Ohio Code 149.331 – State record administration program
The state records program of the department of administrative services shall do all of the following:
Terms Used In Ohio Code 149.331
- Records: includes any document, device, or item, regardless of physical form or characteristic, including an electronic record as defined in section 1306. See Ohio Code 149.011
- state: means the state of Ohio. See Ohio Code 1.59
- State agency: includes every department, bureau, board, commission, office, or other organized body established by the constitution and laws of this state for the exercise of any function of state government, including any state-supported institution of higher education, the general assembly, any legislative agency, any court or judicial agency, or any political subdivision or agency of a political subdivision. See Ohio Code 149.011
(A) Establish and promulgate in consultation with the state archivist standards, procedures, and techniques for the effective management of state records;
(B) Review applications for one-time records disposal and schedules of records retention and destruction submitted by state agencies in accordance with section 149.333 of the Revised Code;
(C) Establish “general schedules” proposing the disposal, after the lapse of specified periods of time, of records of specified form or character common to several or all agencies that either have accumulated or may accumulate in such agencies and that apparently will not, after the lapse of the periods specified, have sufficient administrative, legal, fiscal, or other value to warrant their further preservation by the state;
(D) Establish and maintain a records management training program, and provide a basic consulting service, for personnel involved in record-making and record-keeping functions of departments, offices, and institutions;
(E) Provide for the disposition of any remaining records of any state agency, board, or commission, whether in the executive, judicial, or legislative branch of government, that has terminated its operations. After the closing of the Ohio veterans’ children’s home, the resident records of the home and the resident records of the home when it was known as the soldiers’ and sailors’ orphans’ home required to be maintained by approved records retention schedules shall be administered by the state department of education pursuant to this chapter, the administrative records of the home required to be maintained by approved records retention schedules shall be administered by the department of administrative services pursuant to this chapter, and historical records of the home shall be transferred to an appropriate archival institution in this state prescribed by the state records program.
(F) Establish a centralized program coordinating micrographics standards, training, and services for the benefit of all state agencies;
(G) Establish and publish in accordance with the applicable law necessary procedures and rules for the retention and disposal of state records.
This section does not apply to the records of state-supported institutions of higher education, which shall keep their own records.