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Stow City commission approves records-retention updates and one-time disposal of police exam files
Summary
The Stow City Records Commission approved updated RC-2 retention schedules for the municipal court, police department and service department and authorized a one-time disposal of police sergeant exam files; actions were approved by voice vote and the commission set a possible next meeting for March 5, 2026.
Stow City Records Commission members approved updated RC-2 records-retention schedules for the municipal court, police department and the service department and authorized a one-time disposal of police sergeant exam files during the September commission meeting (date not specified). Motions to approve each item passed by voice vote.
The municipal court submitted an RC-2 schedule to align its retention practices with the clerk of court and other city offices. A municipal court representative said the schedule mirrors RC-2 schedules used throughout the city and will allow the court to begin routine records maintenance and cleanup once the commission adopts the schedule. The commission noted that if any items require an RC-3 (historical records disposal) the court would return for separate approval.
The commission also approved an RC-2 update for the police department intended to accommodate both older, paper records and records after the department’s 2016 shift to online systems. The packet included a request for a one-time disposal of “2,011 sergeant exam files and 2,014 sergeant intent and chief exam files.” Commissioners approved the disposal by voice vote; no roll-call tally was recorded in the transcript.
The service department’s RC-2 update reflects a change in how accounts-receivable materials are retained after the city adopted a new invoicing system in the finance platform referenced in the meeting as VSNA. The service department speaker, identified in the meeting as Debbie Bennington, said accounts receivable are now retained electronically in the city finance system and that Puco (utility) documents will be kept in paper form for two years.
Votes at a glance: - Approval of minutes (motion to approve): passed by voice vote. - One-time disposal: police sergeant exam files ("2,011 sergeant exam files and 2,014 sergeant intent and chief exam files"): motion passed by voice vote; no roll-call recorded. - RC-2 update: Municipal Court: motion passed by voice vote; commission noted potential separate RC-3 filings if historical disposals are needed. - RC-2 update: Police Department (updated to include pre-2016 records and post-2016 paperless practices): motion passed by voice vote. - RC-2 update: Service Department (accounts receivable retention moved to finance system; Puco documents two-year paper retention): motion passed by voice vote.
The commission set a potential next meeting for March 5, 2026, if needed, and then adjourned. Meeting discussion included assurances that implementing the updated schedules would not change procedural requirements for records that must be handled as historical (RC-3) disposals; those would require separate submissions to the commission.
