Henderson Memorial Public Library Records Retention Policy
Henderson Memorial Public Library, like other public entities in the State of Ohio, must retain certain records
from year to year. Although the Ohio Revised Code does not set guidelines for public libraries, the
Board of Trustees of Henderson Memorial Public Library adopts the following policy for records retention:
Records Retention Commission
The Records Retention Commission for Henderson Memorial Public Library is comprised of the Board of
Trustees and the Fiscal Officer. The Commission meets annually for the purpose of approving records to
be disposed of. The Fiscal Officer serves as the Records Officer and prepares the list of records to be
disposed of. The list is then sent to the Ohio Historical Society (OHS) for approval.
Records Retention File
A central file is permanently maintained to serve as the official record of all actions taken by the Records
Retention Committee. This file contains the minutes of the Committee's meetings and all inventory
records, disposal lists, approvals and certificates related to the retention or disposal of records.
Records Disposal Procedures
Records considered transitory in nature with durations listed as "Until no longer of administrative value"
may be disposed of without certification notice to the OHS. Such record series are noted on the record
retention schedule as "No RC-3."
Before eligible public records are to be disposed of, the Records Officer must inform the OHS of the
disposal through submission of OHS Form RC-3, giving the OHS fifteen (15) business days to select for its
custody those public records that it considers to be of continuing historic value.
The OHS may not review or select for its custody any records pursuant to Ohio Revised Code Section
149.432 providing confidentiality of library records and patron information.
Records of possible local historical value will be offered to the library's Archival Trust in lieu of
destruction, and if accepted will be accessed, used and disposed of as determined by the policies and
procedures of the Archival Trust.
Unless otherwise noted, retention schedules apply to original documents only. Copies or duplicates may be
disposed of when determined to be no longer of administrative value.
Litigation Holds
No record may be disposed of when subject to, or likely to be subject to, current or pending litigation,
claim, or proceeding.
No employee who has been notified by the Library of a litigation hold may alter or delete an electronic
record that falls within the scope of the hold. Violation of the hold may subject the individual to
disciplinary actions, up to and including dismissal, as well as personal liability for civil and/or criminal
sanctions by the courts or law enforcement agencies.
Computer Backups of Records
Computer backups of any of the records listed will be retained until superseded or no longer of
administrative value. Backups and archived computer data are not reasonably accessible, and are
expensive and unduly burdensome to recover.
Categories of Records
Records fall into two categories - Permanent and Non-Permanent. The attached list shows the retention
period of specific records. It has been compiled from recommendations of the State Auditor's Office and
the Ohio Historical Society, along with Federal guidelines for retention of certain records.
As an association library, we will continue to comply with these policies and procedures.
Approved HMPL Board of Trustees 8/16/05, Revised 7/12/06 & 6/9/09