Ih
OHIO HISTOF[Y CONNECTION Page 1 ofl6
c)_2±
_-
OHIO
Ohio History Connection State Archives ofohio Local Government Records Program
APR 30 2018
800 E.17'h Avenue
STATE AND LOCAL
Columbus. OH 4321 I-2474
GOVEF`NMENT F`ECOF`DS
HISTORY CONNECTION
RECORDS RETENTION SCHEDULE (RC-2) See ills(riiclions before conlpleliiig lliis fornl
Section A: Local Government Unit
Union County Board of Elections
Section B: Records Commission Union Count
Records Commission
937-645.4177
(Telephone Number) 128 South Main Street
rna
sville
43040
(City)
(Address)
(Zip Code)
Union
(County)
To have this form retumcd to the Records Commission electronically, ineludc on emiil address: sbadenhonra)co.union.oh.us
I hereby certify that our records commisslon met in an open meeting, as required by Section I 2122 0RC :ind approved the
Records Commission Chair Sigmture
Date
Section C: Ohio Histoii' Connection -Stale Archives
r, /I-h-~,,)
`.I rT:
' J\1, Signature
Please Nole:
Tit'c
5. -> -a_oI8 Date
The State ArcII`ives retains RC-2 f;orms permanenlly.1I is slrongly recominended thai the Records Commission "reluin a pe;manent cop; 6fthis form
SAO-/LGRP-RC-2 (Part I & 2), Revised August 2014
o= --
Pnge2ofI6
OHIO
RECORDS RETENTION SCHEDULE (RC-2)
HISTORY
See ins[rucliolis before completing ilils i;orm`
CONNECTION
Union Count
Board orElcctions
(Local Govcmment Entity) (
ScheduleNumber
(Unit)
(2)
(3)
(4)
(5)
Record Title ahd Description
Retention Period
Media Type
For iise by Auditor ofStateorLGRP
(6)
RC-3Required
Until digitized andqualitycontrol
I
Absentee Ballot Applications CBEl8-01
Reqiiesls to vole oiilside of a desjgiiated I)oiling
checked. If not
location
digitized. maintainfor4years
Paper
I I I
^bscntce Ballot ApplicationsRequestslovoteoiI{sideofa(lesiglialed pollingIoca'io'1 CBEl8-OIE
4 years
Electi.onic
Pcrmanen1
Electronic
Pcrmancnt
Electronic
Pcrman|`Ilt
Paper
Permanent
Paper/Elcctronic
^bscntee Voter Register (Civilian)Conlalnsa1.ecoI.dofreqiieslsforand iss.Ialicesofabsenteeballots CBEl8-02 Abscntce Voter Register (Miljtary)ConlaiJisai`ecoI.dofI.eqiiesfsforand issiiancesofahseii[eeballots CBEl8-03
E/ I
Abstract of VotesConlainsiirecoi.d oflolal votes cast at pi.imaly.generalandspecialeleclloiis CBEl8-04 Audit ReportsFinaiicialexamiiialjoiis and repoi.Is issiled byllieA.idiloI.ofSlale,ORCII7`26
CBEl 8-05
60 days, provided nopendingcourtactionorcourtorder(ORC3505.3l)
I
Ballots (Non-Federal Electioii)Usedaiidiimisedballotsshowing lisls ofcandidates,offilcesaiidlssiies l}apc,.
CBE] 8-06
22 months. providednopendingcourtactionorcourtorder(ORC3505.3l)
I
Ballots (Federal I?lection)Usedandilnilsedballolssho\`'illg lists ofcandidates,officesandissiies
Paper
CBEl 8-06F
Ballots (Sample)Exampleofballot sho``Jing caJidldales, bond"issiies,laxleviesandlssiieslobe>voledupon illI)rimaly,specialarid/orgelleI.alele£1jap±
Permanent
CBEl8-07
Bids (Unsuccessful)Coii[ainspill)l`ic.I=ilig alid llearing of qlloledbid`slovendorsfoI.servicesnotselected
2 years afterconlt`actawarded
CBEl8-08 Bids (Successful)Colilainspublici=.Ing, heal.jng alid awaI.diIlg ofqiioledbidsloyendoI.sforgoodsalid/oI.se'|,;c,cs
E/
EIcctronic
I
Paper
8 years aftercompletionorexpiration
Paper
CBEl8-09
4\`.\d\tod mean_==_i__^or`ne`ec=®c\b Cash BookRecoraloffees collecled by the Boai.d o,iEleclions CBEl8-10
hdi]eathe,e> S0
"ri'iuv`;.is;an audiAuditorof§tat 10 years, providedaudit
Paper
e
adffi!: audit repon naTQ\`t`R.ec\p`\i`s`See.117.260,
.--anttoR-C.
oZ --
Page3 ofl6
OHIO I+lSTORY
RECORDS RHTHNTI0N SCHEIDULE (RC-2) See iiistriictions bef;ore coI}Iplelilig tl3is i;ornI.
CONNECTION
Union Count
Board ol` Elections
(I,ocal Govcmment Entity)
(Unit)
(1)
(2)
(3)
(4)
Scliedule
Record Title and Description
Retention Period
Media Type
Number
(6)
(S)
For use by Auditor of RC-3 State or LGRP Required
Until digitizcd andqualitycontrol
I
Campaign Expense Reports CBEl8-ll
Finariclal expense I.epoi.ts filled by calid`ida{es
chcckcd. Il`not
and issiies groups
digitized. maintainl`or6years
Paper
I
Campaign Expense ReportsFill(ilicial.xpellseI.epor!sfile(I by can(lidatesaliilissiiesi(roiip.s CBEl8-1lE
6 years
EIectronic
2 years
Paper/EIectronic
LJ
4 years
Paper
LJ
2 years
Paper/Electronic
Permanent
Paper/Electronic
Central Committcc NoticesNolicesofpol.ilicalpal.lyiiieetings held in lliecoll''lV CBEl8-12
Central Committee ListsLislsofelectednleillbeI.s of polit.lcal I)al.I.ies.in'hecol'nly
CBEl8-12B
I
Con.espondenccGeneraloffilcec()mIIiiiliicaliolis fI.om exteI.iialandililei.iialsources CBF,18-13
Ccrtificatcs of ^nncxationCopiesofoI.diiiaiicesex[endiiig miiliicipalcol.I)oI.ationliniils CBE18-14
Ausdjted means.. he vt±a
Election Charge-Back Records CBEl8-15
Eleclioli expenses chai.ged back lo siibdivisionsforcolleclion
3 years, providedaudit
Paper/Electronic
I._..v._ilpassecl b aye been auc'I.teudl.forn¢_a:+-f.--
_--`-uudj.tI.eporfhasbteasedptJrsuan CBEl8-17
Lcdgcr ol`Rcceipts and Expendilures
6 years, provided
Filiailc.ial recoI.ds of the Boai.d of Eleclions
audit and until all
sho\i'inf{ money I.ecejved and exi)eylded
Petitions of` Candidates/IssuesPelilionsacceptedandI.ejecled foi. candidatesand.lssl(esfoI.eleclioiis:inclii{lesuleclaralionsofcaiiditlacy
items are cleared
-v. I I ,.I-,5 0.R.c. Paper
CBF,18-18
Petitions of Candidates/IssuesPetilionsacceptedalidI.ejected foi. canil.Ida(esandissiiesf;oreleclions;iiichidesdecl(iralionsofcand.idacv
6 years
CBEl8-18E
Electronic
u [11e
eltl
Elcctronic
Until digitizcd andqualitycontrolchecked.It`notdigitized,maintainfor6years
b#eri=e
"
r|
I
Until digiti7,cd andqualitycontrol
Poll Books and Summary Sheets CBEl8-19
Contains signa[i{i.es of elec(oI.s voting and
checked.
precincl siiinmary slatenienls ofvotes cast
digitized, maintainfor2years
Irnot
Paper
l.ol\ Books z\nd Sumi"ry ShcotsConla}iissiglianlresofelecloI.svoting alidI)recinctsiirliniaI.yslateliienlsofvolescast
CBEl8-19E
2 years
Electronic
i I
Pagc4ofl6
oZ -OHIO HISTORY
RECORDS RETENTION SCHHDULE (RC-2) See inslructioris bejiore colnpletlng this fornI`
CONNECTION
Union Count
Boai.d of Elections
(Local Government Entity)
(1)
(2)
(3)
(4)
Schedule Number
Recoi.d Title and Description
Retention Period
Media Type
(6)
(S)
RC_3 For use by Auditor of Required State oi. LGRP
I
Poll ListCoIIIaills lists of I.egistel.ed voters willlin cotlnlybvI)reciFicI
2 years
CBEl8-20
Paper/EIectronic
Until digitjzed andqualitycontrol
I
I'oll officials Record/Precinct Records CBE18-21
RecoI.d of election jildges alid poll wloi.keys
checked. Ifnot
oI.gaiii=ed by pI.ecincl
digitized, maintainfor2years
Paper
I I
Poll Officials Rect)rd/Precinct RecordsRecoI.dofelectionjudgesalidI)oil"'orkersoI.flan.i=edbypI.ecinc{
2 years
CBE]8-2lE
Receipt BooksFiscali.ecoi.dacknowledging {lia( I)aynient l]asbeenreceived
3 years, providedaudit
CBEl 8-25
Electi.onic
Paper
Until digitizcd andqualitycontr()Ichecked.Ifnotdigitiz_ed.maintain
Resolutions (Bond Issues that Pass)CopiesofI.esohllionsbygovei.Iinieiilal bodiesai(thoI.i=iligplaceIIienlofbolidissilesoillheballo'
L|
Paper
CBEl 8-26A for life ol`bond Resolutions (Bond Issues that Pass)Copie`sofI.e.soliIIiolisbygoveirnliielilal bodiesaiilhori=ii]gplacemelilofboiidissiiesonllieballo'
Life of bond
CBEl 8-26E
I
Elcctronic
Until digitized andqualitycontrolchcckcd.lf`notdigitizcd.maintainfor5yearsal`tcrclcction
I
Rcsolutions (Non-Bond Issues)Copiesofresohilioiisbygovei.iinielilal boat.Iesatllhol.i=iiigplaceliienlofi`ssilesonIIieballot
Paper
CBEl8-26B
I
Resolutions (Non-Bond Issues)CopiesofI.esohII.lollsbygovei.nmenlal bodies 5 ycai.s aftc`r election
CBEl8-26BE
Ilectronic
_hb#:h: "
aiillioi.i=iiifz placeliienl of .lssiies on the ball9l VouchersCopiesof.Invoices (paid) alid piiI.cliuse oI.deI.ssell(lotheCotIIi{y/itidilor
3 years` providedaudit
CBEl 8-27
Paper/EIectronic
Pcrmancnt
Paper
boiindaI.ics
bnea#
T,a\hd,S,t#t"aa`?_I+^
Until digitized andqualitycolitrolchecked.Ifnotdigitized.maintainl`orIyearafterelection
ts\?#.2%%.i
Withdra\`Jiil orCandidacy NoticesRecoI.d{iftisignedcalididate`s`tJilhdI.a\`JalIio[iceoI.lellei.fi`oiiilheballot
CBEl 8-29
Paper
`
t\d\ted m®?\i®i``.`"i..'`it``,:,i,?._?s.\,Gi\\1
Ward and I'rccinct MapsMapsofpoli(icalsiibdivisions voling precilicl
CBEl8-28
.
.C.I
Ezf--i-OHIO
Page5 ofl6
RECORDS RETHNTI0N SCHEDULE (RC-2)
HISTORY
See "structions bej;ore completing this forIll.
CONNECTION
Union Count
Boai.d of Elections
(Local Government Entity)
(Unit)
(1)
(2)
(3)
(4)
Schedule Number
Record Title and Description
Retention Period
Media Type
Withdrawal ot` Candidacy NoticesRecordofasignedcandidate'swiillidI.a`ilaliiaticeoi.lel[eI.fiI.onillieballot
I year alter election
CBE18-29E
Electronic
(5)
(6)
RC-3 For use by Auditor of Required State or LGRP
r|
Minutes of the Board of ElectionOffilc.lalI.ecol.(iofpI.oceed.Ingsof the Boal.d ofElec'io'ls
Permanent
CBE18-30
Paper/EIectronic
Change of Name, Death, andDisenf`ranchiscdVoterReportsOi.igiii(ilI.epoI.lsisstiedbylhepi.obale court,clerkofcoiiI.lsandhealthdei)ar[meiil
2 years after filing
CBIJ,18-31
Electronic
Registration Cai.ds (Active)ContainsniasleI.alidpI.ecillcl cal.dfiles foI.ciiI.I.enrlyregisteI.edvoleI.s
CBEl8-32
I'ermanent
Paper
Permanent
Paper
I E/
Registration Cards (Inactive)ConlainsiliaLslerandpi.ecincl caI.dfileS fo1.canceledvoterI.egistralioncardLs
CBEl8-33
Transfer of RegistrationsRecoI.dofvoleI.s'li.(in`rferring from one vtJlingai.eatoanolheI.
