Records Retention

Media types: paper, computer and microfiche.

*Law is in process of being changed

Record
Time Kept
Annual Report
Permanent in accordance with Sup. R. 26
Monthly Reports – Ohio Supreme Court
5 Years Incorp. into Annual Report
Communications Records (Includes routine telephone, voice & e-mail messages on any medium)
May be destroyed in the normal course of business as soon as they are considered to be of no value by the person holding them (Sup. R. 26)
Administrative Journal (Consists of Court entries, or a record of Court entries, regarding policies and issues not related to Court cases)
Permanent in accordance with Sup. R. 26
Correspondence & General Office Records
May be destroyed in the normal course of business as soon as they are considered to be of no value by the person holding them (Sup. R. 26)
Drafts & Informal Notes (Consisting of transitory information used to prepare the official record in any other form)
May be destroyed in the normal course of business as soon as they are considered to be of no value by the person holding them (Sup. R. 26)
Unsolicited Mail
Until no longer administratively needed
Laws, Ordinances, Administrative Rules (Local, County, State & Federal)
4 Years or after revised or rescinded
Index (1960-1985)
25 Years
Index (1986)
25 Years
Journal (Combined Records, to include indexes, journals & case files) 1985-1991
10 Years
Journal (Combined Records, to include indexes, dockets, journals & case summary) 1991-Present
10 Years
Journal (Combined Records, to include dockets, journals & case summary) 1986-Present
25 Years
Civil Case Files
5 Years after Final Appealable Order and audited (Sup. R. 26)
Civil Case Summary
10 Years after Final Appealable Order and audited (Sup. R. 26)
Civil Case Journal Entry
25 Years after Final Appealable Order and audited (Sup. R. 26)
DUI Case Files
7 Years after final order of the court
DUI Case Summary
10 Years after final order of the court
DUI Case Journal Entry
25 Years after the final order of the court
First through Fourth Degree Misdemeanor Traffic Case Files
2 Years after the date of the final order of the court and audited (Sup. R. 26)
First through Fourth Degree Misdemeanor Criminal Case Files
5 Years after the date of the final order of the court and audited (Sup. E. 26)
First through Fourth Degree Misdemeanor Traffic and Criminal Case Summary
10 Years after the date of the final order of the court and audited (Sup. R. 26)
First through Fourth Degree Misdemeanor Traffic and Criminal Case Journal Entry
25 Years after the date of the final order of the court and audited (Sup. R. 26)
Minor Misdemeanor Traffic Case Files
2 Years after the date of the final order of the court and audited (Sup. R. 26)
Minor Misdemeanor Criminal Case Files
5 Years after the date of the final order of the court and audited (Sup. R. 26)
Minor Misdemeanor Traffic and Minor Misdemeanor Criminal Case Summary
10 Years after the date of the final order of the court and audited (Sup. R. 26)
Minor Misdemeanor Traffic and Minor Misdemeanor Criminal Case Journal Entry
25 Years after the date of the final order of the court and audited (Sup. R. 26)
Felony Case Files
5 Years after final order of the court
Felony Case Summary
10 Years after the final order of the court
Felony Case Journal Entry
25 Years after final order of the court
Search Warrant Records
5 Years after final order of the court
Annual Budget (Court copy)
5 Years provided Audit
Fiscal Records (Includes copies or transactional budgeting and purchasing documents)
3 Years and audited (Sup. R. 26)
Cash Books (Includes disbursement and receipt ledgers)
7 Years and audited (Sup. R. 26)
Receipts Records (Receipt and Balancing Records: Includes bank records, cancelled checks, vouchers & witness fees)
3 Years and audited (Sup. R. 26)
Request for Proposals, Bids, and Resulting Contracts
3 Years after the expiration of the contract that is awarded pursuant to the request for proposal. (Sup. R. 26)
Grant Records (Court copy)
6 Years after expiration of Grant and provided audited
Probation Files (Pre-sentence Investigations, medical and psychological reports, alcohol evaluations, restitution and program history, relevant reports)
3 Years after completion of terms of probation and provided audited.
Probation Tracking (Summary of case history)
5 Years
Probation Tracking Report
1 Year
Probation Tracking Report
2 Years
Video and Audio Tapes
3 Years and no longer of Admin. or Legal Value, erase and reuse
Court Transcripts
3 Years after case closed and no actions or claims pending
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