Blank Ohio Historical Society Template

What is the Ohio Historical Society form used for?

This form, known as the Records Retention Schedule (RC-2), is designed for local government units in Ohio to identify and schedule the retention and disposal of their public records. It ensures records are systematically managed according to state laws.

Who needs to fill out this form?

Local government entities such as municipalities, counties, townships, schools, libraries, or special taxing districts need to complete this form. A departmental official responsible for the records usually fills it out.

How is the Records Commission involved in this process?

The Records Commission plays a critical role. After the initial sections of the form are completed, it must be submitted to the commission. The commission approves the schedules in an open meeting and ensures the protection and lawful disposal of records as outlined in Ohio’s Revised Code.

What information is necessary for the Records Retention Schedule (Section E)?

For each records series, the form requires a schedule number, title, and description, the retention period, and the media type (e.g., paper, electronic). This section is essential for defining how long each record series should be retained before disposal.

How does one determine the retention period for records?

The retention period should be based on the content and use of the records series, possibly considering legal, administrative, and fiscal requirements. It can be specified in terms of time, an action (like completion of an audit), or both.

What is the role of the Ohio Historical Society (OHS) in this process?

The OHS’s Local Government Records Program reviews the form, especially focusing on Section C, to determine which records series will require a Certificate of Records Disposal (RC-3) before they can be disposed of. They ensure record series are managed in compliance with state guidelines.

What happens after the form is reviewed by the Ohio Historical Society?

Once reviewed, the form is forwarded to the Auditor of State's office for approval. Upon approval, the signed form is returned to the OHS-LGRP, and a copy of the approved form is sent back to the local Records Commission for their records.

What is the Certificate of Records Disposal (RC-3) mentioned in the instructions?

The RC-3 is a certificate that must accompany the disposal of any public record. It is submitted to the OHS-LGRP at least 15 business days before the intended disposal date. It specifies which records are to be disposed of and certifies that their disposal complies with the approved retention schedules.

Why is it recommended that the Records Commission keep a permanent copy of the RC-2 form?

Keeping a permanent copy of the RC-2 form is crucial for documenting the legal disposal of public records. It ensures there is a record of compliance with state laws regarding public records management and disposal.

Who approves the Records Retention Schedule?

After the form is completed and reviewed by the local Records Commission, the OHS-LGRP, and the Auditor of State’s office, it gains official approval. This multi-step process ensures that records retention and disposal practices comply with applicable Ohio laws and regulations.

1. Not fully completing Section A with detailed information about the local government unit, including both the name of the municipality, county, township, school, library, or special taxing district and the specific unit (department, agency, office) the records belong to. This oversight can cause significant confusion and delays because it might not be clear who is responsible for the records or which part of the government they pertain to.

2. Failing to provide complete contact information for the Records Commission in Section B, including the phone number, mailing address, county, and especially the email address for electronic return of the form. This mistake hampers communication efforts. It is essential as the email address is the vehicle through which the Records Commission receives the approved form electronically, facilitating smoother and faster processing.

3. Omitting the certification statement signature of the Records Commission Chairperson in Section B. Without this certification, the Ohio Historical Society and the Auditor of State’s Office cannot proceed with the review and approval of the form. This signature is not only a formality; it represents the Records Commission's compliance with public records laws and open meeting regulations, guaranteeing that the disposal of records will not violate legal requirements.

4. Incorrectly filling out the Records Retention Schedule in Section E by either providing vague titles and descriptions of records series, neglecting to specify the retention period clearly in terms of time or action, or overlooking the format of the records. This section is crucial for both legal compliance and effective records management. Accurate and detailed information ensures that records are retained for the appropriate duration and disposed of legally and efficiently.

Each of these mistakes can lead to significant delays, legal non-compliance, or the improper handling of valuable public records. It is imperative for those responsible for completing the Ohio Historical Society form to do so with attention to detail, ensuring all sections are accurately and fully filled out to facilitate efficient records management and compliance with state laws.

When dealing with the complexities of records management and legal compliance within local government entities in Ohio, the Ohio Historical Society form plays a central role. However, it is often just one piece in a broader puzzle. Various other forms and documents typically accompany or follow the submission of this form, each serving a specific purpose in the governance of records retention and disposal. These additional documents ensure comprehensive compliance with state laws and guidelines, facilitating efficient and lawful management of governmental records.

