General Schedule List

Search Results

Series ID	Record Title	Description	Retention Period
GAR-BLM-01	Lease Records of Lands or Buildings	Contractual agreements between the State and various parties conveying an estate in property for a limited period, subject to various conditions, in exchange for monetary or other types of consideration. Records include, but not limited to, related correspondence, actual signed contract, transactional documents, security reviews, facility specs (blueprints) and needs.	Fulfill the requirements of ORC 117.49. Retain 2 years after expiration of lease, then destroy.
GAR-BLM-02	Maintenance and Repair of Buildings	Records documenting the maintenance and repair of agency buildings including, but not limited to, the actual request, reviews, correspondence, electronic database information, and documentation of completion.	Retain 2 years, then destroy.
GAR-BLM-03	Purchase of Land Records	Appraisals, encumbrances, fund transfers, plans, resolutions, Attorney General opinions, contracts and any other original documents related to the acquisition of real property by the State of Ohio.	Upon completing requirements of ORC 117.49, retain in agency until property is sold or conveyed.
GAR-BLM-04	Real Estate Property and Deed Records	Records and inventory of real estate and land acquisitions. Records include deeds, property surveys, property maps, other records pertinent and related to Real Property.	Retain for 1 year after recorded with County Auditor, then destroy.
GAR-BLM-05	Capital Asset Records	All records for tangible property including, but not limited to, boilers, chillers, exhaust systems, manufacture warranties, instructions, and engineering drawings.	Retain 2 years after asset is sold or salvaged, then destroy.
GAR-BLM-06	Capital Projects Master	Used to establish descriptive information for each capital project and to update previously entered capital projects data.	Retain until audited by Auditor of State and audit report is released and all discrepancies are resolved, then destroy.
GAR-C-01	Bid documents, ITB, RFP, RFQ or similar documents related to purchasing, construction, personnel services	All solicitation documents and electronic data records contained in the OAKS Financial Sourcing module.	Based on ORC 2305.06, retain 6 years after contract expires, then destroy. OAKS: 3 bienna plus current year.
GAR-C-02	Supplier Master Input Document	Used to establish descriptive information about a supplier or update previously entered supplier data.	Retain until State Audit, audit report is released and all discrepancies are resolved, then destroy.
GAR-C-03	Contract Encumbrances, Procurements, Complaints to Vendors, and Related Contract Documents	Requisitions and purchase orders authorizing purchase of goods and services including quotes, contracts and other agreements, and electronic data records contained in the OAKS Financial Sourcing modules.	Based on ORC 2305.06, retain 6 years after contract expires, then destroy. OAKS: 3 bienna plus current year.
GAR-CM-01	Correspondence, Executive	Incoming and outgoing correspondence of agency head dealing with significant aspects of the administration of their offices. Records document major activities, organizational functions, agency history, and includes information concerning agency policies, procedures, program, fiscal and personnel matters.	Retain 2 years then transfer to State Archives.
GAR-CM-02	Correspondence, General	Routine correspondence pertaining to day-to-day activities of the office. Includes internal correspondence (letters, memos), correspondence from various individuals, companies, and organizations requesting information pertaining to agency and legal interpretations; requests for routine information or publications provided to the public by an agency which are answered by standard form letters, and other miscellaneous inquiries. This correspondence is informative (it does not attempt to influence agency policy).	Retain 1 year, then destroy.
GAR-CM-03	Lists/Directories	Includes mailing lists, directories, rosters, and registers compiled by an agency including lists/directories of current and former employees, agency and departmental contacts, and service providers.	Retain until superseded, obsolete, or replaced, then destroy.
GAR-CM-04	Transient Documents	All informal communications which convey information of temporary importance in lieu of oral communication including telephone voicemail, chats, posts, instant, and text messages, post-it notes, drafts, generic emails, social media posts, and shared departmental calendars. These communications have very little administrative value as they do not set policy, establish guidelines, define procedures, certify a transaction, or become a receipt.	Retain until no longer of administrative value, then destroy.
GAR-CM-05	Transient Documents	Obsolete: Use GAR-CM-04
GAR-LL-01	Attorney General Formal Opinions	Official statement of the Attorney General's views on a legal question issued to state agencies that bear the signature of the Attorney General with all pertinent materials attached thereto.	Retain until no longer of administrative or legal value, then destroy.
GAR-LL-02	Attorney General Informal Opinions	Official statement of the Attorney General's views on a legal question prepared by Assistant Attorney General of the Opinions Section. (Therefore, an informal letter may not be described as an official statement of the Attorney General's views on the question and should not be cited as an "Attorney General opinion".)	Retain permanently.
GAR-LL-03	Legislation	Reference copies of state and federal legislation of interest to an agency. Inclusive of working documents in the formulation or support/opposition to the legislation, correspondence, and any other related support documentation.	Retain until no longer of administrative value, then destroy.
GAR-LL-04	Administrative Rules	Records used to draft agency rules, including worksheets, Joint Committee on Agency Rule Review proceedings, and transcripts of public hearings.	Retain 5 years after rule is published, then destroy.
GAR-LL-05	Claims and Litigation Records	These records document legal cases involving an agency, including court records, research materials, reports, correspondence, and other related information.	Retain 2 years after case is closed and no further appeals can be filed, then destroy. If case is dismissed without prejudice, retain one year after statute of limitations runs, then destroy.
GAR-LL-06	Delinquent Claims	Used by state agencies to request that the Attorney General pursue collection of dollars owed to them that they have not been able to collect.	Retain until no longer of administrative value, then destroy.