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

3) CMHA will retain all records long enough to protect its interests under governing statutes
of limitation (as defined in the CMHA’s Record Retention Procedures); to comply with
requirements of State or local laws governing the custody and preservation of official
records; and to meet particular CMHA needs.
E. DEFINITIONS OF RECORD RETENTION DOCUMENTATION
“Records” includes any documents, device, item, regardless of the physical form or
characteristic, created or received by CMHA, which serves to document the organization,
functions, policies, decisions, procedures, operations, or other activities of CMHA.
How to determine retention for records created by CMHA:
1) A retention period, the lengths of time records are kept, is determined by assessing four
values for each record:
a. Administrative Value: A record has administrative value if used by the Authority
to carry out it duties. Administrative value is based on how often and for how
long the record is used by the office personnel and whether a program would be
jeopardized upon disposal of the record. Retain records as long as they have
administrative value.
b. Legal Value: A record has legal value if it documents or protects the rights and
obligations of citizens or of the Authority that created it. Retain records having
legal value until all the legal rights or obligations expire. The Legal Department
should help on this value.
c. Fiscal Value: A record has fiscal value if it pertains to the receipt, transfer,
payment, adjustment or encumbrance of funds, or if it is required for an audit.
Retain records as long as they have fiscal value.
d. Historical Value: A record has historical value if it documents an Authority’s
organization, policies, decisions, procedures, operations, or other activities; or if it
contains significant information about people, places, or events. Retain historical
records permanently.
2) “Schedule of Records Retention and Disposition” is an internal CMHA document
describing the records of the Authority and periods of record retention.
3) “Records Officer” is a single person in each department responsible for all aspects of
record retention and disposal within a department. The person designated may be the
department director or designee; in any case, it should be someone familiar with the
overall responsibilities of the department and records it creates and maintains.
4) “Certificate of Records Disposal” serves as a notification to the Cuyahoga County
Records Commission and to the Ohio Historical Society, State Archives, Local
Government Records (LGRP), that CMHA intends to dispose of records. It also provides
the Ohio Historical Society and the LGRP the opportunity to select for preservation
records that have continuing historical value or provide for other disposition under
Section 149.31 of the Ohio Revised Code.
5) “Cuyahoga County Records Commission” the functions of the Commission will be to
provide rules for retention and disposal of the records of CMHA and to review
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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