General Schedule List

Search Results

Series ID	Record Title	Description	Retention Period
GAR-RPM-03	Newspaper Releases and News Bulletins	Includes news/press releases and bulletins issued by an agency informing the public about events, activities, and accomplishments.	Retain in agency for two years, then contact State Archives for review and possible transfer. Dispose of if not transferred.
GAR-RPM-04	Audiovisual Materials	Includes photographs (negatives, prints, slides, transparencies, and related items) audio and video recordings documenting state agency activities and functions. Also includes any corresponding logs or indices. Does not include records scheduled according to content such as surveillance/security video or recordings of hearings/meetings.	Retain in agency for two years, or until information is no longer of administrative value, then contact State Archives for review and possible transfer. Dispose of if not transferred.
GAR-RPM-05	Monthly & Weekly Reports	Documents and advises supervisors and management status of on-going office activities to include projects, issues and events; advises supervisors of various events and issues.	Retain 1 year, then destroy.
GAR-RPM-06	Minutes of Agency Staff Meetings	Minutes and supporting records documenting internal policy decisions.	Retain 2 years, then contact State Archives for review and possible transfer. Dispose of if not transferred.
GAR-RPM-07	Minutes of Official Public Meetings	Official minutes, orders, and decisions of a state agency, commission, board, or council.	Retain 2 years, then contact State Archives for review and possible transfer. Dispose of if not transferred.
GAR-RPM-08	Visitors' Log	Records and may include visitor badges documenting the entry and departure of employees and visitors into a State office building during and/or after office hours.	Retain 45 days, then destroy.
GAR-RPM-09	Minutes of Official Public Meetings	Obsolete: Use GAR-RPM-07
GAR-RPM-10	Visitors' Log	Obsolete: Use GAR-RPM-08
GAR-RR-01	Records Retention Schedule	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.	Retain until superseded by a revised retention schedule, or until record series is no longer maintained, then destroy.
GAR-RR-02	Records Inventory & Analysis Worksheet	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.	Retain until superseded by an updated inventory or until record series is no longer created, then destroy.
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.
GAR-RR-04	Records Disposal Documentation	Documentation certifying the destruction or transfer of records according to an approved records retention schedule. May include title of record series, inclusive dates, retention schedule number, volume of records, and method of disposal.	Retain 2 years, then destroy.
GAR-RR-05	Certificate of Compliance for Agency Records Retention Schedules	Ohio Revised Code Section 149.33 requires all executive agencies to annually file the Certificate of Compliance with DAS State Records Administrator. This certificate identifies the status of the agencies records program.	Retain 5 years or until scanned, then destroy.
GAR-V-01	Motor Vehicle Titles	Vehicle title indicating state ownership of the vehicle.	Retain during ownership of vehicle, then transfer to new owner.
GAR-V-02	Motor Vehicle Registration and Purchase Documents	Records include vehicle title application, dealer invoice, power of attorney, and odometer statement.	Retain with the records of the application for the duration of ownership of the vehicle, then destroy.
GAR-V-03	Motor Vehicle Operational Files/Fleet Ohio and Cost Files/Voyager (Fuel, Maintenance, Employee Operations, etc.)	Records include retail fuel receipts, internal fuel transaction logs, vehicle long-term assignment forms, records relating to the employee operation of a state vehicle, vehicle complaints, traffic/parking citations, trip logs when required, lease agreements, purchase of parts and maintenance records. FleetOhio is a comprehensive fleet management information system that captures and retains the following information: vehicle tracking, work order processing, preventive maintenance scheduling, parts, fuel inventory, vehicle component warranty costs and motor pool management (reservations, tracking logs, Voyager reconciliation packets, etc.)	Retain during ownership of vehicle, then destroy.
GAR-V-04	Motor Vehicle Disposition Files	Vehicle Turn-In documents reflecting condition of vehicle, vehicle transfer, donation, or salvage.	Retain 3 years after the vehicle is disposed of.
GAR-V-05	Accident Reports	Records include repair estimates, repair invoices, and loss notification.	Retain during ownership of the vehicle, and an additional 3 years after the vehicle is sold.
GAR-VT-01	Out-of-State Travel Request	Obsolete: Use GAR-CM-04
GAR-VT-02	Travel Expense Report	Obsolete: Use GF-WV-04