RECORDS RETENTION SCHEDULE (RC-2) See instructions before completing this form.

Transcription

1 OHIO ti IS TO R Y Ohio Historical Society State Archives of Ohio Local Government Records Program 800 E. 17thAvenue Columbus, Ohio of 7 RECORDS RETENTION SCHEDULE (RC-2) See instructions before completing this form. Section A: Local Government Unit COUNTY local government enti. _ f. -^signature of responsive official) MEDICAL EXAMINER'S OFFICE (unit).thomas P. GILSON, MD MEDICAL EXAMINER (name) (title) (date) Section B: Records Commission Records Commission {telephone number) (address) (city) (zip code) (county) To have this form returned to the Records Commission electronically, include an address: I hereby certify that our records commission met in an open meeting, as required by Section ORC, and approved the schedules listed on this form and any continuation sheets. I further certify that our commission will make every effort to prevent these records series from being destroyed, transferred, or otherwise disposed of in violation of these schedules and that no record will be knowingly disposed of which pertains to any pending legal case, claim, action or request. This action is reflected in the minutes kept by this commission. cords Commission Chair Signature Date Section! C: Ohio Historical Society - State Archives Title Date ( -Section/E^^jditor of State 1 I lo?. 9-9 \ / Signature Date Please Note: The State Archives retains RC-2 forms permanently. It is strongly recommended that the Records Commission retain a permanent coov of this form Revised January 2013

2 Section E: Records (CUYAHOGA COUNTY) (MEDICAL EXAMINER) A Annual Statistical Report (1 copy), transfer to electronic version within 10 yrs Annual Statistical Report A A 13-03B Calendars Calendars Case files/autopsy reports, which includes, but not limited to, the following; Investigation Reports Pathology Reports Autopsy Protocol Autopsy worksheet Autopsy Final Report Notes Death Certificate Correspondence related to case Inquests Property records/receipts Case files/autopsy reports, which includes, but not limited to, the following: Investigation Reports Pathology Reports Autopsy Protocol Autopsy worksheet Autopsy Final report Notes Death Certificate Correspondence related to case Inquests Property records/receipts Case files/autopsy reports, which includes, but not limited to, the following: Investigation Reports Pathology Reports Autopsy Protocol Autopsy worksheet 3 months after end of calendar year 3 months after end of calendar year Twenty (20) microfilm (on server and backup on disk) Microfilm

3 13-04 Autopsy Final Report Notes Death Certificate Correspondence related to case Inquests Property records/receipts Copies of records mm fipiis - -,: ' " ill 13-04A Copies of records pfis?miss A Correspondence *documents or attachments pertinent to business in electronic format will be maintained in a hard copy (paper) form and placed in the appropriate file for retention Correspondence (including memos and faxes) Routine Executive One year Five (5) CCMEQ Handbooks and Manuals (Policies, Procedures and Departmental) Until updated 13-06A Handbooks and Manuals (Policies, Procedures and Departmental) Current plus prior one A A 13-08B Index to Case Files Twenty (20) microfilm Index to Case Files Microfilm Investigator's Log Five (5) microfilm Investigator's Log Microfilm Investigator's Log Legal Opinions (convenience copies) ORIGINALS STAY WITH PROSECUTOR/ATTORNEY GENERAL or LAW

4 A A Mail, unsolicited Mail, unsolicited Medical (EMS) and Psychiatric reports (convenience copies) ORIGINALS. STAY WITH EMS or HOSPITAL/DOCTOR Monthly work schedules One year Monthly work schedules One year Personnel records of current employees (convenience copies) ORIGINALS STAY WITH HUMAN RESOURCES Police and incident reports (convenience copies) ORIGINALS STAY WITH REPORTING POLICE Professional Association records Public Records Requests Two after employee terminates, 13-16A Public Records Requests Purchase Orders (convenience copies) ORIGINALS STAY WITH PROCUREMENT Reference and Resource material Remains. Intake and Release Log Five (5)

5 Reported Death files (Referrals) 13-20A Reported Death files (Referrals) CCMEQ A A Requisitions (convenience copies) ORIGINALS STAY WTTH PROCUREMENT Transient documents *(telephone messages, transrnittal sheets, and other documents which convey information of temporary importance in lieu of oral communication) Transient documents *(telephone messages, transmittal sheets, and other documents which, convey information of temporary importance in lieu of oral communication) **documents or attachments pertinent to business. will be maintained in a hard copy (paper) form and placed _in appropriate file for retention Transmittal of monies Three, provided audited. Transmittal of monies Three, provided audited Travel expense reports (Part I, Part H) Three, provided audited Audited mears:~fhe encompassec by the reco ds.hayejjeen audited by the Auditor of Sta eand the audit report h.is been released pursjantto Sec OJR.C.

6 13-E01 13-E01A 13-E01B Cavity swabs NON-HOMICIDE Twenty (20) after completion of case Specimen swabs Cavity swabs HOMICIDE Specimen swabs Cavity swabs NON-HOMICIDE (sex assault) Specimen swabs 13-E02 13.EQ3 Controlled substances and related paraphernalia O.R.C DNA cards ALL NON-HOMICIDE Until all investigative or scientific purposes are completed AND with the approval of County Prosecutor Various Filter paper 13-E03A 13-E04 DNA cards HOMICIDE Filter paper Liver paraffin blocks Glass 13-E05 Photographs Thirty (30) 13-E05A 13-E06 13-E06A Photographs Physical Evidence HOMICIDE, including, but not limited to: Clothing Ligature materials Projectiles Smears Hair samples Fingernail clippings Physical Evidence NON-HOMICIDE including, but not limited to: Clothing Ligature materials Projectiles Smears Hair samples Fingernail clippings (on server), backup on disk or law enforcement agency Six (6) months after case closure or final appeal Various Various

7 e.quiredt 13-E07. Tissue paraffin blocks, except liver "blocks HOMICIDE Thirty (30) Glass 13-E07A Tissue paraffin blocks, except liver blocks NON- HOMICIDE Fifteen (15) Glass 13-E08 Tissue/Pathology slides HOMICIDE Glass 13-E08A Tissue/Pathology slides NON-HOMICIDE Fifteen (15) Glass 13-E09 13-E09A X-rays Fifteen (15) update/backu p on disk X-rays (on server) backup on disk Film