Ohio Historical Society Template in PDF

The Ohio Historical Society form is a critical document for local government entities in Ohio to manage their records effectively. However, several other forms and documents accompany it in the records retention and disposal process. Below is a list of these documents, each serving a unique purpose in ensuring compliance with state regulations.

• Certificate of Records Disposal (RC-3): This form is required to officially dispose of records. It must be submitted to the Ohio Historical Society after the Records Commission has approved the disposal of specific records. The RC-3 outlines the records being disposed of and confirms that the retention period has expired.
• Records Retention Schedule (RC-2): This document details how long various records should be kept. It includes schedule numbers, record titles, descriptions, and the retention period for each record series. The RC-2 must be approved by the Records Commission before submission.
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• Records Commission Meeting Minutes: These minutes document the discussions and decisions made during Records Commission meetings. They serve as proof that the commission met in compliance with state law and approved the records retention schedules.
• Public Records Policy: This policy outlines how a local government entity manages its public records. It includes procedures for requesting records, handling confidential information, and ensuring compliance with state laws.
• Request for Records Form: This form allows individuals or entities to request access to public records. It typically requires details about the records sought and may include a signature line for the requester.
• Audit Report: An audit report evaluates the records management practices of a local government entity. It assesses compliance with state regulations and provides recommendations for improvement.
• Retention Policy Guidelines: These guidelines provide detailed instructions on how to create and maintain a records retention schedule. They help ensure that records are kept for the appropriate duration and disposed of legally.
• Electronic Records Management Plan: This plan outlines how electronic records are created, maintained, and disposed of. It addresses issues such as data security, backup procedures, and compliance with legal requirements.
• Training Materials for Records Management: These materials are designed to educate staff on best practices for managing records. They cover topics such as retention schedules, disposal procedures, and legal obligations.

Understanding these forms and documents is essential for local government entities in Ohio. Proper management of records not only ensures compliance with state laws but also enhances transparency and accountability in public administration.

When filling out the Ohio Historical Society form, there are several important guidelines to follow. Here’s a handy list of what to do and what to avoid:

• Do include the full name of the local government entity, such as the municipality or county, at the top of the form.
• Do ensure that the departmental official responsible for the records signs and dates the form.
• Do provide complete contact information for the Records Commission, including a phone number and email address for electronic correspondence.
• Do articulate a clear retention period for each records series, specifying timeframes or actions as needed.

• Don't forget to have the Records Commission Chairperson sign the certification statement before submitting the form.
• Don't leave out any required information, such as the title and description of the records series.
• Don't submit the form without first getting approval from the Records Commission in an open meeting.
• Don't assume that the form is effective until all necessary signatures have been obtained.

By following these do's and don'ts, you can help ensure a smoother process when submitting your records retention schedule. Taking the time to double-check your work can save you from potential headaches down the road.

Key Takeaways for Using the Ohio Historical Society Form

• Clearly identify the local government unit and responsible department in Section A. Accurate information is crucial for proper processing.
• Ensure the Records Commission completes Section B with up-to-date contact information. This includes phone numbers and email addresses for electronic communication.
• Understand that the Ohio Historical Society's reviewing agent will indicate which records require a Certificate of Records Disposal (RC-3) prior to disposal. This step is essential for compliance.
• Retain copies of the completed form. Both the local records commission and the originating office should keep permanent copies to document the legal disposal of public records.

The Ohio Historical Society form shares similarities with several other documents used in record management and retention processes. Below are six documents that exhibit comparable features:

• Records Retention Policy: This document outlines how long different types of records should be kept, similar to the retention periods specified in the Ohio Historical Society form. Both documents serve to ensure compliance with legal and organizational standards.
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• Certificate of Records Disposal (RC-3): This form is closely related as it is used to formally request the disposal of records. The Ohio Historical Society form indicates when an RC-3 is necessary, establishing a clear process for record disposal.
• Records Management Plan: This plan provides a comprehensive strategy for managing records throughout their lifecycle. Like the Ohio Historical Society form, it includes sections for retention schedules and compliance with regulations.
• Public Records Request Form: This document allows individuals to request access to public records. Both forms emphasize transparency and accountability in record-keeping practices within local government entities.
• Audit Report: An audit report reviews compliance with record retention policies and practices. Similar to the Ohio Historical Society form, it ensures that records are managed properly and that there is a clear trail of accountability.
• Records Inventory Form: This form helps catalog records held by an organization, much like the Ohio Historical Society form requires details about records series. Both documents assist in maintaining an organized and accessible records system.