General Schedule List

Search Results

Series ID	Record Title	Description	Retention Period
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-LL-08	Public Record Request	Documents pertaining to public requests, including but not limited to the original request, correspondence between staff and requestor, redacted and un-redacted responsive records. Maintained to document compliance with public records law obligations (ORC 149.43).	Retain for 3 years, then destroy.
GAR-OES-01	Office Equipment Service Request	Records documenting service and repairs to equipment, including installation requests and maintenance orders.	Retain 1 year or until State Audit, audit report is released and all discrepancies are resolved, then destroy.
GAR-OES-02	Physical Inventory Records and Fixed Asset Reports	Records, reports, and other working documents which detail the annual fixed asset inventory of equipment owned or leased by an agency. Includes description and location which detail the annual fixed asset of the office. These records are compared to OAKS records to reconcile differences and used to compile an annual report.	Retain for 3 years or until superseded, provided audited by Auditor of State, audit report is released and all discrepancies are resolved, then destroy.
GAR-OES-03	Postal Records and Delivery Slips	Records documenting an agency's incoming and outgoing physical mail and packages. Includes registered/insured mail logs, meter reports, postal reports, stamp requisitions, delivery slips, and packing lists of non-asset tagged equipment.	Retain 1 year, then destroy.
GAR-OES-04	Direct Purchase Orders and Requisitions related to purchase of goods or services	Documents related to direct purchase orders, requisitions, and other documents related to purchase of goods or services.	Retain until State Audit, audit report is released and all discrepancies are resolved, then destroy.
GAR-OES-05	Intra-State Transfer Voucher	Documents related to authorizing payment to another stage agency for goods and/or services received and serves as the basis for disbursing funds.	Retain until State Audit, audit report is released and all discrepancies are resolved, then destroy.
GAR-OES-06	Accounts Payable Invoices	Bill for goods shipped or services rendered matched with purchase orders and receiving reports.	Retain until State Audit, audit report is released and all discrepancies are resolved, then destroy.
GAR-OES-07	Release and Permit for Direct Purchases	Documents related to making emergency purchases of all materials, supplies, and equipment and to make direct purchases or engage in contract of a service.	Retain until State Audit, audit report is released and all discrepancies are resolved, then destroy.
GAR-OES-08	Requisitions for Supplies	Documents used to order supplies from a storeroom.	Retain until State Audit, audit report is released and all discrepancies are resolved, then destroy.
GAR-OES-09	Postal Records, Registered Mail, Insured Mail Logs, and Metered Mail	Obsolete: Use GAR-OES-03
GAR-OES-10	Postal Reports, Stamp Requisitions	Obsolete: Use GAR-OES-03
GAR-OES-11	Miscellaneous Surplus Property Disposition Files	Documentation of tagged and non-tagged assets scheduled for salvage, utilized to reconcile exceptions to physical asset inventory in OAKS. Includes Miscellaneous Surplus Property Turn-In Document form which documents asset and serial numbers, agency contact, description of items and condition of asset.	Retain 3 years after property is disposed of.
GAR-OES-12	Printing Request Orders	Used to submit specification for a printing job to State Printing and to encumber the dollars needed for the job. Includes agency contact information, account, and product specification (i.e., page size, ink and color options, finishing).	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.
GAR-PP-02	Directives, Manuals, and Handbooks	Obsolete: Use GAR-PP-01
GAR-PP-03	Executive Orders and Proclamations	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.	Retain until superseded, obsolete or replaced, then destroy.
GAR-PP-04	Management and Operations Reports	Reports created by state agency staff or outside consultants concerning the management or operations of a state agency. May include executive level reports pertaining to agency wide operations, critical functions, or issues of public visibility and concern which are initiated by the head of an agency or in response to a legislative order, executive order, court order, or federal requirements.	Retain 2 years after revised, superseded, or obsolete, then contact State Archives for review and possible transfer. Dispose of if not transferred.
GAR-RPM-01	Annual Reports and Publications	Printed matter published by state agencies for distribution to the public. Also includes other published annual and periodic reports on agency activities.	Upon publication, fulfill the requirements of ORC 149.11. Destroy excess copies when no longer of administrative value.
GAR-RPM-02	Speeches	Printed or recorded copies of public speeches given by representatives of state agencies pertaining to agency policies, programs, or issues.	Retain in agency for two years, then contact State Archives for review and possible transfer. Dispose of if not transferred.