Form Rc-3 Certificate Of Records Disposal - Ohio Historical Society

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INSTRUCTIONS - FORM RC-3

USE OF FORM:

Serves as a notification to your local records commission and to The Ohio Historical Society/State Archives, Local Government Records Program

(OHS-LGRP), that your office intends to dispose of the records listed on the form as authorized by an approved RC-2 form. It also provides an

opportunity for the OHS-LGRP to select for historical records, or to provide for other disposition under Section 149.31ORC.

WHEN TO USE:

Prepare and send this RC-3 a minimum of fifteen (15) business days before the proposed disposal date.

CERTIFICATION:

This is a legal document representing compliance to the Ohio Revised Code and a commitment to maintain any microfilm master negatives

according to American National Standards Institute (ANSI) Standards when the source document is listed for disposal on this RC-3. Therefore, the

certification requires the signature of the official responsible for the records.

SUBMISSION:

Send the original RC-3 to:

The Ohio Historical Society

State Archives of Ohio

Local Government Records Program

800 E. 17

Avenue

Columbus, OH 43211-2497

Retain a permanent copy for your office files and send an additional copy to your records commission.

NOTE:

You office or records commission will not receive a copy of the RC-3 back. Your office will be contacted if a record is selected for its historical value

or if there are questions about the records listed on the form.

Page 2

(1) RECORD SERIES TITLE:

Record series title as shown on your retention schedule (RC-2). This information is critical for documenting the disposal; include

additional descriptive information if necessary to aid in the appraisal and selection process.

(2) AUTHORIZATION FOR DISPOSAL:

Schedule number marked as needing review by OHS-LGRP as shown on your approved RC-2 and the date it was approved by

your local records commission.

(3) MEDIA TYPE (DESTROYED):

Medium of the record series you are disposing of, for example, paper, film, disk, magnetic tape, optical disc.

(4) OTHER MEDIA TYPE (RETAINED)

If your government plans to retain the records series in another medium, list each type of medium in which it is being retained. For

example: microfilm, microfiche, optical disc, electronic storage, etc.

(5) INCLUSIVE DATES OF RECORDS

Enter the time period encompassed by the records being disposed of such as: Jan. 2008 to Dec. 2008, etc.

(6) PROPOSED DATE OF DISPOSAL

Enter the proposed disposal date; the OHS-LGRP has fifteen business days to review the disposal form. It is recommended that a

few extra days for mail delivery be included.

(7) FOR USE BY OHS-LGRP

OHS-LGRP may write clarifying notes or notes about possible records transfers.

NOTICE CONCERNING MEDIA AND FORMAT CHANGES

The Local Government Records Program strongly discourages the use of electronic formats for long-term retention of records unless the records are also maintained in an eye-

readable format such as paper or microfilm. It is a responsibility of the local government to ensure the preservation and accessibility of any records retained in electronic

format. For guidelines on electronic records issues, visit

Never use a microfilm master negative except to create a use copy from it.