Miami Valley Risk Management Association
Record Retention and Disposition Policy

Originally Adopted by MVRMA Board: 3/21/05

PURPOSE

As a public entity joint self-insurance pool organized under ORC 2744.081, MVRMA must manage its records so as to comply with the applicable provisions of State Law governing political subdivisions and the applicable rules and regulations established by the Ohio Historical Society (OHS) which is designated by section 149.31, Ohio Revised Code, as the “archives administration for the State of Ohio and its political subdivisions.”  To fulfill these responsibilities, OHS administers the Local Government Records Program (LGRP) which has jurisdictional oversight responsibility under the Ohio Public Records Act. 

Each year MVRMA generates literally thousands of documents and records.  If not managed properly, these records can become a legal liability, waste valuable space, increase operating expenses, and consume a vast amount of staff time.  This policy has been established to ensure the proper management, retention, and disposition of records created or handled by MVRMA and to bring MVRMA into compliance with Ohio’s Public Records Act.

POLICY STATEMENT

The Executive Director shall be responsible for the completion and submittal of a Schedule of Records Retention and Destruction form (RC-2) to the LGRP at the OHS for its approval.  The schedule is to be developed using the suggested records retention periods contained in the Ohio Municipal Records Manual published by the OHS as well as schedules used by other similar special districts.  MVRMA shall retain all records for the minimum time periods shown on the approved RC-2 form.  MVRMA may dispose of or cause records to be destroyed only after:

1. Receiving prior written notice from the Ohio Historical Society that MVRMA’s Schedule of Records Retention and Disposition (RC-2) has been approved.

2. Providing written notice to the Ohio Historical Society of MVRMA’s intent to destroy/dispose of specifically identified documents by submission of a Certificate of Records Disposal (RC-3) at least 15 days prior to destroying those documents.

The Executive Director is authorized to create additional record retention and disposition guidelines and procedures in order to comply with the Ohio Public Records Act or recommendations from the OHS-LGRP.  The electronic mail retention guidelines are incorporated into this policy as shown on the attachment.

Although not required by the Ohio Revised Code for Special Districts, MVRMA will establish a Records Commission.  The MVRMA Records Commission will review retention and disposition schedules, verify that proper procedures are followed for scheduling and disposing of records, approve revised retention schedules and maintain a central file containing copies of the following forms: RC-1, RC-2, RC3 and minutes of Records Commission meetings.

The MVRMA Nominating/Awards Committee shall function as the Records Commission and be on call of the Chair.  The Records Commission Meetings are open to the public under the Ohio Open Meetings Act.

Electronic Mail Retention Guidelines

An E-Mail is a Record if it documents the organization, function, policies, decisions, procedures, operations, or other activities of the office, and the standard of retention set by the State of Ohio must be adhered to.

The following guidelines are to be followed regarding e-mail messages:

    1. E-mail that qualifies as records should be printed and placed in the appropriate record file within 90 days of receipt, and the retention for that record file must be followed.  If there is an attachment to an e-mail, the transmission document is part of the record and must be printed and filed.

    2. Both the sender and receiver are responsible for determining the retention value of the e-mail and treating it accordingly.

    3. Create folders for received and sent messages to use within the 90 days or for use after e-mail has been printed and filed.

    4. Delete personal messages as soon as you read them.

    5. Delete "transient messages" which are messages that fall into the retention category of "until no reasonable necessity exists for the administrative operation of the office." An example of this would be an e-mail that was sent in lieu of a phone call or an exchange of e-mail messages to set up a meeting.

    6. Keep inbox and sent folders clean.

    7. Do not save multiple copies of threads.  When you send a message and get a response with your original message attached, you begin to have several layers with the same information.  You only need to save the last message.

    8. Always use a short informative subject line.  This gives the receiver some indication of the importance of the message and gives reference for the proper electronic filing of the document.

    9. Generally focus on one subject for each message.