Records Retention Commission approves adding broad 'transient records' category to clerk of courts schedule

The Madison County Records Retention Commission voted to approve an amended records-retention schedule for the clerk of courts that adds item 1265, a broad category for "transient records" to cover records that do not document the administration of the clerk's office.

Commission discussion focused on whether to list only particular media types (for example, unsolicited mail, internet browser history, and text messages) or to adopt a broader entry that would not be limited to named formats. A staff member recommended adding item 1265 and defining the retention period as "until no longer of administrative value," and specifying that the category apply to both paper and electronic media. The commission adopted the amendment and then approved the schedule as amended.

According to the commission, the approved schedule will be forwarded to the Ohio History Connection and to the state auditor for further review; the commission also noted the county commissioners may need to execute or acknowledge the schedule as a subsequent administrative step. The five voting members listed for this action are the chairman of the board, the prosecutor, the auditor, the recorder and the clerk; the vote was recorded as unanimous.

The amendment responds to operational concerns raised when handling public-records requests and aims to avoid narrowly limiting the transient-records category to a short list of digital or paper formats. The commission instructed staff to add item 1265 to the clerk of courts schedule, sign the document and complete the established submission steps to the state review entities.