General Schedule List

Search Results

Series ID	Record Title	Description	Retention Period
GAR-RR-03	Records Storage Service Request	A form identifying the type of records kept, date and department that are used to deposit, retrieve, return and destroy records stored off-site.	For deposits, destructions and returns, retain 2 years after transaction is completed, then destroy. For retrievals only, retain until transaction is completed (returned to storage), then destroy.
GP-O-07	Written Reprimands	A reprimand that documents a violation of work rules or policies by an employee of the agency.	Retain 2 years from effective date unless an agreement has been established and no other discipline imposed during the last 2 years
GP-M-08	Accident, Health & Safety Records, Incident Reports, OSHA Reports, etc.	Accident, Health & Safety Records, Incident Reports, OSHA Reports, etc.	Retain 5 years, then destroy.
GF-M-07	Accounting Entity Description, Accounts Payable Ledger and Accounts Receivable Ledger	Accounting Entity Description, Accounts Payable Ledger and Accounts Receivable Ledger	Retain until State Audit, audit report is released and all discrepancies are resolved, then destroy.
GAR-PP-01	Policies and Procedures	Administrative policies and procedures governing the operation, regulations, and/or procedures of an agency or program, including directives, manuals, and handbooks. Series may include executive level policies and procedures which are used by the head of an agency or executive level office and address agency-wide operations, critical agency functions, or issues of public visibility or concern.	Retain 2 years after revised, superseded, or obsolete, then contact State Archives for review and possible transfer. Dispose of if not transferred.
GP-M-07	Affirmative Action Plans	Affirmative Action Plans	Retain 2 years, then contact State Archives for review and possible transfer or destruction.
GF-WV-03	Request for Stop or Cancellation of Warrant	Agency authorization for Stop Payment / Warrant Cancellation including Stop Payment Warrant EFT Cancellation	Retain until State Audit, audit report is released and all discrepancies are resolved, then destroy.
IT-AD-01	Information Resources Management and Data Processing Services Plans	Agency IT plans, data processing services plans, strategic plans, and related records used to plan for information systems development, technology acquisitions, data processing services provision, or related areas.	Retain until superseded, obsolete or replaced, then transfer to State Archives for their possible retention or destruction. See GAR-PP-02
GAR-LL-07	Licenses, Permits, Certifications	All documents relating to application and grant or denial of an administrative license, permit, etc. May include applications, inspection forms, testing documentation, supporting materials, and related correspondence.	Retain 1 year after final expiration, including all renewals, or 1 year after denial, 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-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-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.
GF-BA-03	Fund Appropriation Request	Allows state agencies to establish or increase appropriation authority in special funds.	Retain until State Audit, audit report is released, all discrepancies are resolved, then destroy.
GF-BA-05	Request for Transfer of General Appropriation and Re-allotment of Quarters	Allows state agencies to transfer funds between appropriation line items. ORC 127.13	Retain until scanned in OAKS or audited by State Auditor, audit report is released, and all discrepancies resolved. Electronic: 8 years
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.
GF-M-01	Internal Audit Reports	Audit reports and work papers created by an agency's internal audit unit or similar functioning unit.	Retain until audited by State Auditor, audit report is released, and all discrepancies are resolved, then destroy.
IT-SD-03	Automated Program Listing/Source Code	Automated program code which generates the machine-language instructions used to operate an automated information system.	Retain for 3 system update cycles after code is superseded or replaced, then destroy.
IT-OP-13	Automated Tape Library System Files	Automated records used to control the location, maintenance, and disposition of magnetic media in a tape library.	Retain until related records or media are destroyed or withdrawn from the tape library, then destroy.
GF-M-08	Balance Sheets	Balance Sheets	Retain 2 years, then destroy.
GF-M-09	Bank Deposit Slips, Ledgers, Bank Statements, Cancelled Checks and Related Documents	Bank Deposit Slips, Ledgers, Bank Statements, Cancelled Checks and Related Documents	Retain until State Audit, audit report is released and all discrepancies are resolved, then destroy.