to the procedure outlined in this section.
(R.C. § 149.39)
(G) Files of the Commission.
(1) The Records Commission shall maintain a central file containing copies of all schedules, applications and certificates of records disposal approved or received by the Commission. The Commission shall maintain minutes of all Commission meetings. All Commission records shall be considered permanent records.
(2) Copies of schedules, applications and certificates of records disposal shall be provided to each department and/or division as they pertain thereto.
(H) Procedure for disposition of obsolete records.
(1) The Commission shall send all applications for one-time disposal of obsolete records (RC-1) or any schedule of records retention and disposition (RC-2) submitted by department and divisions heads to the Local Government Records Program at the state’s Historical Society for review. The state’s Historical Society shall review the application or schedule within a period of not more than 60 days after its receipt of it. During the 60-day review period, the state’s Historical Society may select for its custody from the application for one-time disposal of obsolete records any records it considers to be of continuing historical value, and shall denote upon any schedule of records retention and disposition any records for which the state’s Historical Society will require a certificate of records disposal prior to their disposal. Once reviewed by the state’s Historical Society, the state’s Historical Society shall forward the application for one-time disposal of obsolete records or the schedule of records retention and disposition to and the Auditor of State for the Auditor of State’s approval or disapproval. The Auditor or State shall approve or disapprove the application or schedule within a period of not more than 60 days after receipt of it. The Commission shall be notified and shall, in turn, provide a copy of the approval or disapproval to the appropriate department or division head.
(R.C. § 149.381(B) and (C))
(2) The Commission shall send all schedules of records retention and disposition (RC-2) submitted by department and division heads to the state’s Historical Society for review. Once reviewed by the state’s Historical Society, once reviewed by the Local Government Records Program at the state’s Historical Society and the Auditor of State, the Commission shall be notified and shall, in turn, provide a copy of the approval or disapproval to the appropriate department or division head.
(3) The Commission shall send all submitted certificates of records disposal (RC-3) to a the Local Government Records Program at the state’s Historical Society, and shall allow the Society at least 21 days to select for its custody those public records that it considers to be of continuing historical value before allowing the disposal of those records. Before public records are to be disposed of pursuant to an approved schedule of records retention and disposition (RC-2), the Records Commission shall inform the state’s Historical Society of the disposal through the submission of a certificate of records disposal (RC-3) for only the records required by the schedule to be disposed of, and shall give the society the opportunity for a period of 15 business days to select for its custody those public records, from the certificate submitted, that it considers to be of continuing historical value.
(R.C. § 149.381(D))
(Ord. 4134, passed 5-10-2012)