Agency Schedule Detail

Authorization Number : 10551600

Agency Series No. : BCI-ID-022

Status : Active

Agency Web Link :

Agency : AGO

Confidential Description : Mental health notifications and the information they contain are confidential and not public records (ORC 5122.311).

Division : AGOBCII

Vital Description : Mission critical system - hard to recreate.

Section :

Record Title : Mental Incompetency Forms

Revision : 1

Record Description : Notifications received by the Bureau of Criminal Investigation (BCI) from either the probate court, mental health facility, or state hospital as required by ORC 5122.311. Records may contain, but are not limited to, the subject's name, date of birth, social security number, and finding of a need for court ordered treatment or found by court "not guilty by reason of insanity" or "incompetent/mentally defective".

Retention Period	Retention Justification	Media Code	Method of Disposal
Retain until court order received requesting subject's removal from mental incompetency database.	Forms are supporting documentation to the National Instant Criminal Background Check System (NICS) records which need to be maintained for auditing purposes. NICS records maintained indefinitely until they are canceled by originating agency (28 CFR § 25.9).	Electronic	Delete
Retain until court order received requesting subject's removal from mental incompetency database. If scanned and saved electronically, destroy paper form.	Forms are supporting documentation to the National Instant Criminal Background Check System (NICS) records which need to be maintained for auditing purposes. NICS records maintained indefinitely until they are canceled by originating agency (28 CFR § 25.9).	Paper	Shred

Approvals

Status	Name	Title	Date
Approved	Nathan Owens	Records Officer	8/5/2021 10:01:46 AM
Approved	Terri Dittmar	Records Coordinator	8/10/2021 10:12:01 AM
Approved	Fred Previts	State Archivist	8/10/2021 11:42:56 AM
Approved	Martin Meeks	State Auditor	8/10/2021 1:31:35 PM

Notes

Date	Reason	User