CBEl8-34
4 years
Electronic
6 years
Electronic
Directivcs/^dvisoricslllslI.ilctions,iiifoi`iiialioii and gilidance seii[froniSecrelaryofSla(e
CBEl8-35
I I
Until digitizcd andqualitycontrol
Change of^ddrcssIName Notifications CBEl8-36
Wi.itlen notices fi.olii I.egistered voters of a
checked. If not
change of addI.ess or lialiie
digitizcd, maintainfor4years
Paper
Change of ^ddrcss/Name Noti1.icationsWI.illeiiliolicesfromleg.isteI.edvo(ersof achaliRe()iaddi.essoi.name
4 years
CBEl 8-36E
Electronic
I
I
Until digitized andqualitycontrolchecked.Il`notdigitized,maintainfor2years ^pplication for Correction or Challenge FormFoi.ms`I'liei.e(1jiidgeofelecl`ionschallengesallelector'sel.igib.ililytovole.ptlrsiiantloore35()520.ORC3513`I9&ORC3513.20
Paper
CBEl 8-37
Application for Correction or Challenge FormFoI.Iiiswhei.eajildgeofelec{ioiischallengesane>lecloi.'seligibilily!ovole,piiI.s.IaiitloORC350520,ORC3513.19&ORC35132()
2 years
CBEl8-37E
^bscntce Identification Envelopes(Non-FederalElcction)Errvelopeswliicliidentifyavolei`by naliie aitdaddress,conlailisvoledballoI CBE18-38
Electronic
60 days, provided nopendingcourtactionorcourtorder Pape,.
I I I
o_I
Page6of16
OHIO HISTORY
RECORDS RETEINTION SCHEDULE (RC-2) See inslruclions before completiilg this form.
CONNECTION
Union Count
Board ol` Elcctions
(Local Government Entity)
(Unit)
(I)
(2)
(3)
(4)
Schedule
Record Title and Description
Retention Period
Media Type
Number ^bscntce Identification Envelopes(FederalElection)EIivelopes`illiichideiitifyavoleI.by litinie alidaddI.ess;contailisvotedballol
(5)
I
22 months. providednopendingcoiirtactionorcourtorder
Paper
CBF,18-38l``
(6)
RC-3 For use by Auditor of Required State or LGRP
Until djgitized andqualitycontrol
I
Provisional Ballot Al`firmations
CBE18-40
Swoi.n slalelneli{ lhal an eleclor is eligible to
checked. Il`not
vole in all eleclioli
digiti7_ed. maintainfor4years
Paper
I
Provisional Ballot AfrirmationsS`iloi.nslateriientlha!anelecloi` is el.Igible tovoleillanelection
4 years
CBEl 8-40E Payroll RecordsPayI.oilrecoi`ds of poll ``J()rkeI.s, electionsextra,saiidI3o(iI.dofElecliolieniployees
Elcc`ronic
ne YGtw`\*e\.=^h\'\ 3 yeai.s, providedaudit
CBEl8-42
Paper/EIcctronic
RE*%#msesae`6.S+_IIhAaiu:V:deel,t:bO:e'eee3dnfio9aSrf¥:,;u;a emo ,\`
Until digitized and
Registration Confirmation Notices CBEl8-44
Confiii.nialion notices sent to residents vei.ifying
quality contr()Ichecked.Ifnotdigitizcd,maintain
bE9n ant\O
Paper
I.egisli.ation an(I rehirned willi tipdaled
infornlation
a.
for 5 years
see. \\|.LV -
Registration Confirmation NoticesColifiii.maliolinolicesseiiIIoresidelils veI.ifyiligI.egisli`ation(indI.eluI.Iied``IilliupdatedInfio'.nlalion
Elcctronic
5 years
CBE18-44E
I
Until digitized andqualitycontrol
Confirmation Notice Rcsponscs CBEl8-45
Paper
r1
5 years
Electronic
LJ
5 years
Electronic
lnfoI.nlaliopi indicating whelheI. a persoii has
checked. If not
I.espolide(I lo a confilrmation notice
digitizcd. maintainfor5years
Confirmation Notice ResponsesIiifoI.iilationiildicalilig`.'helhera peI.son hasI.esDolidealloacon.fill.nialionliotice
CBEl8-45E Confirmation/Ackn()wledgement Notice ListsI,islofllaIllesandaaldi.essesofpeI.soliswho``IeI.e>se>iilcon.fii.Iiiationoi.(icklio\`iledpemenlnolices
CBEl 8-46
CBF,18-47
Confirmation or ^cknowledgcment Cards
Until digjti7_ed and
Returned Undclivcrablc
quality cont,.0l
CoJifiii.niation oi. acknowiledgeliieiil caI.ds lhal
chcckcd.
were reliii.iied {o lhe Bo(iI.d ()f Elections
digiti7,cd. maintain
ilndelivei.able bv llie I)oslal sei`iice
for 4 years
lt`not
Paper
I I
Oe
L=t,_I_ OHIO
Page7ofl6
RECORDS RETENTION SCHEDULE (RC-2)
HISTORY
See iiiMlriictiofis before coriiJ)leliIIg this Jbrln.
CONNECTION
Union Count
Board of Elections
(Local Govcmment Entity)
(Unit)
(1)
(2)
(3)
(4)
Scliedule
RecoI.d Title and Description
Retention Period
Media Type
Number
(5)
(6)
For use by Auditor of RC-3 State or LGRP Required
Confirmation or Acknowledgement CardsRcturncdUndeliverableCoiifi ni ationt)racklioni'ledgeli eJi(cardsthat\i erereti I.i edlolheBoai.dofElec(iolisi lidelivei'ableb\]lhepostalservice
4 years
CBE18-47E
CBE18-48
CBEl8-48F
Voter Verilled Paper Audit Trail (VVPAT)
60 days, provided no
Rolls (Non-Federal Election)
Offilcial voliIlg b(lllot that is to be lised for
pending court action or court order
I.eCoiillt DiII.Doses
(ORC 3506.18)
Voter Verified Paper Audit Trail (VVPAT)
22 months. pr()vided
Rolls (IJ`edcral Election)
no pending court
Offilcial votillg bal[ol that is lo be ilsed for
action or couIl order
I.ecoulit pili.poses
(ORC 3506.18)
Electronic
lJ
Paper
I
Paper
I
Voting Machine Reports (Non-FcdcraI Election)Logic&/lcciii.acyrl`esling,TestDecks.'ra[)es,
60 days: provided no
CBEl8-49
Testiiig Resillt RecoI.ds, Zei.o Tapes, Close of
Polls TaI)es, Cards Do\`'nloaded, UsedSeal/LockRecoI.ds
pending court action or court order
Paper
I
Voting Machine Rcporls (Federal Election)Logic&^cciii`acyTesling,TeslDecks.Tai}es.
22 months, provided
CBE I 8-49F
CBEl8-50
Teslilig llesill{ Iiecords, ZeI.o Tapes, Close of
no pending court
Polls Tapes, CaI.ds DcJwnloaded, UsedSeal/LockRecoI.ds
action or court order
Chain ofCustody Forms, Voting Unit F,vent
Until digitized and
Log. and Election Day Precinct Incident Log Foi.nis and logs coliipiled oI. electioii day [o
qualjty control chcckcd. If not
docilmeiit issues and events in votilig
digitizcd9 maintain
pI.oceedi rigs
for 2 years
Paper
Paper
I I
Chain of Custody Forms. Voting Unit EventLog.andElectionDayPrecinctIncidentLogroi.msanallogsci]IIipiledonelecliondaylodoctlrrienlissl(elsandeventsinvollngpI.oceedinJ!s
CBEl8-50E
2 years
Electronic
lJ
1 year
FJIectronic
L
2 years
Paper
L
Paper
I
Proclamations of Elections or LegalAdvertisementol`QuestionsandIssuesPosledliolicesofeleclioris(obeheldand issueslobevotediIDon CBE18.51
Challenge FormsFoi.nis``iliereanelection o.tfiicial challeiiges avotei.'srighllovote,ORC350520
CBE18-52
Until digitized andqualitycontrol
Observer Forms CBF,18-53
Foi`ms wliere all .Ifldividiial I.egisters theii.
chcckcd. lfnot
intention lo observe an eleclioli, ORC 3505 21
digiLized, maintainforIYear
Page 8of16
oZ _OHIO HISTORY
RECORDS RIITENTI0N SCHHDULE (RC-2) See inslruclions before cor)Iplelirlg (his forlll.
CONNECTION
Union Count
Board or Elections
(Local Govemmcnt Entity)
(2)
(3)
(4)
Record Title and Description
Retention Period
Media Type
(1)
Schedule
Number Observer FormsFoi.nis\`ihei.ean ilidivldilaI I.egisleI.s lheii.ililelilionloobserveaneleclioti,ORC3505.21
CBEl8-53E
CBEl8-55
4 years
Paper
I
Paper
L]
Until digitized and
Identification (Form I 0-T)
quality control checked. lfnot
possess any appf.opi.late iceiil.ifiicalion foI.votingPUI.pose's
I
Electronic
Allirmation ol` Voter Who Cannot Provide S`I'oI.ri slalemelit ofa volei` `(Ilio does nol
(6)
I year
Census Block Reprecincting Waiver Form andAccompanyingMapsWaiverfoI.IiisandniapscI`ealedintilesI)litliligofaceiisilsblock``Ihenfornlillgaprs±±!l±l CBE18-54
(5)
RC-3 For use by Auditor of Required State or LGRP
digit[zcd. maintainfor2years
Affirmation ot. Voter Who Cannot ProvideIdcntilication(Foi.inI0-T)S\iloi.Iislateniei lo,iavoterwhodoe`sno!possess(lilyappropI.ialeidenlifilcalionfol.v()1iFigpilrposes
CBEl 8-55E
2 years
Electronic
I year
Paper/Electronjc
2 years
Paper
I
Vi`rification ot` liandicappcd Accessible ParkingSpacesandPollingLocationsCorfiI`malionofli(]iidicappet!accessiblepal.kiliflaiidfacililiescllaVOli!111±J9±:gli£!!l
CBEl8-56
Ccrtification of Training Hours CompletedCer[ifilcaliolislil(itBoardofI:.lecliolieiiiployeeshavecolnpleledllecessarytrainilig
CBEl8-57 Elcclion CalendarsCiilendarsused!otrack events. Meelings andaclivitiesinconi.inclioliwithaneleclioli
Until not longer ofadministrativevalue
CBEl8-58
Mailing Envclopc Containing Voted Absentee Voter BallotRel.iI.Iielivelop tif all absentee voleI. colilainingabseiileevotei.ballot
CBE18.59
CBEl 8-60
Paper/Electronic
60 days, provided no pending court actionorcourtorder
Prool`s of Ballots
60 days, provided no
Pi.oposed ballots silbniilled to tlie Secrelai.y of
pending court action
Stale i;or fiinal appi.ov'al
or court order
Paper
Paper
r|
I I I I
Until digitized andqualitycontrolchecked.lfno1
Report Forms for Local Questions & Issues Including ^pprovcd Ballot LanguageProposedballotlaiigilugesllbmille>dlo theSecretaryofS{alefo1.fillalapp).oval
CBEI8-6l
Report Forms l`or Local Questions & IssuesIncludingApprovL'dBallotLanguagePI.oposedballotlangilagesiibinit{edlotlieSecI.el(IrvofSlatefoi.fiinalar)pi.clv(il
CBEl8-6lE
digitized, maintainl`or60days,providednopendingcourtactionorcourtorder
Paper
60 days, provided nopendingcounacti()norcourtorder F,Iectronic
I I
Page9ofl6
L=-E=
OHIO HISTORY
RHCORDS RETENTION SCHEDULH (RC-2) See> ill`slruclions bef;ore comple!illg lI.iS forln
CONNECTION
Union Count
Board of Elections
(Local Government Entity)
(Unit)
(1)
(2)
Schediile
Record Title and Description
(3) ReteI]tion PeI.iod
(4)
(S)
(6)
Media Type
For use by Auditor of
RC_3
State or LGRP
Required
Number Until digitizcd andqualitycontrol
Most Populous County Certiflcations
CBEl 8-62
Colifiirmalioiis lssiled by most I)opulonis c(Jiinty
checked. If not
of ovel.lal)I)ing calidjdales oi. local (iiiesl.Ions
digitized, maintain
(iiid issiies cer[ifyjng {olal vole coiinl
t`or 60 days, providednopendingcourtactionorcourtorder
Most Populous County CertilicationsCorfiI.riialionsissiiedbyriioslpopilloiis countyofoveI.lappingcandidatesorlocalqiies!ioiisandissiiesceI.[iftyiiiftotalvolecounl
Paper
LI
Electronic
I
Paper/Elcctronic
L|
Paper/EIectronic
I
60 days, provided nopendingcourtactionorcourt()rder
CBEl8-62E
Certificates or ResultsCel.tifilcatesofelection I.eslilfs isslied I)iii.siialiItoORC3505.32and3513.22
6 years
CBE18-63
Copies of State Issues Petitions or StatewideCandidatePetitionsCopiesofpeliliollsofslatewidecaiid`Idatesandissi!esslio`iiinfI`'o[ei.ssiflnaliii.es
60 days, provided nopendingcourtactionorcourtorder
CBE18-64
CBEl8-65
CBEl8-66
Unol`ficiaI EIcction Results
60 days, provided no
Ulloffllcjal eleclion I.estllls f.iln anal issiied prior
pending court action
to fiinali=alioli orlii]al I.e`siill cei.lifiicalioli
or court order
Election Protest Records
I year, provided no
E\Jidelice oi. nialeI`ial pI.ovided or iised in
pending court action or court order
coniiiliction with cl prolesl lieaI.iI.g
I I I
Paper/EIectronic
Paper/EIectronic
Yearly Repoil to Secretary of StateFinancialex[)efisesofcondi(clingeleclioms senttotheSeci.etaI.yofSlate
CBE18|67
4 yeflrs
Eleclronic
Until digitized andqualitycontrol
Board ot` Elections organization Records
CBEl8-68
Repoi.I forms on ol.gani=alioIl oi. i.eorgani=alion checked. Ifnot
of BoaI.d of Elections
Paper
LJ
digitizcd, maintainfor6years
Board of Elections organization RecordsRepoI.IformsoiloI.gani=alit)noi.I.eoi.gan.I=alion
6 years
CBEl8-68E
Elec\ronA\\
of Board of Elect.Ions
en
Reimbursement Records of Costs ol`Training
CBEl 8-69
I'oll Woi'kers
3 years. provided
Filiaiicial I.ecoi.ds I.elaled lo llie reimbiii.seiiieiiI
audit
--
+
______i -
been audi.tec! b
itor of State and iheE, I._ ____^A bq`A-r`aa
of Doll workers foI. eleclioii ti.aiiiliI£
|re!Eic troniSe |e|\,rvI,|O-__ __asedpursuantt.117.26a.R.C.
