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

ecords, the intended date of the disposal taken from the Schedule of Records
Retention and Disposition and the method of disposition (i.e., burn, shred, to State
archives, landfill, etc.).
b. Upon receipt of the request, the Legal Department will prepare a Certificate of
Records Disposal.
c. At least 15 days prior to the planned disposition, the Legal Department will send
the original to the Commission, in care of the Cuyahoga County Archives. The
Commission will preserve a copy of the certificate for its files, and will send the
original to the Ohio Historical Society, LGRP. The LGRP will send a copy of the
form to the Auditor of the State. The Legal Department is to retain a file copy of
the Certificate.
d. The Legal Department will advise the Records Officer to proceed with the records
disposal as proposed on the Certificate if the Legal Department or the
Commission has not been contacted by the Ohio Historical Society, LGRP or the
Auditor of State by the proposed date of disposal.
G. STORAGE OF NON-CURRENT RECORDS
Based upon the retention periods in the Schedule of Records Retention and Disposition, noncurrent
records, as determined by the Records Officer and/or the Department Director, will be
kept in storage boxes at an off-site storage company. Each Records Officer will be in charge of
labeling, numbering, boxing, and sending the non-current records to storage. The label will
include a description of the records and inclusive dates. Each Records Officer, on a form
supplied by the storage company, should prepare a box-by-box inventory. This form should be
placed in the box that is to be stored and the Records Officer should retain a duplicate
Schedule
Number Record Title & Description Retention Period
08-01
08-02
08-03
CLIENT SERVICES
Mod Rehab Contracts
Media
Type
Current Mod Rehab Contracts with
Owners Retain hard copy permanently Paper
Opt-out Mod Rehab Contracts with
Owners
Expired Mod Rehab Contracts with
Owners
Tenant Files-Active-HCVP, Mod Rehab,
Project-Based(Cross Reference-Archived
Files at 08-56)
Retain 5yrs, then destroy provided
audited
Retain 5yrs, then destroy provided
audited
Paper
Paper
08-04 Photo ID for Head of Household
Retain original year, current year & 3yrs
history then destroy, provided audited.
Supercedes 02-02.
Paper
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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