[PAGE 1] April 16, 2025 The Lorain County Records Commission met this day in the J. Grant Keys, Lorain County Administration Building, 226 Middle Avenue, Elyria, Ohio at 2:00 p.m. in the Commissioners Public Hearing Room A. The following members were present: Jeff Riddell, Commissioner, represented by Theresa Upton Mike Doran, Lorain County Recorder, absent Craig Snodgrass, Lorain County Auditor, represented by Mandi Torres J.D. Tomlinson, Lorain County Prosecutor, represented by Jacob Pullar Tom Orlando, Clerk of Courts, represented by Alisa Lieux Others in attendance; Marilyn Velez, Supervisor-Records Center, Michael Bores, Community Development and John Prajzner, Recorders Office. The following business was transacted: Minutes Motion by Jacob Puller, seconded by Alisa Lieux to approve the minutes as submitted from the October 16, 2024. Upon roll call; Ayes: all. / Nays: None Motion carried. _______________ a. Application for One-Time Disposal of Obsolete Records (RC1) - none b. Approve records destruction/retention forms as submitted by various departments (RC2) Schedule # Record Title/description Retention period Media Type Commissioners Commissioner Michelle Hung files COMM-MH Contains copies of general correspondence, resolutions, travel and expenses requests, county department correspondence sewers, annexations, roads, bridge, airport, courts, prosecutors and opinions, proposals, planning 4 years after term expires paper commission, dog kennel, cities, agendas, NOACA, CCAO, ditches, villages, agendas, litigation, newspaper articles, engineer, auditor, treasurer, budget, drawings, personnel apps and reports [PAGE 2] Records Commission cont. Page 2 April 16, 2025 Commissioner Jeff Riddell files COMM-JR Contains copies of general correspondence, resolutions, travel and expenses requests, county department correspondence sewers, annexations, roads, bridge, airport, courts, prosecutors and opinions, proposals, planning 4 years after term expires paper commission, dog kennel, cities, agendas, NOACA, CCAO, ditches, villages, agendas, litigation, newspaper articles, engineer, auditor, treasurer, budget, drawings, personnel apps and reports Commissioner David J. Moore files COMM-DM Contains copies of general correspondence, resolutions, travel and expenses requests, county department correspondence sewers, annexations, roads, bridge, airport, courts, prosecutors and opinions, proposals, planning 4 years after term expires paper commission, dog kennel, cities, agendas, NOACA, CCAO, ditches, villages, agendas, litigation, newspaper articles, engineer, auditor, treasurer, budget, drawings, personnel apps and reports Commissioner Marty Gallagher files COMM-MG Contains copies of general correspondence, resolutions, travel and expenses requests, county department correspondence sewers, annexations, roads, bridge, airport, courts, prosecutors and opinions, proposals, planning 4 years after term expires paper commission, dog kennel, cities, agendas, NOACA, CCAO, ditches, villages, agendas, litigation, newspaper articles, engineer, auditor, treasurer, budget, drawings, personnel apps and reports [PAGE 3] Records Commission cont. Page 3 April 16, 2025 General Health DHLTH-01 ADULT HEALTH 6 Years After Last Multi PROGRAM/SERVICES Contact Clinic client files, immunization records, BP clinic records, public health client files/nursing referrals, Adult Protective services, LCJFS, etc. 8 Years from DHLTH-02 AGREEMENTS/CONTRACTS Expiration Multi Agreements/Contracts DHLTH-03 ANIMAL BITE REPORTS/RABIES 3 