Duplicate Reports Generated by the StatcwideVoterRegistrationDatabaseRepoI.lsci.eatedfronithestalewidevotei`reJIislI.alioiidalabase
CBEl 8-70
paper haAu
aFE
ited means: the
60 days
i
Page lo of16
oZ OHIO HISTORY
RECORDS RETENTION SCHEDULH (RC-2) See inslruclioris bef;ore conlI)lellllg this forlII`
CONNECTION
Union Count
Board c)f Elections
(Local Government Entity) (I)
(2)
(3)
(4)
Schedule NumberCBEl8-7l
Recoi.d Title and Description
Retention Period
Media Type
Duplicate or Incomplete Voter Rcgi`strationFormsVoteI.I.egisti.alionfoi.msthatai.eilicomplele oi.
(6)
Until digitized and
quality control checked. If not diiplicated by voleI. eI.rantly I.e-I.egisleI.ing
(5)
RC-3 For use by Auditor of Required State oI. LGRP
Pilper
r|
Electronic
LJ
digitizcd. maintainfor4y.`ars
Duplicate or lncomplctc Voter RegistrationFormsVolerregisli.alionfoI.ilislhalai.aincomplele ordili}licaledbyvoleI.eI.I.alitlyI.e-regisleI.i_ing
4 years
CBE18-7lE
Until digitized andqualitycontrolchecked.Ifnotdigitized.maintain
Rcturncd Undeliverable 60 Day Notices CBEl8-72
^lailing nolices I.elilriied to the BoaI.d of
until the elector
EIeclioIIs by the postal service as tltidelivei.able
appears to vote or
aJIIeI. 60 days lime
until the clcctornamedisremovedfromthevoterrcflistrationlist
Paper
I
Until the elcctoI.appearstovoteor
Returned Undcliverablc 60 Day Notices CBE18-72E
Mailing notices I.eliiI.iied lo lhe Board of
until the cli`ctor
Electioiis by the I)oslal seI.vice (is i(ndelivei.able
named is removed
oflet. 60 days (ime
Electronic
I
f`rom the \'oterregistrationlist
Transmit al Forms that Accompany VoterRcgislrationFormsfromAgenciesTransmit(alfoI.ri sfi.omolliei.ageiiciesacconipi nyingvoterI.egisli.a{iol foi.il SIIlat`tiereI.eceivedbvolheI.af{encies
2 years
CBE18-73
Paper
I
Paper
I
Until digitizcd andqualitycontrolchcckcd.lfnotdigitized,maintain
Voter Identification (Absentee Ballot
Application or Voter Registration Form) CBE18-74
Copies of .Ideiilificalion pi.ovialed by electoi.s ``JiIIi cl voler registi.atlon form oI. abselitee
I)allot request
the longer ol`:
-6 months al`tei.
receipt -From thc-date of`receiptuntil45daysaftertheelection
L=-_ OHIO
Page ll of16
RFICORDS RETHNTI0N SCHEDULE (RC-2)
HISTORY
See ilistructions bofore coinpleling this fiorln.
CONNECTION
Union Count
Board ot` Elections
(IJocal Government Entity)
' Schedule Nutnber
(Unit)
(2)
(3)
(4)
(S)
(6)
Record Title and Description
Retention Period
Media Type
For use by Auditor of
RC_3
State or LGRP
Required
Longer of,-6months al`\er Voter ldentificati()n (Absentee Ballot
Application or Voter Registration Form)
CBEl8-74E
Col)ies of ldenlifilcaliol] pi.ovided by eleclors
receipt - From the date ol`
\ili(li a voleI. I.egisli.alion foi.ni oI. absentee
I.eceipt until 45
ballot I.eqiiesI
days after thcelection
Electronic
Lj
Voter Identification (Absentee Ballot andIdentificationEn\Jelopc)Copiesofiden{ifilcaliolipi.ovidedbyelectorswilli(Inabsenteeb(illol(iiidldenlificali()ne,lvelope
90 days
CBE18-75
Voter Identification (UOCAVA)CopiesofidelilifilcalioiiI)I`ovided by aUOCiIV.ilvolei.williafederalpostcai.dapplication
Paper
I
Until digitizcd andqualitycontrolchecked.lfnotdigitized,maintainfor4years
CBEl8-76
Paper
LJ
EIcctronic
L
Voter ldcntification (UOCAVA)CopiesofidenlifilcalioiipI.ovided by aUOC,lV!IvcI{erwilhafetlei.alposlcardal)plica,io'1
4 years
CBE I 8-76E
Federal l'ostcard Voting Application (FV^P)/1pplicaliol foI.i.eg.isli.alionasav()leI`ona-oI.inadopledinaccordance`tJ`il .fedel.aIregtilaljoi srelalilig(otheUnifioi.medandO\>eI.seasCj[i=ensAbsenteeVotingAct,Di rLs.iaI ltoORC351102
Until digitized andqualitycontrolchecked.lt`notdigitized`maintainpcrmancntly
Paper
CBEl8-77
I
Fedcral Postcard Voting Application (FVAP)Applical.Ionfol.I.egistI.alionasavoleI.oliafoi.niadopledinaccordalicewlithfederalI.egiilaliolisi.elatinglol ieUii foI.niedandOveI.sea`sCili=emsAbsenlee>Voli igilct,oi rsi antloORC35II.02
CBEl 8-77E
I'ermanent
EIectronic
3 years
Iilectronic
2 ycars
Eleclronic
I
Election Administration and Voting SurveyBiennialReportsElectioi rei)oi.[slhalinchidejlifof.nial`ioi onvoleI.I.egislI.(iliolis,chayigesofname/address,absenleeballols,b(Il olscastpI.ovisionallyandotherelectionI.elatedinfioi`nialion
CBEl 8-78
I
Elect.ion Administration PlansAdmiri.islf.aliveplanscI.ealedby couiity boardsofe[ec[iol s.indica!.ingpI.epaI.a!.lol sfoI.cond.ictiligelecliolisandhandli igofpossibleemergencysili alionsolielecllond{iy
CBEl 8-79
LJ
Page 12 ofl6
02 OHIO HISTORY
RECORDS RETENTION SCHEDULE (RC-2) See inslruclions beJ;oi`e colnplelilig this forrn`
CONNECTIC]N
Union Count
Board of` Elections
(Local Govemmcnt Entity)
(Unit)
(|)
(2)
(3)
(4)
Schedule
Record Title and Description
Retention Period
Media Type
Number
(5)
(6)
For use by Auditor of RC_3 Required State oI. LGRP
EIection officials Performance Assessment Revie\(i lo be coiidiicled oflei. each pI.es`idenliaI
CBEl8-80
pi.imary and even-mliiibei.e(I geneI.al eleclion to determilie whelheI. pI.ecilicl electi()n officials
2 years
Paper
I
aI.e satisf;acloI.ily I)erfoi.in.ilig their diilies
Local option Petitions Pe{ilion`sfoI. placement on the ballot oli llie
CBEl8-8l
Permanent
Paper/Elcctronic
3 years
Paper/Elcctronic
4 year,i
Electronic
I year
Electronic
q.leslion of\('hethcl. alcoliol sales aiid consurliplion shall be allowed wiIIIin a pI.ecili_c1
Notice of Board o]` Elcctictns Public Meeting
CBEl8-82
Notices of piibllc llleeliiigs of a county board of
L
elections. ilichlding I.egrllai., speci(il or emei.gelicy mee!irif{s
Ccrtificatcs of Appointment CBEl8-83
Col).les of cel.[ifiicales of ai)po.inlmeiit to elected
I
offiice colilainillg llallle of elected of:fisj}!:jgl
JFS Voter Registration Reports CBEl8-84
Qilarlerly report of lhe llINnbeI` of`loteI. I.egislI.alion foI.Iiis I.eceivedfor the colilily
I
dei)ar[ment ot job alid faliiily sei`iices Until digitizcd aiidqualitycontrolchcckcd.Ifnotdigitized,maintaint`or4years
Returned UndcliveI.ablc Notices Not.lees sent lo elecloI.s that are I.enii.ned as CBE18-85
Paper
"iiideliveI.able - i_e. change of pI.ecilict, polling
I
localioii oi. voliiig district
Returned Undeliverablc Notices Nolices sent lo elecloi.s lha[ ai.e I.etiii.Iied as
CBE18-85E
4 years
Electronic
LJ
iindeI.IveI.able -i.e. chalige of precinct, polling lociiI`ion oI. voting: dislI.ict
CBE18.86
Authority to Vote slips
60 days, provided no
Form giveii to eleclt)I. al pollilig place
pending court action or court order
Paper
2 years
Pape,.
indicatilig pei.missioli to c(isl a ballot
I
Post-Election Audit Reports OI.igilial aiidiI \`Joi.kbook verifying tlial the
CBEl8-87
tioaI.d of elec{`Ioiis has coiidilcled all aiidil o.i
r|
Ihe elecl.Ioii Di.ocess
Until digitizcd i ndqualitycontrolchcckcd.]l`notdigitizcd.maintainfor2years
Post-Election Audit Reports OI.ig.Inal a.Idi1 \+Joi.kbookverifyilig lhat tile
CBEl8-87E
boal.d ofeleclions has condllcled (ln alldil of the eleclioli 1)I.ocess
Electronic
I
Page l3 of16
o= -OHIO HISTOFtY
RHC0RDS RETENTION SCHEDULE (RC-2) See instI.Liclions beftire coii.ple!ing this J7orni`
CONNECTION
Union Count
Board of Llcctions
(Local Government Entity)
(I) Scliedule
(2)
(3)
(4)
Record Title and Description
Retention Period
Media Type
Number
CBEl8-88
Ethics Forms
Until digitizcd and
Foi.Iiis I.eqiiii.ed lo be con.pleled by boaI.d of
quality control
eleclions staffverifying tliat they have beeli
checked. lfnot
li`aiiied ofi and `rlill coniply wilh Ike Secrelai.y
digitized, maintain
of Slale's eth.ics pol.Icy aiid ohio ethics low
for I yl,ar
Papc,.
