Agency Schedule Detail

Authorization Number : 035-0029

Agency Series No. : LSC-BF-GA

Status : Active

Agency Web Link :

Agency : LSC

Confidential Description :

Division :

Vital Description :

Section :

Record Title : BILL FILES

Revision : 4

Record Description : Versions of bills, supporting bill documents, such as bill analyses, fiscal notes, synopses, specialized budget bill descriptive documents, such as redbooks, comparison documents, budget in details), and public testimony kept by the LSC staff members who staffed the committee. Generally documents are preserved in two series: Bills (with testimony) and Analyses (the supporting bill documents), corresponding to each biennial session of the Ohio General Assembly.

Retention Period	Retention Justification	Media Code	Method of Disposal
Retain in LSC computer area for four years; transfer to LSC Library Files to keep for another four years. Materials are to be microfilmed, but beginning with the 123rd General Assembly the Bill Series, and beginning with the 126th General Assembly, the Analyses series, the documents are scanned as tiff or pdf images. Check Microfilm or tiff images for quality and completeness. After 8 total years the paper files may be disposed.	Needed for LSC staff reference.	Paper	Wastepaper
Machine readable documents related to the bill files shall be converted to tiff or retained as pdf images and merged with the appropriate series of scanned paper documents. Machine readable documents available to the librarian and related to bill files are available from multiple sources and many are copies of paper documents in the physical bill file that are saved for a total of 8 years. The machine readable copies available to the librarian may be erased upon the completion of the process to create the tiff or pdf images, proofing for quality and completeness, and the creation of the DVD and an online archive on an LSC network drive. Maintain copy of tiff or pdf images in library on DVD and in an online archive on an LSC network drive; deposit a DVD of tiff or pdf images to the State Archives	Needed for LSC staff	Electronic	Archives
Maintain copy of microfilm in library; deposit original microfilm at State Archives.	Needed for LSC staff reference.	Microform	Archives

Approvals

Status	Name	Title	Date
Approved	Deborah Tavenner	Records Officer	10/5/2021 9:44:44 AM
Approved	Terri Dittmar	Records Coordinator	10/6/2021 9:49:11 AM
Approved	Martin Meeks	State Auditor	10/6/2021 1:01:56 PM
Approved	Fred Previts	State Archivist	10/8/2021 1:00:06 PM

Notes

Date	Reason	User