(a) The function of the Records Commission shall be to review records and disposal lists submitted by the municipal offices and to develop and implement a records disposal program. The disposal lists shall contain those records which have been microfilmed or no longer have administrative, legal or fiscal value to the City or citizens. Such records may be disposed by the Commission pursuant to procedure hereinafter outlined.
(b) The Records Commission shall approve all one-time records disposal (RC-1 Forms) and schedules of records retention and disposition (RC-2 Forms) in an open meeting under Ohio R.C. 121.22. Such forms shall be signed by the Mayor as Chairman of the Commission and sent, together with lists of municipal records approved for disposal, to the Ohio Historical Society to determine if any of the records are of continuing historical value. The Ohio Historical Society shall then forward the same to the Auditor of State for approval.
(c) When City records have been approved for a one-time records disposal or a schedule of records retention is initially approved by the Records Commission, the Ohio Historical Society shall be informed and shall be given an opportunity, for a period of sixty days, to select, for its custody or disposal, such public records as it considers to be of continuing historical value. If the Auditor of State disapproves of the action by the Commission, in whole or in part, he or she shall so inform the Commission within a period of sixty days, and such records shall not be destroyed.
(d) A properly approved schedule of records retention (RC-2 Form) shall constitute continuing authority to dispose of records when the schedule retention period has expired. The Commission may at any time review any schedule it has previously approved, and for good cause shown may revise that schedule.
(e) Prior to actual disposal of any records, a certificate of records disposal (RC-3 Form) shall be sent to the Ohio Historical Society and then to the Auditor of State a minimum of fifteen business days before the proposed disposal or destruction date.
(Ord. 2004-88. Passed 6-17-04.)