(5)
(6)
RC-3 For use by Auditor of Required State or LGRP
I
Ethics FormsFoi.ri sI.eqii I.ed lo be compleled by board ofelectionsstaJfyeI.ifyinglhall ieyhavebeenlrailiedon(indwil complywjlhlheSecrelai.yofStale'selli cspolicyandoh.ioelli cslaw I year
CBE18-88E
EIcctTonic
I
Until digitizcd andqualitycontrolchocked.Il`not
Declaration ofElector Unable to Mark Ballot
CBEl8-89
CBE18-89E
1'eI.ifilcalion by volei. of the inability to mark
digitizcd, maintain
voleI.'s tJallo{ ``Iilhoni{ assistaiice
for 60 days, providednopendingcourtactionorcourtorder
Dcclaralion ol` Elector Unable to Mark Ballot
60 days, provided no
l'erifilcal`ioii by voler of the inabiI.i!y lo mai.k
pending court action or court order
voler's ballot wilhoiit as:s.istance
Papl,r
Electronic
I I
Until digitized andqualitycontrolchecked.Ifnotdigiti7.ed,maintainuntilrevokedorelectornolongerisregisteredincounty
Power ofAttoncy FormsFoI.indeslglia[ingthatan eleclor niay permitaiiolhei.desiglialedpei.sonlohavepowei.ofaI{orneyovei.llieii.electionI.elateddociimelils
Paper
CBEl8-90
Power of Attorney FormsForiiidesign(Iling[l.alall elector niay perlrii{aiiolheI.designatedpersoiilollaveI)o``'el.ofalloI.revoveI.theire[eclionrelateddociiliieiils
Until revoked orelectornolonger isregisteredincounty Electronic
CBEl8-90E
L
I
EIected official and Appointment CertificationsFoI.ms{oI.el)oi.Icert.lfilcalionsofper.sonselecle(Ilooffilce.,I.epoI.iappoiITlinelltslofil vacancieLs.innomjnatioi ontheballot;ai d/oI.rel)orlpoliticaldy:filiationofI)I.evionlsof ilceholdercerlifiledbvtl eboai.dofelect.Ions
6 years
CBEl8-9]
EIectronic
I
Division of` Liquor Control RequestsCopiesofrespt)nseslotheDiv.is`Ioliof Liquiol`ControlI.egardii gpi.ecinclboiindaI.iesoI.othei.localI.Iq.ioI.oIJl.ioi inqiliresI.eceivedfromtheDivisiono.i]JIt]i tiI.Con{i.ol
CBE 18-92
6 months
Paper
I
I year
Paper
I
Precinct Election officials NoticesNoticesofaccei)lalice,I.ejection,I.ei)laceiiienloI.I.emovalofprecinclelectiono`fiilci(ils
CBEl8-93
oZ r=
Page l4ofl6
OHIO HISTORY
RECORDS RETEINTI0N SCHEDULH (RC-2) See insI"cliom befiore comi)leling this fiorm,
CONNECTION
Union Count
Board of Elections
(Local Government Entity)
(Unit)
(1)
(2)
(3)
(4)
(5)
(6)
Schedule Number
Record Title and Description
Retention Period
Media Type
For use by Auditor of
RC_3
State or LGRP
Required
Former Resident Presidential BallotFormI.eqiiiredlobecoinpletedtIIider oR:C CBE I 8-94
22 months, providednopendingcourtactionorcourtorder Paper
3504, siibmilled to boai.d of eleclions
I
I.eq.iestinp a presidential b(illo!
Until digitized andqualitycontrolchecked.Ifn()t
Former Resident Presidential Ballot CBE18-94E
Form I.equired {o be comI)leled iindeI. ORC
digitized. maintain
3504, stibn]itled lo boaI.d of elecliorls
for 22 months`
I.eqiiestiiig a presiclenlial bclllol
provided no pendingcourtactionorcourtorder
EIecti.onic
I
Until digitized andqualitycontrolchecked.[I`notdigiti7_ed.maintainuntilsignatureupdatedorper`sonnolongerrcgistercdincounty
Authorization t`or Elcclor to Update Signature CBE18-95
Paper
Record allo`i'iiig all elector lo update their
I
voleI. .s.Ignal.II.e `('illi the boai.d ofelecliolis
Until signatureupdatedorperson nolongerregisteredincounty
Authorization t`or Elector to Update Signature CBEl8-95E
Elcctronic
Recoi.d allowiiig an elector to uI)date their
I
voler sigiialili.a `iiilh the boaI.d ofelecliolis
Certifications of District Candidates
Until digitizcd andqualitycontrolchecked.lfnot
CeI.lifical.ioll by llie boai.d of electioiis lo ll.e
CBEl 8-96
most I)opiiloiis coilnly in a dislI.icl lo oveI.lap
coiuilies in lhal dislI.ict, of the name.I oflhe
Paper
I
digitizcd. maintainfor6months
call(lidates {o appeal. oli the ballot for dislrictofrilces
Certiflcations of District Candidates CeI.{ifiicalioIl by the boai.d of eleclioiis lo lhe
CBEl 8-96E
IIiosl popiilonis coiinty .in a disII.ict to over.lap
6 months
Electronic
coiifilies ill that district, of lhe lrarlles of the
I
call(1idates to ai)peal. o}i lhe ballot for distf.lcloffiices
EIection Hardware Inventory Listing of election hal.d\`JaI.e (sol.veI.s) pro\Iiding
CBEl 8-97
Until no longer of
Paper/Electroiiic
nrake, model lype, qtlanl.ily, dale of .inslallalion administrativ.I \Jaluc
I
and sofiwaI.e/tiii.m\.IaI.e veil.sion
EIection Day Precinct Incident L()g
CBEl8-98
(Non-Fcdcral Election)
60 days` provided no
Log siibliiiltetl by preclIlcl eleclloil offilcials {o
pi.nding court action or coiirt order
llle boaI.d of elections I.egai`ditlg ilicidellls occi(rriiiF[ at (I precinct on election day
Pape,.
I
Page 15 of16
o= r=
OHIO I+lSTORY
RHCORDS RETENTION SCHEDULH (RC-2) See iiislriictions bef;ore colilpleting lliis `forliI
CONNECTION
Union Count
Board ofElections
(Local Govcmmcnt Entity)
(i) Schedule Number
(2)
(3)
(4)
Record Title and Description
Retention Period
Media Type
(S)
(6)
RC-3 For use by Auditor of Required State or LGRP
Election Day Precinct Incident Log(FederalElection)
22 months, provided CBEl8-98F
CBEl8-99
Log siibin.itted by precinct election offilcials I()
no pending couI.t
the boal.d t)i elections I.egaI.ding ilicideiilsocciiI.rinf{ataI)recinctoneleclioliday_
action or court order
Declaration of Intent to Change Political Party
Until digitized and
Declaration of inlei.I to clraJige polilical party filled by an electeal offilcial I)rior lo llieii.
quality control chi.eked. If not
silbnlissioli of declai.aliotl of candidacy alid
digitized, maintain
pellition foI. partisan o_ffilce
for lo years
Paper
Paper
I I
Declaration of Intent to Change Political PartyDeclara(ionofinlei ltocI]aligepoliticalI)aI`tyfil edbyanelectedofficialpI.ioI.IotheiI.silbmissionofdecla1.alionofcandi(lacyandpetitionforpaI`Iisanoffice
10 years
CBEl 8-99E
Electronic
I
Abscntce V()ter Challenge (Non-FederalE'ection)
60 days, provided no CBEl8-loo
SIaternefil of persoii challeiiged as lo paI`{y affll.lalion ``'hen I.elliiestiiig an absentee voler'sballot
Absentee Voter Challenge (Federal Election)Slatenlenlofpei.sonchallengedasloparty(lffiliationwhenI.eqiiestlnganabsenleevotei.'sballot
pending court action or court order
Paper
22 months. providednopendingcoiirtactionorcourtorder
Paper
CBE18-loop
Provisional Voter Precinct Verirication [` ormFoI`I i12-Dcompletedbyaprecinctelectionoffl cial`\'lienavoter'snaniedoesliolapi)ear inlhepollbook/lislandlhevolei.il s.Islsonvotinginthewi.ongI)I.ecinclofali il ti )le-precinctI)ol imIlocation
I I
Until digitized andqualitycontrolchecked.l `notdigitized,maintainfor4years
Paper
CBE18-101
I
Provisional Voter Precinct Verification FormForm12-Dconipletedbyaprecinctelectionoffilcial`i henavoier'snali]edoesriolappeal. inthepollbooWlistanalthevoleI. insislLsonvot.inginthewroi gI)I.ecincto.iali i l .iple-pi.ecinclDO[lin9:localiori
4 years
CBEl8-10lE
Date of Birth CorrespondenceLel!eI.sseiitloindividilalsI`eqiles[irlg aI.eRis[eI.edvoleI`1oprovidetheii.dateof birth
Until no longer ofadministrativevalue
CBEl8-IO2
Eleclronic
I)aper
I I
State and Territorial Exchange of Vital Events(STF,VE)FilesFilecolitainingcoii ilystatewidevolei.I.eg.islral.ior)dalabaserecordslhalhavebeeiiniatched`i'il irecorulsofdecedentsfoI.thepiirposeofcancell ngll eregislI.alionofdeceasedvolei.s
CBEl8-103
2 years
Paper/EIectronic
I
02±
Page l6 ofl6
r=
OHIO HISTORY
RECORDS RETHNTION SCHEDULH (RC-2) See inslruclions l)efore completing this form,
CONNECTION
Union Count
Board of EIections
(Local Government Entity)
(2)
(3)
(4)
(5)
(6)
Record Title and Description
Retention Period
Media Type
FoI. use I)y Auditor of
RC-3 Required
(
Schedule Number
(Unit)
State or LGIan Cancellation of Registration of Dcccasc Elector
Records of notice of Death of Reglstel.ed l'oler (ORC 3503.2 I (A)(3)) aIld Notice of Caiicellation of VoleI. Regisli.alioli (ORC
CBEl8-104
2 years
I'aper/EIectronic
I
Pap`.r
I
3 503 ,2 I (F)) following I.eceipl of llotification of deall. of a I.egislei.ed elector., iiiclilding
Secretary of State (SOS) foHiis 255-C and 255-D Documentation of Campaign Finance Filings
Until digitized andqualitycontrolchecked.Ifnotdigitizcd,maintainfor6years
Examinations Doctlnienls, inclNdiiig, biil riol liniiled to, letleI.s CBE18-]05
and aiidit cliecklisls concerning exaniinaiions
ofcampaigll firiafice filings filed with lhe Board of Elections
Documentation of Campaign Finance Filings Examinations I)ocilmeiils, includiiig, biit iiol liiiiiled !o. lelteI.s
CBEl8-105E
6 years
Electronic
2 years
Paper/Electronic
60 days
Paper
2 years
I'apcr/EIectronic
alid audit checklis{Ls colicei.iiiiig ex(iminatiolis
I
of c(lnlPaign fillaflce fillii]gs filed `+iilh {lie I3oaI.d of EIeclions
Precinct official Registration List Complele alid offici(il I.eg.ls!ratlon list foi` each
CBEl8-106
precinct of all qi!illifiled registei.ed vt)ters in the
I
I)I.ec.[ncl llial nil(sl be pI.epared foiirleen (14) days befioI.e an electioii (ORC 3503`23)
Backup Signature Pollbook Prinled, blaiik signaliiI.e pollbook!s that hclve
CBE'8-]07
been pi.epared as backup in case of pI.obleni
I
\{iilh the eleclI.onic p()llbook, b.Il llieii li()I lised
duriiif an election
Verification c)f UOC^VA C()mpliance
Copy ofform to be complelet! by the Board of Elections verifying comi)liaiice with lhe CBEl8-108
Unif;ormed and overseas Civilian Abselitee
I
Voliiig Act (LIOCA VA) aiiil s.ibmiIIed lo lhe
Oliio Secrelaiv of Slale
I
c)_2±
_-
OHIO
Ohio History Connection State Archives ofohio Local Government Records Program
APR 30 2018
800 E.17'h Avenue
STATE AND LOCAL
Columbus. OH 4321 I-2474
GOVEF`NMENT F`ECOF`DS
HISTORY CONNECTION
RECORDS RETENTION SCHEDULE (RC-2) See ills(riiclions before conlpleliiig lliis fornl
Section A: Local Government Unit
Union County Board of Elections
Section B: Records Commission Union Count
Records Commission
937-645.4177
(Telephone Number) 128 South Main Street
rna
sville
43040
(City)
(Address)
(Zip Code)
Union
(County)
To have this form retumcd to the Records Commission electronically, ineludc on emiil address: sbadenhonra)co.union.oh.us
I hereby certify that our records commisslon met in an open meeting, as required by Section I 2122 0RC :ind approved the
Records Commission Chair Sigmture
Date
Section C: Ohio Histoii' Connection -Stale Archives
r, /I-h-~,,)
`.I rT:
' J\1, Signature
Please Nole:
Tit'c
5. -> -a_oI8 Date
The State ArcII`ives retains RC-2 f;orms permanenlly.1I is slrongly recominended thai the Records Commission "reluin a pe;manent cop; 6fthis form
SAO-/LGRP-RC-2 (Part I & 2), Revised August 2014
o= --
Pnge2ofI6
OHIO
RECORDS RETENTION SCHEDULE (RC-2)
HISTORY
See ins[rucliolis before completing ilils i;orm`
CONNECTION
Union Count
Board orElcctions
(Local Govcmment Entity) (
ScheduleNumber
(Unit)
(2)
(3)
(4)
(5)
Record Title ahd Description
Retention Period
Media Type
For iise by Auditor ofStateorLGRP
(6)
RC-3Required
Until digitized andqualitycontrol
I
Absentee Ballot Applications CBEl8-01
Reqiiesls to vole oiilside of a desjgiiated I)oiling
checked. If not
location
digitized. maintainfor4years
Paper
I I I
^bscntce Ballot ApplicationsRequestslovoteoiI{sideofa(lesiglialed pollingIoca'io'1 CBEl8-OIE
4 years
Electi.onic
Pcrmanen1
Electronic
Pcrmancnt
Electronic
Pcrman|`Ilt
Paper
Permanent
Paper/Elcctronic
^bscntee Voter Register (Civilian)Conlalnsa1.ecoI.dofreqiieslsforand iss.Ialicesofabsenteeballots CBEl8-02 Abscntce Voter Register (Miljtary)ConlaiJisai`ecoI.dofI.eqiiesfsforand issiiancesofahseii[eeballots CBEl8-03
E/ I
Abstract of VotesConlainsiirecoi.d oflolal votes cast at pi.imaly.generalandspecialeleclloiis CBEl8-04 Audit ReportsFinaiicialexamiiialjoiis and repoi.Is issiled byllieA.idiloI.ofSlale,ORCII7`26
CBEl 8-05
60 days, provided nopendingcourtactionorcourtorder(ORC3505.3l)
I
Ballots (Non-Federal Electioii)Usedaiidiimisedballotsshowing lisls ofcandidates,offilcesaiidlssiies l}apc,.