Years Multi Investigation reports, reports of animals killed/condemned, rabies test submission results, etc. DHLTH-04 ANTIQUE NURSING SUPPLIES Permanent Books/Instruments Nursing Instruments & Books DHLTH-05 BANK STATEMENTS 3 Years Multi Monthly bank statements, reconciliations, balancing statements, etc. DHLTH-06 CMH Until Child Reaches Multi Client files, etc. Age 26 DHLTH-07 BILLING INVOICES 3 Years Multi All types of billing. School, immunizations, license applications for food, tattoo/body piercing, pool/spa, campgrounds, etc. DHLTH-08 CASH RECEIPTS 3 Years Multi No charge receipts/receipt books, etc. DHLTH-09 CHILD HEALTH PROGRAM 6 Years After Last Multi SERVICES Contact Health records, FASD records, SIDS records, Help Me Grow, lead case management, preemie clinic schedules/ logs, newborn visits, dental records, Child Protective Services, OIMRI, Child Fatality Review records, lead investigation reports/records, etc. DHLTH-10 COMMUNICABLE DISEASE 6 Years After Last Multi RECORDS Contact Outbreak records, communicable disease reports, etc. [PAGE 4] Records Commission cont. Page 4 April 16, 2025 DHLTH-11 ENVIRONMENTAL HEALTH 5 Years Multi FOOD OUTBREAKS Food outbreaks in schools & local restaurants, etc. DHLTH-12 FOOD SERVICE FACILITY PLANS 1 Year After Licensed Multi Plans, correspondence, etc. Facility Closes DHLTH-13 GENERAL COMPLAINTS 5 Years Multi General nuisance complaint investigations & correspondence, etc. DHLTH-14 GRANTS 5 Years Multi Grant applications, including unsuccessful apps, etc. DHLTH-15 HEALTH ED MATERIALS Until No Longer of Multi Media releases, web posts, social media, Administrative Value pamphlets, videos, promotional material, newsletters, invitations, etc. DHLTH-16 IMMUNIZATION RECORDS Adults - 6 Years Multi Immunization records Children - Until Age 24 DHLTH-17 INSPECTION REPORTS (All types) 5 Years Multi Reports for bathing beaches, campgrounds/park camps/RV parks, food safety, institutions, swimming pools/spas, tattoo/body piercing, solid waste, private water, infectious waste, subdivision & lot reviews, Board orders DHLTH-18 LCJFS MEDICAL RECORDS 6 Years Multi Children services screenings, cluster children records, etc. DHLTH-19 LOGS 1 Year Multi Phone consultative service logs; incident reports, etc. DHLTH-20 MILEAGE/TRAVEL 3 Years Multi Documentation of miles traveled by each employee of agency, etc. DHLTH-21 MINUTES Permanent Multi Annual District Advisory Council Mtg & Monthly Board of Health Meeting DHLTH-22 NEWSPAPER ARTICLES Until No Longer of Multi Health District community newspaper Administrative Value clippings, etc. [PAGE 5] DHLTH-23 PARTICIPANT & REGISTRANT 1 Year Multi LISTS (All Types) Lists of meeting/conference participants/registrants, etc. DHLTH-24 PAY-INS/RECEIPTS 3 Years Multi Documentation of payments received, etc. DHLTH-25 PAYROLL 3 Years Multi Documentation of hours worked, etc. DHLTH-26 PERSONNEL FILES Retain portions used to Multi New hire paperwork, payroll changes & verify employment, evaluations, etc. retirement, or OPERS contributions until 75 years after separation. Purge all other records 10 years after separation. DHLTH-27 PROGRAM STATS 3 Years Multi Statistics for communicable disease, CMH, FASD, LCCS, Newborn visit etc. DHLTH-28 PURCHASE ORDERS 3 Years Multi Requests & approval for purchases, etc. DHLTH-29 SOLID WASTE PROGRAM 5 Years After Closure Multi Inspection reports, reviews, complaints, permits, drawings, abandonments, misc. correspondence, etc. DHLTH-30 TRAFFIC SAFETY 5 Years Multi Car seat sales, seat belt