• Certificate of Records Disposal (RC-3): This document is essential for the legal disposal process of records. After determining which records series will require disposal, the RC-3 form outlines the specifics of these series, including their schedule numbers and descriptions. It serves as formal permission for the entity to lawfully dispose of the records in question, ensuring compliance with state regulations.
• Public Records Request Form: Though not always directly associated with the Ohio Historical Society form, this document becomes necessary when individuals or organizations request access to public records. It helps manage and track requests, ensuring that the local government unit responds appropriately and in compliance with Ohio's public records law.
• Minutes of the Records Commission Meeting: Essential for documenting the decisions made regarding records scheduling and disposal, these minutes serve as a permanent record of the actions taken by the Records Commission. They provide transparency and accountability, ensuring that all decisions comply with open meeting laws and records management policies.
• Records Inventory Form: Before an entity can properly fill out the Ohio Historical Society form, a comprehensive records inventory is often necessary. This document details all records held by the entity, including their formats, locations, and custodians. It is a critical first step in managing records effectively and ensuring accurate completion of the RC-2 form.
• Record Series Review Form: Similar to the RC-2, this form is used for reviewing and updating existing records retention schedules. It allows for the modification of retention periods, formats, and other crucial details to reflect changes in law, technology, or the operational needs of the entity.

Understanding and utilizing these documents in conjunction with the Ohio Historical Society form ensures that local government entities maintain their records in a manner that is both efficient and in full compliance with Ohio law. From the moment records are created until their eventual disposal, these forms guide the processes that protect and manage valuable public information. Comprehensive records management not only supports legal and operational needs but also promotes transparency and public trust.

The Ohio Historical Society Form, specifically the Records Retention Schedule (RC-2), is closely aligned with the Federal Records Act (FRA) documentation requirements set forth by the National Archives and Records Administration (NARA). Both sets of documents guide the assessment, scheduling, and disposal of records. They ensure records of historical significance are preserved, while others can be legally disposed of after their retention periods have expired. The emphasis on records' lifecycle management is a key similarity, emphasizing the importance of maintaining records in a manner that supports transparency, accountability, and historical preservation.

Likewise, the RC-2 form shares commonalities with State Freedom of Information Act (FOIA) request forms that are used to request access to public records. Both documents play a pivotal role in enforcing the public's right to know, but from different angles. Where the FOIA request forms are about access, the RC-2 form pertains to the proper management and eventual lawful disposal or preservation of those records. Both processes are essential for maintaining transparent and accountable local government operations.

State-level Vital Records forms for the management of birth, death, marriage, and divorce records exhibit parallels with the RC-2 form. Both types of forms enforce the systematic management of sensitive and important documents. The RC-2's role in dictating the retention schedules mirrors the function of vital records forms that ensure personal records are kept securely and disposed of in a manner that protects individual privacy while adhering to legal and regulatory mandates.

The Uniform Commercial Code (UCC) filing forms, used by businesses to announce their financial interests publicly, also share similarities with the RC-2 form. While serving different sectors, both forms standardize the documentation process and ensure compliance with respective legal requirements. They structure the maintenance and dissemination of records in ways that support legal processes, commercial transparency, and the safeguarding of rights.

Local School District Records Retention Schedules, similar to the RC-2, guide the preservation and disposal of educational records. Both document types are geared towards the proper management of records, emphasizing their critical role in historical documentation, privacy protection, and compliance with both state and federal education laws. The schedules ensure that records affecting students' futures are handled with the utmost care and in accordance with legal requirements.

Property Deed Recording forms used within county recorders' offices across the country bear a resemblance to the Ohio Historical Society Form in terms of their legal implications for records management. While the RC-2 form focuses on a broad array of local government records, property deed forms specialize in the documentation and preservation of real estate transactions, both aiming to ensure accurate, legal record-keeping that stands the test of time and legal scrutiny.

Corporate Annual Report Forms, required by state governments, parallel the RC-2 form in their function of documenting critical information that must be preserved and made accessible for legal, historical, or regulatory needs. These forms facilitate accountability and transparency in business operations and government activities, ensuring data is systematically recorded and maintained for future reference.

Lastly, the IRS Tax-Exempt Organization Annual Reporting form (Form 990) has similarities with the RC-2 form regarding the requirement to document and retain records systematically. Both serve to ensure accountability and compliance with government regulations, albeit in different contexts. They are integral to maintaining transparent operations and meeting legal obligations, highlighting the importance of structured record-keeping for institutional governance and public trust.

When filling out the Ohio Historical Society form, it's crucial to follow specific guidelines to ensure accuracy and compliance. Here are things you should do and shouldn't do during the process:

• Include the correct name of the local government entity (municipality, county, township, school, library, or special taxing district) for which the form is being submitted, specifying the unit (department, agency, office) if applicable.
• Ensure that the departmental official directly responsible for the records signs and dates the form.
• Provide a complete phone number and mailing address for the Records Commission, including the county, and an email address if you want the form returned electronically.
• Submit the form to your records commission for approval in an open meeting as required by Section 121.22 ORC, after completing sections A and E.
• Clearly articulate the retention period for each record in terms of time, action, or both, and include the formats of the records.
• Retain permanent copies of the approved form both at the local records commission and the originating office to document legal disposal of public records.
• Submit a Certificate of Records Disposal (RC-3) to the OHS-LGRP at least 15 business days before you intend to dispose of records.