CBE] 8-06
22 months. providednopendingcourtactionorcourtorder(ORC3505.3l)
I
Ballots (Federal I?lection)Usedandilnilsedballolssho\`'illg lists ofcandidates,officesandissiies
Paper
CBEl 8-06F
Ballots (Sample)Exampleofballot sho``Jing caJidldales, bond"issiies,laxleviesandlssiieslobe>voledupon illI)rimaly,specialarid/orgelleI.alele£1jap±
Permanent
CBEl8-07
Bids (Unsuccessful)Coii[ainspill)l`ic.I=ilig alid llearing of qlloledbid`slovendorsfoI.servicesnotselected
2 years afterconlt`actawarded
CBEl8-08 Bids (Successful)Colilainspublici=.Ing, heal.jng alid awaI.diIlg ofqiioledbidsloyendoI.sforgoodsalid/oI.se'|,;c,cs
E/
EIcctronic
I
Paper
8 years aftercompletionorexpiration
Paper
CBEl8-09
4\`.\d\tod mean_==_i__^or`ne`ec=®c\b Cash BookRecoraloffees collecled by the Boai.d o,iEleclions CBEl8-10
hdi]eathe,e> S0
"ri'iuv`;.is;an audiAuditorof§tat 10 years, providedaudit
Paper
e
adffi!: audit repon naTQ\`t`R.ec\p`\i`s`See.117.260,
.--anttoR-C.
oZ --
Page3 ofl6
OHIO I+lSTORY
RECORDS RHTHNTI0N SCHEIDULE (RC-2) See iiistriictions bef;ore coI}Iplelilig tl3is i;ornI.
CONNECTION
Union Count
Board ol` Elections
(I,ocal Govcmment Entity)
(Unit)
(1)
(2)
(3)
(4)
Scliedule
Record Title and Description
Retention Period
Media Type
Number
(6)
(S)
For use by Auditor of RC-3 State or LGRP Required
Until digitizcd andqualitycontrol
I
Campaign Expense Reports CBEl8-ll
Finariclal expense I.epoi.ts filled by calid`ida{es
chcckcd. Il`not
and issiies groups
digitized. maintainl`or6years
Paper
I
Campaign Expense ReportsFill(ilicial.xpellseI.epor!sfile(I by can(lidatesaliilissiiesi(roiip.s CBEl8-1lE
6 years
EIectronic
2 years
Paper/EIectronic
LJ
4 years
Paper
LJ
2 years
Paper/Electronic
Permanent
Paper/Electronic
Central Committcc NoticesNolicesofpol.ilicalpal.lyiiieetings held in lliecoll''lV CBEl8-12
Central Committee ListsLislsofelectednleillbeI.s of polit.lcal I)al.I.ies.in'hecol'nly
CBEl8-12B
I
Con.espondenccGeneraloffilcec()mIIiiiliicaliolis fI.om exteI.iialandililei.iialsources CBF,18-13
Ccrtificatcs of ^nncxationCopiesofoI.diiiaiicesex[endiiig miiliicipalcol.I)oI.ationliniils CBE18-14
Ausdjted means.. he vt±a
Election Charge-Back Records CBEl8-15
Eleclioli expenses chai.ged back lo siibdivisionsforcolleclion
3 years, providedaudit
Paper/Electronic
I._..v._ilpassecl b aye been auc'I.teudl.forn¢_a:+-f.--
_--`-uudj.tI.eporfhasbteasedptJrsuan CBEl8-17
Lcdgcr ol`Rcceipts and Expendilures
6 years, provided
Filiailc.ial recoI.ds of the Boai.d of Eleclions
audit and until all
sho\i'inf{ money I.ecejved and exi)eylded
Petitions of` Candidates/IssuesPelilionsacceptedandI.ejecled foi. candidatesand.lssl(esfoI.eleclioiis:inclii{lesuleclaralionsofcaiiditlacy
items are cleared
-v. I I ,.I-,5 0.R.c. Paper
CBF,18-18
Petitions of Candidates/IssuesPetilionsacceptedalidI.ejected foi. canil.Ida(esandissiiesf;oreleclions;iiichidesdecl(iralionsofcand.idacv
6 years
CBEl8-18E
Electronic
u [11e
eltl
Elcctronic
Until digitizcd andqualitycontrolchecked.It`notdigitized,maintainfor6years
b#eri=e
"
r|
I
Until digiti7,cd andqualitycontrol
Poll Books and Summary Sheets CBEl8-19
Contains signa[i{i.es of elec(oI.s voting and
checked.
precincl siiinmary slatenienls ofvotes cast
digitized, maintainfor2years
Irnot
Paper
l.ol\ Books z\nd Sumi"ry ShcotsConla}iissiglianlresofelecloI.svoting alidI)recinctsiirliniaI.yslateliienlsofvolescast
CBEl8-19E
2 years
Electronic
i I
Pagc4ofl6
oZ -OHIO HISTORY
RECORDS RETENTION SCHHDULE (RC-2) See inslructioris bejiore colnpletlng this fornI`
CONNECTION
Union Count
Boai.d of Elections
(Local Government Entity)
(1)
(2)
(3)
(4)
Schedule Number
Recoi.d Title and Description
Retention Period
Media Type
(6)
(S)
RC_3 For use by Auditor of Required State oi. LGRP
I
Poll ListCoIIIaills lists of I.egistel.ed voters willlin cotlnlybvI)reciFicI
2 years
CBEl8-20
Paper/EIectronic
Until digitjzed andqualitycontrol
I
I'oll officials Record/Precinct Records CBE18-21
RecoI.d of election jildges alid poll wloi.keys
checked. Ifnot
oI.gaiii=ed by pI.ecincl
digitized, maintainfor2years
Paper
I I
Poll Officials Rect)rd/Precinct RecordsRecoI.dofelectionjudgesalidI)oil"'orkersoI.flan.i=edbypI.ecinc{
2 years
CBE]8-2lE
Receipt BooksFiscali.ecoi.dacknowledging {lia( I)aynient l]asbeenreceived
3 years, providedaudit
CBEl 8-25
Electi.onic
Paper
Until digitizcd andqualitycontr()Ichecked.Ifnotdigitiz_ed.maintain
Resolutions (Bond Issues that Pass)CopiesofI.esohllionsbygovei.Iinieiilal bodiesai(thoI.i=iligplaceIIienlofbolidissilesoillheballo'
L|
Paper
CBEl 8-26A for life ol`bond Resolutions (Bond Issues that Pass)Copie`sofI.e.soliIIiolisbygoveirnliielilal bodiesaiilhori=ii]gplacemelilofboiidissiiesonllieballo'
Life of bond
CBEl 8-26E
I
Elcctronic
Until digitized andqualitycontrolchcckcd.lf`notdigitizcd.maintainfor5yearsal`tcrclcction
I
Rcsolutions (Non-Bond Issues)Copiesofresohilioiisbygovei.iinielilal boat.Iesatllhol.i=iiigplaceliienlofi`ssilesonIIieballot
Paper
CBEl8-26B
I
Resolutions (Non-Bond Issues)CopiesofI.esohII.lollsbygovei.nmenlal bodies 5 ycai.s aftc`r election
CBEl8-26BE
Ilectronic
_hb#:h: "
aiillioi.i=iiifz placeliienl of .lssiies on the ball9l VouchersCopiesof.Invoices (paid) alid piiI.cliuse oI.deI.ssell(lotheCotIIi{y/itidilor
3 years` providedaudit
CBEl 8-27
Paper/EIectronic
Pcrmancnt
Paper
boiindaI.ics
bnea#
T,a\hd,S,t#t"aa`?_I+^
Until digitized andqualitycolitrolchecked.Ifnotdigitized.maintainl`orIyearafterelection
ts\?#.2%%.i
Withdra\`Jiil orCandidacy NoticesRecoI.d{iftisignedcalididate`s`tJilhdI.a\`JalIio[iceoI.lellei.fi`oiiilheballot
CBEl 8-29
Paper
`
t\d\ted m®?\i®i``.`"i..'`it``,:,i,?._?s.\,Gi\\1
Ward and I'rccinct MapsMapsofpoli(icalsiibdivisions voling precilicl
CBEl8-28
.
.C.I
Ezf--i-OHIO
Page5 ofl6
RECORDS RETHNTI0N SCHEDULE (RC-2)
HISTORY
See "structions bej;ore completing this forIll.
CONNECTION
Union Count
Boai.d of Elections
(Local Government Entity)
(Unit)
(1)
(2)
(3)
(4)
Schedule Number
Record Title and Description
Retention Period
Media Type
Withdrawal ot` Candidacy NoticesRecordofasignedcandidate'swiillidI.a`ilaliiaticeoi.lel[eI.fiI.onillieballot
I year alter election
CBE18-29E
Electronic
(5)
(6)
RC-3 For use by Auditor of Required State or LGRP
r|
Minutes of the Board of ElectionOffilc.lalI.ecol.(iofpI.oceed.Ingsof the Boal.d ofElec'io'ls
Permanent
CBE18-30
Paper/EIectronic
Change of Name, Death, andDisenf`ranchiscdVoterReportsOi.igiii(ilI.epoI.lsisstiedbylhepi.obale court,clerkofcoiiI.lsandhealthdei)ar[meiil
2 years after filing
CBIJ,18-31
Electronic
Registration Cai.ds (Active)ContainsniasleI.alidpI.ecillcl cal.dfiles foI.ciiI.I.enrlyregisteI.edvoleI.s
CBEl8-32
I'ermanent
Paper
Permanent
Paper
I E/
Registration Cards (Inactive)ConlainsiliaLslerandpi.ecincl caI.dfileS fo1.canceledvoterI.egistralioncardLs
CBEl8-33
Transfer of RegistrationsRecoI.dofvoleI.s'li.(in`rferring from one vtJlingai.eatoanolheI.
