•Ohio History Connection
State Archives of Ohio
Local Government Records Program
800 E. 17"'Avenue
Columbus, OH 432 H-2474
OHIO
HISTORY
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Page lof 4
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CONNECTION
RECORDS RETENTION SCHEDULE (RC-2)- Part 1
Section A: Local Government Unit
Utilities Engineering
City of Hamilton, Ohio
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Richard Hawkins
(name)
(signature of responsible official)
(unit)
Director
(title)
nhAk
(date)
Section B: Records Commission
Records Commission
City of Hamilton
(513)785-7168
(telephone number)
45011
(zip code)
345 High Street, Suite 730 Hamilton
(address)
(city)
Butler
(county)
To have this form returned to the Records Commission electronically, include on email address: I}i£!eil^£eiJij)mjljxjjT.oh.us
I hereby certify that our records commission met m an open meeting, as required by Section 12! .22 ORC, and approved the
schedules listed on this form and any continuation sheets. I further certify that our commission will make every effort to prevent
these records series from being destroyed, transferred, or otherwise disposed of in violation of these schedules and that no record
will be knowingly disposed of which pertains to any pending legal case, claim, action or request. This action is reflected in the
minute/kept by this commission.
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Records Commission Chair Signature
L
71
"~~~~~~
j-i I..,.
Date
Section C: Ohio History Connection - State Archives
Title
Signature
Date
): Auditor of State
Signature
'
Title
Date
Please Note; The State Archives retains RC-2 forms permanently. It is strongly recommended that the Records Commission
retain a permanent copy of this form
SAO-/LGRP- RC-2 (Part 1 & 2), Revised August 20)4
Page 2 of 4
Section E: RECORDS RETENTION SCHEDULE (RC-2)
See instructions before completing this form.
Utilities Engineering
City of Hamilton
(local government entity)
0)
(2)
Schedule
Number
Record Title and Description
(3)
Retention
Period
1
!
(4)
Media
Type
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UE 16-001
UE 16-002
UE 16-003
UE 16-004
UE 16-005
UE 16-006
UE 16-007
UE 16-008
Transient Letters/Memos, including notes,
post-it notes, text messages, voicemail/phone
messages and other messages which serve to
convey information of temporary importance.
Drafts of Memos and Letters
General Correspondence
Internal meeting notices, agendas, meeting
notes
Telephone Bills
Reference publications and directories
Solicitations/advertising
Seminar Materials
Retain until
no longer
administratively
necessary
Retain until
no longer
administratively
necessary
2 years
Retain until
no longer
administratively
necessary
2 years
provided
audited
Until
superseded
or obsolete
Retain until
no longer
administratively
necessary
Retain until
no longer
administratively
i
necessary
1
Paper or
Electronic
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Paper or
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Aualfea means: tho years
encompassed by the records
have been audited by the
Auditor of State and the
audit report has been
released pursuant to
Sec.117.26O.R.C.
SAO-/LGRP- RC-2 (Part ] & 2), Revised August 2014
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Page 3 of 4
Section E: RECORDS RETENTION SCHEDULE (RC-2)
See instructions before completing this form.
City of Hamilton
Utilities Engineering
(local government entity)
UE 16-009
UE 16-010
UE 16-011
Original Agendas
6 years
Copies of Agendas
Retain until
no longer
adminstrativeiy
necessary
Retain until
City clerk is
in receipt
Retain until
superseded
or replaced
6 years
Copies of Council Communications (Council
Reports/Caucus Reports)
Administrative Directives
Paper or
Electronic
'^^Stb^rkp;
Paper or
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Electronic
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•;|^~'VC-
Paper or
Electronic
UE 16-013
6 yea rs
Paper or
Electronic
UE 16-014
Purchase orders, requests for checks, invoices.
vouchers, cash reports
Travel Requests/Expenses
3 yea rs
UE 16-015
Purchasing Card Reconciliation
3 years
provided
audited
2 5 years
after
contract
expiration
25 years
after
expiration
or
termination
25 years
after
expiration
or
termination
25 years
after
expiration
or
termination
Paper or
Electronic
Paper or
Electronic
UE 16-017
Pole Attachment Agreements
UE 16-018
Private Area Lighting Agreements
UE 16-019
Street Light Approvals
SAO/LGR.P- RC-2 (Part 1 & 2), Revised August 2014
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Payroll Records (including comp time records.
leave forms, payroll change notices)
Contracts/Agreements for Equipment &
Services
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UE 16-012
UE 16-016
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Paper or
Electronic
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Page 4 of 4
Section E: RECORDS RETENTION SCHEDULE (RC-2)
City of Hamilton
Utilities Engineering
(unit)
UE 16-020
UE 16-021
UE 16-022
UE 16-023
Easement Records
Backflow Prevention Documents
Permanent
5 Years
Pretreatment Program Test Reports, Inspection
Forms, Records
Bid Documents (Successful Bidder) and related
Construction Documents
UE 16-024
Bid Documents (unsuccessful)
UE 16-025
Grant Documentation
UE 16-026
Loan Documentation
Paperor
Electronic
15 years
after project
completion
2 years after
letting of
contract
5 years after
submittal
OR a ward
provided no
outstanding
disputes,
provided
audited
5 years after
debt is
retired
provided no
outstanding
disputes,
provided j
audited
Sec.
SAO-/LGRP- RC~2 (Part 1 &. 2), Revised August 2014
Paperor
Electronic
Paperor
Electronic
Paperor
Electronic
Paperor
Electronic
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