surveys, etc. DHLTH-31 TRAINING FILES Until No Longer of Multi Employee training files, etc. Administrative Value DHLTH-32 VECTOR CONTROL 5 Years Multi Misc. correspondence, test results, program activity reports, pesticide records, etc. DHLTH-33 VITAL STATISTICS INDEX Permanent Multi Birth/Death certificate records DHLTH-34 VITAL STATISTICS REQUEST 3 Years Multi FORMS Mail-in & walk-in requests for birth and death records DHLTH-35 VOUCHERS 3 Years Multi Invoices to be paid with all supporting documentation, etc. [PAGE 6] DHLTH-36 WELL LOGS/PRIVATE WATER 5 Years After Well is Multi Permit applications, sealing/installation, Closed logs/inspections, water sample results/lab manifests, etc. DHLTH-37 WIC CLIENT FILES INCLUDING 5 Years Multi INELIGIBLES Discharged client files DHLTH-38 EMPLOYMENT APPLICATION 6 Years Multi INFORMATION Candidate information from interviews, etc. DHLTH-39 SEWAGE TREATMENT 5 Years after System is Multi Inspection reports, etc. Abandoned DHLTH-40 BURIAL PERMITS 5 Years Multi Permits issued to funeral director or person in charge on interment DHLTH-41 INCIDENT REPORTS 5 Years Multi Report of personal or property damage involving a county vehicle or occurring on county property DHLTH-42 PUBLIC RECORDS REQUEST 3 Years Multi FORMS Records request forms DHLTH-43 SEPTIC SYSTEM INSPECTIONS 7 Years Multi Records pertaining to assessment and/or inspection of septic systems, includes Operation and Maintenance records, etc. DHLTH-44 SEPTIC SYSTEM PERMIT & 1 Year After System is Multi INSTALLATION Abandoned Records pertaining to installation, alteration, or abandonment of septic system DHLTH-45 SEPTIC SYSTEM REHAB 5 Years From the Date Multi Applications, income qualifications, Mortgage is Released property mortgage, contracts, bids & other records pertaining to septic systems installed using septic rehab funds DHLTH-46 SEWAGE TREATMENT SYSTEM 5 Years after Approval Multi DESIGN APPROVALS Designs and any other pertinent records approved as part of site review [PAGE 7] DHLTH-47 SURVEY/AUDITS 6 Years Multi Audits completed by the State to assess adherence to program standards in campgrounds, food, pools/spas, body arts, septic systems, etc. Probate PROB-AD ADOPTION CASE FILES UNTIL ELECTRONIC SCANS ARE COMPLETE MULTI PROB-PC PROBATE CIVIL CASE FILES UNTIL ELECTRONIC SCANS ARE COMPLETE MULTI PROB-ES ESTATE CASE FILES UNTIL ELECTRONIC SCANS ARE COMPLETE MULTI PROB-GD GUARDIANSHIP CASE FILES UNTIL ELECTRONIC SCANS ARE COMPLETE MULTI PROB-ML MARRIAGE RECORDS UNTIL ELECTRONIC SCANS ARE COMPLETE MULTI PROB-MI MENTAL ILLNESS CASE FILES UNTIL ELECTRONIC SCANS ARE COMPLETE MULTI PROB-MS MS CIVIL RECORDS CASE FILES UNTIL ELECTRONIC SCANS ARE COMPLETE MULTI PROB-TR TRUST ESTATE CASE FILES UNTIL ELECTRONIC SCANS ARE COMPLETE MULTI DELAYED REGISTRATION AND CORRECTION PROB-RC OF BIRTH RECORDS UNTIL ELECTRONIC SCANS ARE COMPLETE MULTI PROB-NC NAME CHANGE CASE FILES UNTIL ELECTRONIC SCANS ARE COMPLETE MULTI PROB-CN CONSERVATORSHIP CASE FILES UNTIL ELECTRONIC SCANS ARE COMPLETE MULTI PROB-REC SUPPLIER INVOICES UNTIL AUDITED THEN 10 YEARS MULTI PROB-ACCT FINAL RECORD UNTIL ELECTRONIC SCANS ARE COMPLETE MULTI PROB-TAX ESTATE TAX RETURNS UNTIL ELECTRONIC SCANS ARE COMPLETE MULTI PROB-JE JOURNALS UNTIL ELECTRONIC SCANS ARE COMPLETE MULTI PROB-WILL WILL RECORD UNTIL ELECTRONIC SCANS ARE COMPLETE MULTI INVENTORY AND APRRAISMENT PROB-INV RECORDS UNTIL ELECTRONIC SCANS ARE COMPLETE MULTI FINANCIALS INCLUDED BUT NOT LIMITED TO OPEN/CLOSED RECEIPT LISTING, BANK STMT, RECONCILING, PROB-FIN END OF MONTH UNTIL