CBEl8-34
4 years
Electronic
6 years
Electronic
Directivcs/^dvisoricslllslI.ilctions,iiifoi`iiialioii and gilidance seii[froniSecrelaryofSla(e
CBEl8-35
I I
Until digitizcd andqualitycontrol
Change of^ddrcssIName Notifications CBEl8-36
Wi.itlen notices fi.olii I.egistered voters of a
checked. If not
change of addI.ess or lialiie
digitizcd, maintainfor4years
Paper
Change of ^ddrcss/Name Noti1.icationsWI.illeiiliolicesfromleg.isteI.edvo(ersof achaliRe()iaddi.essoi.name
4 years
CBEl 8-36E
Electronic
I
I
Until digitized andqualitycontrolchecked.Il`notdigitized,maintainfor2years ^pplication for Correction or Challenge FormFoi.ms`I'liei.e(1jiidgeofelecl`ionschallengesallelector'sel.igib.ililytovole.ptlrsiiantloore35()520.ORC3513`I9&ORC3513.20
Paper
CBEl 8-37
Application for Correction or Challenge FormFoI.Iiiswhei.eajildgeofelec{ioiischallengesane>lecloi.'seligibilily!ovole,piiI.s.IaiitloORC350520,ORC3513.19&ORC35132()
2 years
CBEl8-37E
^bscntce Identification Envelopes(Non-FederalElcction)Errvelopeswliicliidentifyavolei`by naliie aitdaddress,conlailisvoledballoI CBE18-38
Electronic
60 days, provided nopendingcourtactionorcourtorder Pape,.
I I I
o_I
Page6of16
OHIO HISTORY
RECORDS RETEINTION SCHEDULE (RC-2) See inslruclions before completiilg this form.
CONNECTION
Union Count
Board ol` Elcctions
(Local Government Entity)
(Unit)
(I)
(2)
(3)
(4)
Schedule
Record Title and Description
Retention Period
Media Type
Number ^bscntce Identification Envelopes(FederalElection)EIivelopes`illiichideiitifyavoleI.by litinie alidaddI.ess;contailisvotedballol
(5)
I
22 months. providednopendingcoiirtactionorcourtorder
Paper
CBF,18-38l``
(6)
RC-3 For use by Auditor of Required State or LGRP
Until djgitized andqualitycontrol
I
Provisional Ballot Al`firmations
CBE18-40
Swoi.n slalelneli{ lhal an eleclor is eligible to
checked. Il`not
vole in all eleclioli
digiti7_ed. maintainfor4years
Paper
I
Provisional Ballot AfrirmationsS`iloi.nslateriientlha!anelecloi` is el.Igible tovoleillanelection
4 years
CBEl 8-40E Payroll RecordsPayI.oilrecoi`ds of poll ``J()rkeI.s, electionsextra,saiidI3o(iI.dofElecliolieniployees
Elcc`ronic
ne YGtw`\*e\.=^h\'\ 3 yeai.s, providedaudit
CBEl8-42
Paper/EIcctronic
RE*%#msesae`6.S+_IIhAaiu:V:deel,t:bO:e'eee3dnfio9aSrf¥:,;u;a emo ,\`
Until digitized and
Registration Confirmation Notices CBEl8-44
Confiii.nialion notices sent to residents vei.ifying
quality contr()Ichecked.Ifnotdigitizcd,maintain
bE9n ant\O
Paper
I.egisli.ation an(I rehirned willi tipdaled
infornlation
a.
for 5 years
see. \\|.LV -
Registration Confirmation NoticesColifiii.maliolinolicesseiiIIoresidelils veI.ifyiligI.egisli`ation(indI.eluI.Iied``IilliupdatedInfio'.nlalion
Elcctronic
5 years
CBE18-44E
I
Until digitized andqualitycontrol
Confirmation Notice Rcsponscs CBEl8-45
Paper
r1
5 years
Electronic
LJ
5 years
Electronic
lnfoI.nlaliopi indicating whelheI. a persoii has
checked. If not
I.espolide(I lo a confilrmation notice
digitizcd. maintainfor5years
Confirmation Notice ResponsesIiifoI.iilationiildicalilig`.'helhera peI.son hasI.esDolidealloacon.fill.nialionliotice
CBEl8-45E Confirmation/Ackn()wledgement Notice ListsI,islofllaIllesandaaldi.essesofpeI.soliswho``IeI.e>se>iilcon.fii.Iiiationoi.(icklio\`iledpemenlnolices
CBEl 8-46
CBF,18-47
Confirmation or ^cknowledgcment Cards
Until digjti7_ed and
Returned Undclivcrablc
quality cont,.0l
CoJifiii.niation oi. acknowiledgeliieiil caI.ds lhal
chcckcd.
were reliii.iied {o lhe Bo(iI.d ()f Elections
digiti7,cd. maintain
ilndelivei.able bv llie I)oslal sei`iice
for 4 years
lt`not
Paper
I I
Oe
L=t,_I_ OHIO
Page7ofl6
RECORDS RETENTION SCHEDULE (RC-2)
HISTORY
See iiiMlriictiofis before coriiJ)leliIIg this Jbrln.
CONNECTION
Union Count
Board of Elections
(Local Govcmment Entity)
(Unit)
(1)
(2)
(3)
(4)
Scliedule
RecoI.d Title and Description
Retention Period
Media Type
Number
(5)
(6)
For use by Auditor of RC-3 State or LGRP Required
Confirmation or Acknowledgement CardsRcturncdUndeliverableCoiifi ni ationt)racklioni'ledgeli eJi(cardsthat\i erereti I.i edlolheBoai.dofElec(iolisi lidelivei'ableb\]lhepostalservice
4 years
CBE18-47E
CBE18-48
CBEl8-48F
Voter Verilled Paper Audit Trail (VVPAT)
60 days, provided no
Rolls (Non-Federal Election)
Offilcial voliIlg b(lllot that is to be lised for
pending court action or court order
I.eCoiillt DiII.Doses
(ORC 3506.18)
Voter Verified Paper Audit Trail (VVPAT)
22 months. pr()vided
Rolls (IJ`edcral Election)
no pending court
Offilcial votillg bal[ol that is lo be ilsed for
action or couIl order
I.ecoulit pili.poses
(ORC 3506.18)
Electronic
lJ
Paper
I
Paper
I
Voting Machine Reports (Non-FcdcraI Election)Logic&/lcciii.acyrl`esling,TestDecks.'ra[)es,
60 days: provided no
CBEl8-49
Testiiig Resillt RecoI.ds, Zei.o Tapes, Close of
Polls TaI)es, Cards Do\`'nloaded, UsedSeal/LockRecoI.ds
pending court action or court order
Paper
I
Voting Machine Rcporls (Federal Election)Logic&^cciii`acyTesling,TeslDecks.Tai}es.
22 months, provided
CBE I 8-49F
CBEl8-50
Teslilig llesill{ Iiecords, ZeI.o Tapes, Close of
no pending court
Polls Tapes, CaI.ds DcJwnloaded, UsedSeal/LockRecoI.ds
action or court order
Chain ofCustody Forms, Voting Unit F,vent
Until digitized and
Log. and Election Day Precinct Incident Log Foi.nis and logs coliipiled oI. electioii day [o
qualjty control chcckcd. If not
docilmeiit issues and events in votilig
digitizcd9 maintain
pI.oceedi rigs
for 2 years
Paper
Paper
I I
Chain of Custody Forms. Voting Unit EventLog.andElectionDayPrecinctIncidentLogroi.msanallogsci]IIipiledonelecliondaylodoctlrrienlissl(elsandeventsinvollngpI.oceedinJ!s
CBEl8-50E
2 years
Electronic
lJ
1 year
FJIectronic
L
2 years
Paper
L
Paper
I
Proclamations of Elections or LegalAdvertisementol`QuestionsandIssuesPosledliolicesofeleclioris(obeheldand issueslobevotediIDon CBE18.51
Challenge FormsFoi.nis``iliereanelection o.tfiicial challeiiges avotei.'srighllovote,ORC350520
CBE18-52
Until digitized andqualitycontrol
Observer Forms CBF,18-53
Foi`ms wliere all .Ifldividiial I.egisters theii.
chcckcd. lfnot
intention lo observe an eleclioli, ORC 3505 21
digiLized, maintainforIYear
Page 8of16
oZ _OHIO HISTORY
RECORDS RIITENTI0N SCHHDULE (RC-2) See inslruclions before cor)Iplelirlg (his forlll.
CONNECTION
Union Count
Board or Elections
(Local Govemmcnt Entity)
(2)
(3)
(4)
Record Title and Description
Retention Period
Media Type
(1)
Schedule
Number Observer FormsFoi.nis\`ihei.ean ilidivldilaI I.egisleI.s lheii.ililelilionloobserveaneleclioti,ORC3505.21
CBEl8-53E
CBEl8-55
4 years
Paper
I
Paper
L]
Until digitized and
Identification (Form I 0-T)
quality control checked. lfnot
possess any appf.opi.late iceiil.ifiicalion foI.votingPUI.pose's
I
Electronic
Allirmation ol` Voter Who Cannot Provide S`I'oI.ri slalemelit ofa volei` `(Ilio does nol
(6)
I year
Census Block Reprecincting Waiver Form andAccompanyingMapsWaiverfoI.IiisandniapscI`ealedintilesI)litliligofaceiisilsblock``Ihenfornlillgaprs±±!l±l CBE18-54
(5)
RC-3 For use by Auditor of Required State or LGRP
digit[zcd. maintainfor2years
Affirmation ot. Voter Who Cannot ProvideIdcntilication(Foi.inI0-T)S\iloi.Iislateniei lo,iavoterwhodoe`sno!possess(lilyappropI.ialeidenlifilcalionfol.v()1iFigpilrposes
CBEl 8-55E
2 years
Electronic
I year
Paper/Electronjc
2 years
Paper
I
Vi`rification ot` liandicappcd Accessible ParkingSpacesandPollingLocationsCorfiI`malionofli(]iidicappet!accessiblepal.kiliflaiidfacililiescllaVOli!111±J9±:gli£!!l
CBEl8-56
Ccrtification of Training Hours CompletedCer[ifilcaliolislil(itBoardofI:.lecliolieiiiployeeshavecolnpleledllecessarytrainilig
CBEl8-57 Elcclion CalendarsCiilendarsused!otrack events. Meelings andaclivitiesinconi.inclioliwithaneleclioli
Until not longer ofadministrativevalue
CBEl8-58
Mailing Envclopc Containing Voted Absentee Voter BallotRel.iI.Iielivelop tif all absentee voleI. colilainingabseiileevotei.ballot
CBE18.59
CBEl 8-60
Paper/Electronic
60 days, provided no pending court actionorcourtorder
Prool`s of Ballots
60 days, provided no
Pi.oposed ballots silbniilled to tlie Secrelai.y of
pending court action
Stale i;or fiinal appi.ov'al
or court order
Paper
Paper
r|
I I I I
Until digitized andqualitycontrolchecked.lfno1
Report Forms for Local Questions & Issues Including ^pprovcd Ballot LanguageProposedballotlaiigilugesllbmille>dlo theSecretaryofS{alefo1.fillalapp).oval
CBEI8-6l
Report Forms l`or Local Questions & IssuesIncludingApprovL'dBallotLanguagePI.oposedballotlangilagesiibinit{edlotlieSecI.el(IrvofSlatefoi.fiinalar)pi.clv(il
CBEl8-6lE
digitized, maintainl`or60days,providednopendingcourtactionorcourtorder
Paper
60 days, provided nopendingcounacti()norcourtorder F,Iectronic
I I
Page9ofl6
L=-E=
OHIO HISTORY
RHCORDS RETENTION SCHEDULH (RC-2) See> ill`slruclions bef;ore comple!illg lI.iS forln
CONNECTION
Union Count
Board of Elections
(Local Government Entity)
(Unit)
(1)
(2)
Schediile
Record Title and Description
(3) ReteI]tion PeI.iod
(4)
(S)
(6)
Media Type
For use by Auditor of
RC_3
State or LGRP
Required
Number Until digitizcd andqualitycontrol
Most Populous County Certiflcations
CBEl 8-62
Colifiirmalioiis lssiled by most I)opulonis c(Jiinty
checked. If not
of ovel.lal)I)ing calidjdales oi. local (iiiesl.Ions
digitized, maintain
(iiid issiies cer[ifyjng {olal vole coiinl
t`or 60 days, providednopendingcourtactionorcourtorder
Most Populous County CertilicationsCorfiI.riialionsissiiedbyriioslpopilloiis countyofoveI.lappingcandidatesorlocalqiies!ioiisandissiiesceI.[iftyiiiftotalvolecounl
Paper
LI
Electronic
I
Paper/Elcctronic
L|
Paper/EIectronic
I
60 days, provided nopendingcourtactionorcourt()rder
CBEl8-62E
Certificates or ResultsCel.tifilcatesofelection I.eslilfs isslied I)iii.siialiItoORC3505.32and3513.22
6 years
CBE18-63
Copies of State Issues Petitions or StatewideCandidatePetitionsCopiesofpeliliollsofslatewidecaiid`Idatesandissi!esslio`iiinfI`'o[ei.ssiflnaliii.es
60 days, provided nopendingcourtactionorcourtorder
CBE18-64
CBEl8-65
CBEl8-66
Unol`ficiaI EIcction Results
60 days, provided no
Ulloffllcjal eleclion I.estllls f.iln anal issiied prior
pending court action
to fiinali=alioli orlii]al I.e`siill cei.lifiicalioli
or court order
Election Protest Records
I year, provided no
E\Jidelice oi. nialeI`ial pI.ovided or iised in
pending court action or court order
coniiiliction with cl prolesl lieaI.iI.g
I I I
Paper/EIectronic
Paper/EIectronic
Yearly Repoil to Secretary of StateFinancialex[)efisesofcondi(clingeleclioms senttotheSeci.etaI.yofSlate
CBE18|67
4 yeflrs
Eleclronic
Until digitized andqualitycontrol
Board ot` Elections organization Records
CBEl8-68
Repoi.I forms on ol.gani=alioIl oi. i.eorgani=alion checked. Ifnot
of BoaI.d of Elections
Paper
LJ
digitizcd, maintainfor6years
Board of Elections organization RecordsRepoI.IformsoiloI.gani=alit)noi.I.eoi.gan.I=alion
6 years
CBEl8-68E
Elec\ronA\\
of Board of Elect.Ions
en
Reimbursement Records of Costs ol`Training
CBEl 8-69
I'oll Woi'kers
3 years. provided
Filiaiicial I.ecoi.ds I.elaled lo llie reimbiii.seiiieiiI
audit
--
+
______i -
been audi.tec! b
itor of State and iheE, I._ ____^A bq`A-r`aa
of Doll workers foI. eleclioii ti.aiiiliI£
|re!Eic troniSe |e|\,rvI,|O-__ __asedpursuantt.117.26a.R.C.
