2013 CMHA HCVP Admin Plan - Cuyahoga Metropolitan Housing ...

XXI. RECORD RETENTION POLICY
PURPOSE/APPLICABILITY
A. PURPOSE
This policy establishes a continuing records management program, in compliance with
applicable laws and regulations (Section 149.33 et al of the Ohio Revised Code, State records
program and office of administration), providing for the periodic destruction of valueless noncurrent
records and the transfer of valuable non-current records into low-cost record storage
space. Adherence to this policy will enhance CMHA’s administrative efficiency by allowing the
reuse of storage space and filing equipment, while preserving those records that have historical
value.
B. APPLICABILITY
This policy is applicable Authority-wide.
Failure of staff to comply with this policy may result in disciplinary action.
C. AREAS OF RESPONSIBILITY
1) The Legal Department is responsible for the overall administration of this policy
including compliance with Section 149.33 et al of the Ohio Revised Code providing for retention
and distribution of public records.
2) Department Directors are responsible for monitoring compliance with the policy and
procedure for record retention and disposition within their departments.
3) All CMHA employees are responsible for complying with the policy and procedure
for record retention and disposition.
4) The Legal and Financial Services Department are to act in an advisory role on an
ongoing basis as to the appropriateness of retention periods for a specific record
D. GENERAL RECORD RETENTION AND DISPOSAL
1) Notwithstanding any other provision herein, all records must be retained by CMHA and
be available for review until after the report on the audit has been received covering the
period to which the records pertain and until any findings cited as a result of the audit
have been cleared.
2) Any records pertaining to claims or demands made by or against CMHA or to any
account in which CMHA is concerned, either as a debtor or creditor, will be retained until
such claims, demands, and accounts have been settled and adjusted; or until after the
expiration of the time specified in the governing statutes of limitations.
Copyright 2000 by Nan McKay & Associates
To be printed only with permission of Nan McKay & Associates
Unlimited copies may be made for internal use
Approved by CMHA Board of Commissioners
October 3, 2012
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