GAR-RPM-01
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Annual Reports and Publications
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Printed matter published by state agencies for distribution to the public. Also includes other published annual and periodic reports on agency activities.
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Upon publication, fulfill the requirements of ORC 149.11. Destroy excess copies when no longer of administrative value.
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GAR-BLM-03
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Purchase of Land Records
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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.
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Upon completing requirements of ORC 117.49, retain in agency until property is sold or conveyed.
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GAR-V-02
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Motor Vehicle Registration and Purchase Documents
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Records include vehicle title application, dealer invoice, power of attorney, and odometer statement.
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Retain with the records of the application for the duration of ownership of the vehicle, then destroy.
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IT-OP-02
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Data Processing Hardware Documentation
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Records documenting the use, operation, and maintenance of an agency's data processing equipment including operating manuals, hardware/operating system requirements, hardware configurations, and equipment control systems.
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Retain until the agency no longer uses related hardware and all data is transferred to and made useable in new hardware environment, then destroy.
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GP-O-01
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Organizational Charts
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Table of Organization, charts, graphs to organize the structure of positions within an agency.
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Retain until superseded. The current chart will be audited by Auditor of State.
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IT-OP-14
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Tape Library Control Records
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Records used to control the location, maintenance, and disposition of magnetic media in a tape library including list of holdings, control logs, and "scratch reports" regarding the destruction of tape library electronic files.
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Retain until superseded, then destroy.
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GP-O-05
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Position Descriptions
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Duties and responsibilities that detail knowledges, skills, and abilities for a position number.
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Retain until superseded, replaced or obsolete.
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IT-AS-03
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Training Course Information
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Memoranda, flyers, catalogues, registration forms, rosters, and other records relating to training courses run by a data processing user support or office automation support unit.
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Retain until superseded, obsolete, or replaced, then destroy. See GP-O-08
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GAR-CM-03
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Lists/Directories
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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.
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Retain until superseded, obsolete, or replaced, then destroy.
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GP-O-12
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Training Manuals
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Manuals produced or attained by an agency for internal personnel training.
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Retain until superseded, obsolete, or replaced, then destroy.
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IT-AD-01
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Information Resources Management and Data Processing Services Plans
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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.
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Retain until superseded, obsolete or replaced, then transfer to State Archives for their possible retention or destruction. See GAR-PP-02
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IT-AD-02
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Data Processing Policies
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Records of data processing policies including those covering access and security, systems development, data retention and disposition, and data ownership.
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Retain until superseded, obsolete or replaced, then transfer to State Archives for their possible retention or destruction. See GAR-PP-02
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IT-OP-01
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Data Processing Operating Procedures
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Records of procedures for data entry, the operation of computer equipment, production control, tape library, system backup, and other aspects of a data processing operation.
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Retain until superseded, obsolete or replaced, then transfer to State Archives for their possible retention or destruction. See GAR-PP-02
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GAR-PP-03
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Executive Orders and Proclamations
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Executive Orders, Proclamations, and copies of instructions issued by the Governor as the Chief Executive of State Government in pursuant to ORC 119.03 (G). Original on file permanently with Secretary of State.
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Retain until superseded, obsolete or replaced, then destroy.
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IT-OP-05
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Data Processing Disaster Preparedness and Recovery Plans
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Records related to the protection and reestablishment of data processing services, equipment and data (back-up files) in case of a disaster.
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Retain until superseded by revised plan, then destroy.
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GAR-RR-02
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Records Inventory & Analysis Worksheet
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Used for conducting an inventory of an agency's record series. Requests vital information to be used in determining the retention period and disposition of a record. Includes the record series title and description, location and inclusive dates of the records, volume, and media type.
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Retain until superseded by an updated inventory or until record series is no longer created, then destroy.
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GAR-RR-01
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Records Retention Schedule
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Form used to identify the length of time a record must be retained before final disposition. Includes record series title and description, media types, retention period, and method of disposal.
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Retain until superseded by a revised retention schedule, or until record series is no longer maintained, then destroy.
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GP-PAY-01
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Attendance Records
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Data collected from an electronic timekeeping system to establish payable work hours and attendance including, but not limited to, time of day employee begins and ends work on a given day, hours worked each day, and total hours worked each work week.
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Retain until State Audit, audit report is released, all discrepancies are resolved, then destroy.
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GF-WV-01
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Request for Replacement Warrants that were Lost, Never Received or Forged/Stolen
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Records or forms that include Claim for Reissuance of Voided Warrant form, Voided Warrant Certification form, Affidavit of Forgery form and related documentation submitted to the Office of Budget Management.
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Retain until State Audit, audit report is released, all discrepancies are resolved, then destroy.
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GF-BA-03
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Fund Appropriation Request
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Allows state agencies to establish or increase appropriation authority in special funds.
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Retain until State Audit, audit report is released, all discrepancies are resolved, then destroy.
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