Duplicate Reports Generated by the StatcwideVoterRegistrationDatabaseRepoI.lsci.eatedfronithestalewidevotei`reJIislI.alioiidalabase
CBEl 8-70
paper haAu
aFE
ited means: the
60 days
i
Page lo of16
oZ OHIO HISTORY
RECORDS RETENTION SCHEDULH (RC-2) See inslruclioris bef;ore conlI)lellllg this forlII`
CONNECTION
Union Count
Board c)f Elections
(Local Government Entity) (I)
(2)
(3)
(4)
Schedule NumberCBEl8-7l
Recoi.d Title and Description
Retention Period
Media Type
Duplicate or Incomplete Voter Rcgi`strationFormsVoteI.I.egisti.alionfoi.msthatai.eilicomplele oi.
(6)
Until digitized and
quality control checked. If not diiplicated by voleI. eI.rantly I.e-I.egisleI.ing
(5)
RC-3 For use by Auditor of Required State oI. LGRP
Pilper
r|
Electronic
LJ
digitizcd. maintainfor4y.`ars
Duplicate or lncomplctc Voter RegistrationFormsVolerregisli.alionfoI.ilislhalai.aincomplele ordili}licaledbyvoleI.eI.I.alitlyI.e-regisleI.i_ing
4 years
CBE18-7lE
Until digitized andqualitycontrolchecked.Ifnotdigitized.maintain
Rcturncd Undeliverable 60 Day Notices CBEl8-72
^lailing nolices I.elilriied to the BoaI.d of
until the elector
EIeclioIIs by the postal service as tltidelivei.able
appears to vote or
aJIIeI. 60 days lime
until the clcctornamedisremovedfromthevoterrcflistrationlist
Paper
I
Until the elcctoI.appearstovoteor
Returned Undcliverablc 60 Day Notices CBE18-72E
Mailing notices I.eliiI.iied lo lhe Board of
until the cli`ctor
Electioiis by the I)oslal seI.vice (is i(ndelivei.able
named is removed
oflet. 60 days (ime
Electronic
I
f`rom the \'oterregistrationlist
Transmit al Forms that Accompany VoterRcgislrationFormsfromAgenciesTransmit(alfoI.ri sfi.omolliei.ageiiciesacconipi nyingvoterI.egisli.a{iol foi.il SIIlat`tiereI.eceivedbvolheI.af{encies
2 years
CBE18-73
Paper
I
Paper
I
Until digitizcd andqualitycontrolchcckcd.lfnotdigitized,maintain
Voter Identification (Absentee Ballot
Application or Voter Registration Form) CBE18-74
Copies of .Ideiilificalion pi.ovialed by electoi.s ``JiIIi cl voler registi.atlon form oI. abselitee
I)allot request
the longer ol`:
-6 months al`tei.
receipt -From thc-date of`receiptuntil45daysaftertheelection
L=-_ OHIO
Page ll of16
RFICORDS RETHNTI0N SCHEDULE (RC-2)
HISTORY
See ilistructions bofore coinpleling this fiorln.
CONNECTION
Union Count
Board ot` Elections
(IJocal Government Entity)
' Schedule Nutnber
(Unit)
(2)
(3)
(4)
(S)
(6)
Record Title and Description
Retention Period
Media Type
For use by Auditor of
RC_3
State or LGRP
Required
Longer of,-6months al`\er Voter ldentificati()n (Absentee Ballot
Application or Voter Registration Form)
CBEl8-74E
Col)ies of ldenlifilcaliol] pi.ovided by eleclors
receipt - From the date ol`
\ili(li a voleI. I.egisli.alion foi.ni oI. absentee
I.eceipt until 45
ballot I.eqiiesI
days after thcelection
Electronic
Lj
Voter Identification (Absentee Ballot andIdentificationEn\Jelopc)Copiesofiden{ifilcaliolipi.ovidedbyelectorswilli(Inabsenteeb(illol(iiidldenlificali()ne,lvelope
90 days
CBE18-75
Voter Identification (UOCAVA)CopiesofidelilifilcalioiiI)I`ovided by aUOCiIV.ilvolei.williafederalpostcai.dapplication
Paper
I
Until digitizcd andqualitycontrolchecked.lfnotdigitized,maintainfor4years
CBEl8-76
Paper
LJ
EIcctronic
L
Voter ldcntification (UOCAVA)CopiesofidenlifilcalioiipI.ovided by aUOC,lV!IvcI{erwilhafetlei.alposlcardal)plica,io'1
4 years
CBE I 8-76E
Federal l'ostcard Voting Application (FV^P)/1pplicaliol foI.i.eg.isli.alionasav()leI`ona-oI.inadopledinaccordance`tJ`il .fedel.aIregtilaljoi srelalilig(otheUnifioi.medandO\>eI.seasCj[i=ensAbsenteeVotingAct,Di rLs.iaI ltoORC351102
Until digitized andqualitycontrolchecked.lt`notdigitized`maintainpcrmancntly
Paper
CBEl8-77
I
Fedcral Postcard Voting Application (FVAP)Applical.Ionfol.I.egistI.alionasavoleI.oliafoi.niadopledinaccordalicewlithfederalI.egiilaliolisi.elatinglol ieUii foI.niedandOveI.sea`sCili=emsAbsenlee>Voli igilct,oi rsi antloORC35II.02
CBEl 8-77E
I'ermanent
EIectronic
3 years
Iilectronic
2 ycars
Eleclronic
I
Election Administration and Voting SurveyBiennialReportsElectioi rei)oi.[slhalinchidejlifof.nial`ioi onvoleI.I.egislI.(iliolis,chayigesofname/address,absenleeballols,b(Il olscastpI.ovisionallyandotherelectionI.elatedinfioi`nialion
CBEl 8-78
I
Elect.ion Administration PlansAdmiri.islf.aliveplanscI.ealedby couiity boardsofe[ec[iol s.indica!.ingpI.epaI.a!.lol sfoI.cond.ictiligelecliolisandhandli igofpossibleemergencysili alionsolielecllond{iy
CBEl 8-79
LJ
Page 12 ofl6
02 OHIO HISTORY
RECORDS RETENTION SCHEDULE (RC-2) See inslruclions beJ;oi`e colnplelilig this forrn`
CONNECTIC]N
Union Count
Board of` Elections
(Local Govemmcnt Entity)
(Unit)
(|)
(2)
(3)
(4)
Schedule
Record Title and Description
Retention Period
Media Type
Number
(5)
(6)
For use by Auditor of RC_3 Required State oI. LGRP
EIection officials Performance Assessment Revie\(i lo be coiidiicled oflei. each pI.es`idenliaI
CBEl8-80
pi.imary and even-mliiibei.e(I geneI.al eleclion to determilie whelheI. pI.ecilicl electi()n officials
2 years
Paper
I
aI.e satisf;acloI.ily I)erfoi.in.ilig their diilies
Local option Petitions Pe{ilion`sfoI. placement on the ballot oli llie
CBEl8-8l
Permanent
Paper/Elcctronic
3 years
Paper/Elcctronic
4 year,i
Electronic
I year
Electronic
q.leslion of\('hethcl. alcoliol sales aiid consurliplion shall be allowed wiIIIin a pI.ecili_c1
Notice of Board o]` Elcctictns Public Meeting
CBEl8-82
Notices of piibllc llleeliiigs of a county board of
L
elections. ilichlding I.egrllai., speci(il or emei.gelicy mee!irif{s
Ccrtificatcs of Appointment CBEl8-83
Col).les of cel.[ifiicales of ai)po.inlmeiit to elected
I
offiice colilainillg llallle of elected of:fisj}!:jgl
JFS Voter Registration Reports CBEl8-84
Qilarlerly report of lhe llINnbeI` of`loteI. I.egislI.alion foI.Iiis I.eceivedfor the colilily
I
dei)ar[ment ot job alid faliiily sei`iices Until digitizcd aiidqualitycontrolchcckcd.Ifnotdigitized,maintaint`or4years
Returned UndcliveI.ablc Notices Not.lees sent lo elecloI.s that are I.enii.ned as CBE18-85
Paper
"iiideliveI.able - i_e. change of pI.ecilict, polling
I
localioii oi. voliiig district
Returned Undeliverablc Notices Nolices sent lo elecloi.s lha[ ai.e I.etiii.Iied as
CBE18-85E
4 years
Electronic
LJ
iindeI.IveI.able -i.e. chalige of precinct, polling lociiI`ion oI. voting: dislI.ict
CBE18.86
Authority to Vote slips
60 days, provided no
Form giveii to eleclt)I. al pollilig place
pending court action or court order
Paper
2 years
Pape,.
indicatilig pei.missioli to c(isl a ballot
I
Post-Election Audit Reports OI.igilial aiidiI \`Joi.kbook verifying tlial the
CBEl8-87
tioaI.d of elec{`Ioiis has coiidilcled all aiidil o.i
r|
Ihe elecl.Ioii Di.ocess
Until digitizcd i ndqualitycontrolchcckcd.]l`notdigitizcd.maintainfor2years
Post-Election Audit Reports OI.ig.Inal a.Idi1 \+Joi.kbookverifyilig lhat tile
CBEl8-87E
boal.d ofeleclions has condllcled (ln alldil of the eleclioli 1)I.ocess
Electronic
I
Page l3 of16
o= -OHIO HISTOFtY
RHC0RDS RETENTION SCHEDULE (RC-2) See instI.Liclions beftire coii.ple!ing this J7orni`
CONNECTION
Union Count
Board of Llcctions
(Local Government Entity)
(I) Scliedule
(2)
(3)
(4)
Record Title and Description
Retention Period
Media Type
Number
CBEl8-88
Ethics Forms
Until digitizcd and
Foi.Iiis I.eqiiii.ed lo be con.pleled by boaI.d of
quality control
eleclions staffverifying tliat they have beeli
checked. lfnot
li`aiiied ofi and `rlill coniply wilh Ike Secrelai.y
digitized, maintain
of Slale's eth.ics pol.Icy aiid ohio ethics low
for I yl,ar
Papc,.
