Get Full Government Meeting Transcripts, Videos, & Alerts Forever!
Get email alerts on the Records Disposal topic
No spam. Unsubscribe anytime.
Solon Records Commission approves annual records disposal requests
Summary
The Solon Board of Education Records Commission approved the district’s annual records disposal request forms at its June 30 meeting after a treasurer’s presentation on how items are identified, verified when kept electronically, and shredded on site. The vote was unanimous.
The Solon Board of Education Records Commission approved the district’s annual records disposal request forms at its June 30 meeting, the treasurer said.
The treasurer told the commission that the items requested for disposal were “in compliance with the district’s records retention schedule,” and recommended the board approve all forms presented. The treasurer explained that the district’s retention schedule—prepared with legal counsel—must be reviewed by the Ohio Auditor of State and the Ohio Historical Society before it is used as the guideline for disposal.
The treasurer described the annual process for disposal requests: administrative offices review records against the retention schedule, staff submit disposal-request forms for supervisor review, and a final verifier signs off on items designated for destruction. On handling electronic records, the treasurer said a separate form is required when a paper copy will be destroyed because an electronic version is being retained: “If it’s electronic, tell me what you’re looking at…then they’re signing it and then it needs to go to somebody else as far as a final reviewer,” the treasurer said.
Examples of items listed for disposal included routine food-service reports, some older student discipline records, work permits and requisitions; the treasurer noted the overall volume for disposal has fallen in recent years because more records are kept electronically.
The motion to approve the disposal request forms was moved by Mr. Heckman and seconded by Mrs. Abramowitz. Miss Gena called the roll; votes recorded Yes from Mrs. Abramowitz, Mrs. Glavin, Mr. Heckman and Mr. Patton, and the motion was approved.
After approval, the treasurer confirmed that most approved items will be shredded on site and that only a small subset of critical records (as identified by the Ohio Historical Society review) would require additional review or forms to be sent for archival consideration. The commission then moved and seconded a motion to adjourn and closed the meeting.