• Do not leave any required fields incomplete, including the contact information for the Records Commission and the certification statement.
• Avoid submitting the form without the necessary approvals and signatures from the Records Commission Chairperson, the Local Government Records representative at the Ohio Historical Society, and the Auditor of State’s Office.
• Do not forget to include a clear title and a brief description of each record series being scheduled in Section E.
• Avoid using vague language when specifying the retention period and the formats of the record; be as specific as possible.
• Do not dispose of any records without submitting a Certificate of Records Disposal (RC-3) and obtaining the necessary approval.
• Do not ignore the guidelines for electronic returns of the form to the Records Commission if preferred.
• Avoid waiting until the last minute to submit the RC-3 form; plan accordingly to meet the 15 business days requirement.

Understanding how to properly complete and use the Ohio Historical Society (OHS) form, specifically the Records Retention Schedule (RC-2), can sometimes be confusing. There are several misconceptions about the process and its requirements. Let's clear up some of these misconceptions to make the process smoother for everyone involved.

• Misconception 1: The form is only for historical records. While it's managed by the Ohio Historical Society, the form actually pertains to the retention and disposal of all sorts of local government records, not just those with historical value.

• Misconception 2: Electronic submissions aren't allowed. Contrary to this belief, sections of the form clearly indicate that you can submit information electronically, such as providing an email address for the Records Commission in Section B for electronic return of the form.

• Misconception 3: Any department can dispose of records once the form is completed. Actually, the form requires approvals from multiple levels, including the Local Government Records representative at the Ohio Historical Society and the Auditor of State’s Office, before disposal can occur.

• Misconception 4: The form is overly complicated and difficult to fill out. While it may appear daunting at first, the form is structured to ensure all necessary details for records retention and disposal are clearly documented, making the process straightforward once you understand what's required in each section.

• Misconception 5: Only paper records need to be scheduled for retention and disposal. The form accommodates multiple formats of records, including paper, electronic, and microfilm, underscoring the importance of managing all types of records.

• Misconception 6: The Records Retention Schedule is final and cannot be updated. In reality, as operations and legal requirements change, the retention schedule can be revised, and a new form can be submitted for approval.

• Misconception 7: The form serves no real purpose other than bureaucratic compliance. Besides ensuring legal compliance, the form helps local government entities manage their records efficiently, making sure that vital records are preserved and unnecessary ones are properly disposed of, thereby saving space and resources.

• Misconception 8: The process doesn't protect against improper disposal. On the contrary, the form includes certifications and review processes specifically designed to prevent the destruction or disposal of records in violation of the schedules or legal requirements, ensuring transparency and accountability.

Clearing up these misunderstandings not only streamlines the records retention and disposal process but also underscores the importance of proper documentation and compliance within local government operations. Carefully completing the Ohio Historical Society form ensures that records are managed responsibly, balancing the need to preserve essential information with the practical necessity of disposing of obsolete records.

Filling out and using the Ohio Historical Society form, specifically the Records Retention Schedule (RC-2), is a critical process for local government units that manage public records. This form helps ensure that records are kept in compliance with state laws and regulations, aiding in transparency and efficient government operation. Here are four key takeaways for those tasked with completing and managing this form:

• Ensure Accurate Completion of All Sections: The RC-2 form is divided into several sections, each requiring specific information about the local government unit, the records commission, and the records themselves. It is essential to fill out the form accurately, including the local government entity's name, records commission contact details, and detailed records retention schedules. Misinformation or incomplete forms can lead to delays or non-compliance issues.
• Adhere to Open Meeting Laws: The certification by the Records Commission, as noted in Section B of the RC-2 form, must reflect that the records schedules were approved in an open meeting, complying with Section 121.22 of the Ohio Revised Code (ORC). This adherence underscores the commitment to transparency and public participation in governmental processes related to records management.
• Understand the Importance of Signatures: The form requires signatures from responsible officials in the local government unit, the Records Commission Chairperson, a representative of the Ohio Historical Society's Local Government Records Program (OHS-LGRP), and the Auditor of State’s Office. Each signature serves as a verification step and is crucial for the form’s validity. The process ensures that all parties review and approve the records retention schedules before they are implemented.
• Compliance with Disposal Procedures: Prior to disposing of any records, local government units must submit a Certificate of Records Disposal (RC-3) to the OHS-LGRP. This step is critical to ensure records are legally disposed of and in line with the approved retention schedules. Proper disposal of records not only complies with legal requirements but also protects sensitive information and optimizes records space management.

Comprehending and following the Ohio Historical Society's guidelines for record retention and disposal is not just about regulatory compliance; it is about fostering accountability and efficiency within Local Government Units. Proper use of the RC-2 form thus becomes an essential part of effective records management.