(5)
(6)
RC-3 For use by Auditor of Required State or LGRP
I
Ethics FormsFoi.ri sI.eqii I.ed lo be compleled by board ofelectionsstaJfyeI.ifyinglhall ieyhavebeenlrailiedon(indwil complywjlhlheSecrelai.yofStale'selli cspolicyandoh.ioelli cslaw I year
CBE18-88E
EIcctTonic
I
Until digitizcd andqualitycontrolchocked.Il`not
Declaration ofElector Unable to Mark Ballot
CBEl8-89
CBE18-89E
1'eI.ifilcalion by volei. of the inability to mark
digitizcd, maintain
voleI.'s tJallo{ ``Iilhoni{ assistaiice
for 60 days, providednopendingcourtactionorcourtorder
Dcclaralion ol` Elector Unable to Mark Ballot
60 days, provided no
l'erifilcal`ioii by voler of the inabiI.i!y lo mai.k
pending court action or court order
voler's ballot wilhoiit as:s.istance
Papl,r
Electronic
I I
Until digitized andqualitycontrolchecked.Ifnotdigiti7.ed,maintainuntilrevokedorelectornolongerisregisteredincounty
Power ofAttoncy FormsFoI.indeslglia[ingthatan eleclor niay permitaiiolhei.desiglialedpei.sonlohavepowei.ofaI{orneyovei.llieii.electionI.elateddociimelils
Paper
CBEl8-90
Power of Attorney FormsForiiidesign(Iling[l.alall elector niay perlrii{aiiolheI.designatedpersoiilollaveI)o``'el.ofalloI.revoveI.theire[eclionrelateddociiliieiils
Until revoked orelectornolonger isregisteredincounty Electronic
CBEl8-90E
L
I
EIected official and Appointment CertificationsFoI.ms{oI.el)oi.Icert.lfilcalionsofper.sonselecle(Ilooffilce.,I.epoI.iappoiITlinelltslofil vacancieLs.innomjnatioi ontheballot;ai d/oI.rel)orlpoliticaldy:filiationofI)I.evionlsof ilceholdercerlifiledbvtl eboai.dofelect.Ions
6 years
CBEl8-9]
EIectronic
I
Division of` Liquor Control RequestsCopiesofrespt)nseslotheDiv.is`Ioliof Liquiol`ControlI.egardii gpi.ecinclboiindaI.iesoI.othei.localI.Iq.ioI.oIJl.ioi inqiliresI.eceivedfromtheDivisiono.i]JIt]i tiI.Con{i.ol
CBE 18-92
6 months
Paper
I
I year
Paper
I
Precinct Election officials NoticesNoticesofaccei)lalice,I.ejection,I.ei)laceiiienloI.I.emovalofprecinclelectiono`fiilci(ils
CBEl8-93
oZ r=
Page l4ofl6
OHIO HISTORY
RECORDS RETEINTI0N SCHEDULH (RC-2) See insI"cliom befiore comi)leling this fiorm,
CONNECTION
Union Count
Board of Elections
(Local Government Entity)
(Unit)
(1)
(2)
(3)
(4)
(5)
(6)
Schedule Number
Record Title and Description
Retention Period
Media Type
For use by Auditor of
RC_3
State or LGRP
Required
Former Resident Presidential BallotFormI.eqiiiredlobecoinpletedtIIider oR:C CBE I 8-94
22 months, providednopendingcourtactionorcourtorder Paper
3504, siibmilled to boai.d of eleclions
I
I.eq.iestinp a presidential b(illo!
Until digitized andqualitycontrolchecked.Ifn()t
Former Resident Presidential Ballot CBE18-94E
Form I.equired {o be comI)leled iindeI. ORC
digitized. maintain
3504, stibn]itled lo boaI.d of elecliorls
for 22 months`
I.eqiiestiiig a presiclenlial bclllol
provided no pendingcourtactionorcourtorder
EIecti.onic
I
Until digitized andqualitycontrolchecked.[I`notdigiti7_ed.maintainuntilsignatureupdatedorper`sonnolongerrcgistercdincounty
Authorization t`or Elcclor to Update Signature CBE18-95
Paper
Record allo`i'iiig all elector lo update their
I
voleI. .s.Ignal.II.e `('illi the boai.d ofelecliolis
Until signatureupdatedorperson nolongerregisteredincounty
Authorization t`or Elector to Update Signature CBEl8-95E
Elcctronic
Recoi.d allowiiig an elector to uI)date their
I
voler sigiialili.a `iiilh the boaI.d ofelecliolis
Certifications of District Candidates
Until digitizcd andqualitycontrolchecked.lfnot
CeI.lifical.ioll by llie boai.d of electioiis lo ll.e
CBEl 8-96
most I)opiiloiis coilnly in a dislI.icl lo oveI.lap
coiuilies in lhal dislI.ict, of the name.I oflhe
Paper
I
digitizcd. maintainfor6months
call(lidates {o appeal. oli the ballot for dislrictofrilces
Certiflcations of District Candidates CeI.{ifiicalioIl by the boai.d of eleclioiis lo lhe
CBEl 8-96E
IIiosl popiilonis coiinty .in a disII.ict to over.lap
6 months
Electronic
coiifilies ill that district, of lhe lrarlles of the
I
call(1idates to ai)peal. o}i lhe ballot for distf.lcloffiices
EIection Hardware Inventory Listing of election hal.d\`JaI.e (sol.veI.s) pro\Iiding
CBEl 8-97
Until no longer of
Paper/Electroiiic
nrake, model lype, qtlanl.ily, dale of .inslallalion administrativ.I \Jaluc
I
and sofiwaI.e/tiii.m\.IaI.e veil.sion
EIection Day Precinct Incident L()g
CBEl8-98
(Non-Fcdcral Election)
60 days` provided no
Log siibliiiltetl by preclIlcl eleclloil offilcials {o
pi.nding court action or coiirt order
llle boaI.d of elections I.egai`ditlg ilicidellls occi(rriiiF[ at (I precinct on election day
Pape,.
I
Page 15 of16
o= r=
OHIO I+lSTORY
RHCORDS RETENTION SCHEDULH (RC-2) See iiislriictions bef;ore colilpleting lliis `forliI
CONNECTION
Union Count
Board ofElections
(Local Govcmmcnt Entity)
(i) Schedule Number
(2)
(3)
(4)
Record Title and Description
Retention Period
Media Type
(S)
(6)
RC-3 For use by Auditor of Required State or LGRP
Election Day Precinct Incident Log(FederalElection)
22 months, provided CBEl8-98F
CBEl8-99
Log siibin.itted by precinct election offilcials I()
no pending couI.t
the boal.d t)i elections I.egaI.ding ilicideiilsocciiI.rinf{ataI)recinctoneleclioliday_
action or court order
Declaration of Intent to Change Political Party
Until digitized and
Declaration of inlei.I to clraJige polilical party filled by an electeal offilcial I)rior lo llieii.
quality control chi.eked. If not
silbnlissioli of declai.aliotl of candidacy alid
digitized, maintain
pellition foI. partisan o_ffilce
for lo years
Paper
Paper
I I
Declaration of Intent to Change Political PartyDeclara(ionofinlei ltocI]aligepoliticalI)aI`tyfil edbyanelectedofficialpI.ioI.IotheiI.silbmissionofdecla1.alionofcandi(lacyandpetitionforpaI`Iisanoffice
10 years
CBEl 8-99E
Electronic
I
Abscntce V()ter Challenge (Non-FederalE'ection)
60 days, provided no CBEl8-loo
SIaternefil of persoii challeiiged as lo paI`{y affll.lalion ``'hen I.elliiestiiig an absentee voler'sballot
Absentee Voter Challenge (Federal Election)Slatenlenlofpei.sonchallengedasloparty(lffiliationwhenI.eqiiestlnganabsenleevotei.'sballot
pending court action or court order
Paper
22 months. providednopendingcoiirtactionorcourtorder
Paper
CBE18-loop
Provisional Voter Precinct Verirication [` ormFoI`I i12-Dcompletedbyaprecinctelectionoffl cial`\'lienavoter'snaniedoesliolapi)ear inlhepollbook/lislandlhevolei.il s.Islsonvotinginthewi.ongI)I.ecinclofali il ti )le-precinctI)ol imIlocation
I I
Until digitized andqualitycontrolchecked.l `notdigitized,maintainfor4years
Paper
CBE18-101
I
Provisional Voter Precinct Verification FormForm12-Dconipletedbyaprecinctelectionoffilcial`i henavoier'snali]edoesriolappeal. inthepollbooWlistanalthevoleI. insislLsonvot.inginthewroi gI)I.ecincto.iali i l .iple-pi.ecinclDO[lin9:localiori
4 years
CBEl8-10lE
Date of Birth CorrespondenceLel!eI.sseiitloindividilalsI`eqiles[irlg aI.eRis[eI.edvoleI`1oprovidetheii.dateof birth
Until no longer ofadministrativevalue
CBEl8-IO2
Eleclronic
I)aper
I I
State and Territorial Exchange of Vital Events(STF,VE)FilesFilecolitainingcoii ilystatewidevolei.I.eg.islral.ior)dalabaserecordslhalhavebeeiiniatched`i'il irecorulsofdecedentsfoI.thepiirposeofcancell ngll eregislI.alionofdeceasedvolei.s
CBEl8-103
2 years
Paper/EIectronic
I
02±
Page l6 ofl6
r=
OHIO HISTORY
RECORDS RETHNTION SCHEDULH (RC-2) See inslruclions l)efore completing this form,
CONNECTION
Union Count
Board of EIections
(Local Government Entity)
(2)
(3)
(4)
(5)
(6)
Record Title and Description
Retention Period
Media Type
FoI. use I)y Auditor of
RC-3 Required
(
Schedule Number
(Unit)
State or LGIan Cancellation of Registration of Dcccasc Elector
Records of notice of Death of Reglstel.ed l'oler (ORC 3503.2 I (A)(3)) aIld Notice of Caiicellation of VoleI. Regisli.alioli (ORC
CBEl8-104
2 years
I'aper/EIectronic
I
Pap`.r
I
3 503 ,2 I (F)) following I.eceipl of llotification of deall. of a I.egislei.ed elector., iiiclilding
Secretary of State (SOS) foHiis 255-C and 255-D Documentation of Campaign Finance Filings
Until digitized andqualitycontrolchecked.Ifnotdigitizcd,maintainfor6years
Examinations Doctlnienls, inclNdiiig, biil riol liniiled to, letleI.s CBE18-]05
and aiidit cliecklisls concerning exaniinaiions
ofcampaigll firiafice filings filed with lhe Board of Elections
Documentation of Campaign Finance Filings Examinations I)ocilmeiils, includiiig, biit iiol liiiiiled !o. lelteI.s
CBEl8-105E
6 years
Electronic
2 years
Paper/Electronic
60 days
Paper
2 years
I'apcr/EIectronic
alid audit checklis{Ls colicei.iiiiig ex(iminatiolis
I
of c(lnlPaign fillaflce fillii]gs filed `+iilh {lie I3oaI.d of EIeclions
Precinct official Registration List Complele alid offici(il I.eg.ls!ratlon list foi` each
CBEl8-106
precinct of all qi!illifiled registei.ed vt)ters in the
I
I)I.ec.[ncl llial nil(sl be pI.epared foiirleen (14) days befioI.e an electioii (ORC 3503`23)
Backup Signature Pollbook Prinled, blaiik signaliiI.e pollbook!s that hclve
CBE'8-]07
been pi.epared as backup in case of pI.obleni
I
\{iilh the eleclI.onic p()llbook, b.Il llieii li()I lised
duriiif an election
Verification c)f UOC^VA C()mpliance
Copy ofform to be complelet! by the Board of Elections verifying comi)liaiice with lhe CBEl8-108
Unif;ormed and overseas Civilian Abselitee
I
Voliiig Act (LIOCA VA) aiiil s.ibmiIIed lo lhe
Oliio Secrelaiv of Slale
I
