Records Retention Policy

Bliss Memorial Public Library
Bloomville OH

Records of Bliss Memorial Public Library will be retained according to the following schedule. The retained records maybe in the form of electronic, print or other media. Records shall fall into two categories: Permanent and Non-Permanent. The following list shows the retention period of specific records, which is compiled from recommendations of the State Auditor’s Office, Seneca County and the Ohio Historical Society.

Annual Fiscal reports to the Auditor of State
Annual reports to the State of Ohio
Audit reports from the Auditor of State
Board of Trustees minutes
Board Policies
Building Specifications
OPERS records
Personnel records for active employees
Annual payroll summary reports
Circulation reports
Historical files
Contracts15 years
Employment applications1 year if not hired
Library card applicationRetained as long as the card is active
Library material request for review3 years
Accounting ledgers3 years, provided audited
Bank deposit receipts3 years, provided audited
Bank statements3 years, provided audited
Bids-successful and unsuccessful15 years, 2 years
Budgets filed with Co. Budget Comm.10 years (County says permanent)
Cancelled checks3 years, provided audited
Check register3 years, provided audited
Cash receipt books3 years, provided audited
Contracts, leases, grants15 years after completion
Depository agreementsUntil superseded or audited
Expenditure reports3 years, provided audited
Insurance policies2 years after expiration with no claims
InventoriesUntil suspended
Investments3 years, provided audited
Lost materials/fine recordsDelete after payment
Monthly finanical reports3 years, provided audited
Personnel files for ex-employees-
including leave requests (sick & vacation)
W-2, W-4, Worker's Comp Claims,
Emergency contact forms
10 years after termination
(County says permanent)
Policies and ProceduresUntil susperseded
Purchase orders3 years, provided audited
Time sheets3 years, provided audited
Vouchers (including invoices)3 years, provided audited

June 16, 2020