AUDITTED MULTI RECORD OF MEDICAL, CHIROPRACTIC & OSTEOPATHIC PROB-MED CERTIFICATES UNTIL MICROFILMED MICROFILM [PAGE 8] Records Commission cont. Page 8 April 16, 2025 TB Clinic: TB-PP office policies and procedures until superseded paper books TB-RPT reports; audits and budgets 3 yrs. until audited paper TB-APP employment applications 1 year paper TB-EMP employee files permanent paper payroll records: time sheets, compensated TB-94-3 absence, pers, time books 3 yrs. until audited paper office correspondence w/vendors staff & TB-CORR patients 3 years paper TB-INST sanitarium instruments, books permanent books, instruments TB-LEVY levy information to include resolution, board of permanent paper elections paperwork, ballot language, official results CHANGE TO TB-LEVY levy information to include resolution, board of Life of levy plus 1 year paper elections paperwork, ballot language, official results TB-94-4 patient skin test records yellow cards until no longer active paper TB-94-5 patient medical records microfilmed until no longer active microfilm TB-94-6 deceased patient records 5 years paper TB-94-6M deceased patient records 5 years microfilm TB-INV records of inventory; office equip. and until superseded paper registration certificates TB-SUR surveys of tb cases, patient locations, office 1 year until superseded paper visits, statistics TB-FIS fiscal documents; to include; purchase orders, 3 years until audit paper accounts, travel, requisitions, warrants, accounts payable & receivables TB-XRAY x rays of patients 7 years film *2/29/12 transferred to Mercy Hospital, Lorain - county closed TB Clinic *9/1/24 transferred to Lorain County Health District, Mercy contract was done TB-PAT current patient medical files until patient reaches age 100 yrs old multi *2/29/12 transferred to Mercy Hospital, Lorain - county closed TB Clinic *9/1/24 transferred to Lorain County Health District, Mercy contract was done [PAGE 9] Records Commission cont. Page 9 April 16, 2025 Motion by Jacob Puller, seconded by Alisa Lieux to approve the RC2’s listed above. Upon roll call the vote taken resulted as; Ayes: all. / Nays: None Motion carried. _______________ 6. Records Disposal (rc3)– Sent To Ohio Historical Society Date Department Disposal Date 01/22/25 BOR 02/14/25 01/27/25 Administrator 02/07/25 01/28/25 CFFC 02/07/25 01/28/25 Golden Acres 02/07/25 01/28/25 CBCF 02/07/25 01/28/25 Commissioners Clerk 02/08/25 01/30/25 BOR 02/14/25 02/04/25 LCT 02/28/25 02/11/25 Solid Waste 02/28/25 02/13/25 Commissioners Clerk 02/28/25 RC3 (not sent to OHS due to no longer required RC3’s) Date Department Disposal Date 10/08/24 Auditor 10/23/25 10/13/24 Commissioners Clerk 12/31/24 11/21/24 DR Juvenile 02/15/25, 03/15/25, 03/15/25, 04/15/25, 05/15/25, 06/15/25, 07/15/25, 08/15/25, 09/15/25, 10/15/25, 11/15/25, 12/15/25 01/15/26 11/22/24 Sheriff 12/31/24 12/05/24 Auditor Real Estate 12/30/24 12/05/24 Auditor Weights/Measures 01/10/25 12/10/24 DD 01/05/25 12/19/24 MHARS 01/13/25 01/08/25 Auditor Licensing 01/31/25 01/22/25 WDA 02/28/25 01/22/25 Auditor Admin 02/14/25 01/22/25 Auditor Bookkeeping 02/14/25 01/27/25 Port Authority 02/07/25 01/28/25 Commissioners former 02/07/25 01/30/25 BOE 02/07/25 01/30/25 Auditor Admin 02/14/25 01/30/25 Auditor Appraisal 02/12/25, 03/03/25, 04/03/25, 05/03/25, 06/03/25, 07/03/25, 08/03/25, 09/03/25, 10/03/25, 11/03/25, 12/03/25, 01/05/26 02/04/25 DR Juvenile 02/19/25 02/07/25 Commissioners Payroll 02/22/25 [PAGE 10] Records Commission cont. Page 10 April 16, 2025 02/07/25 Crime Lab 02/22/25 02/12/25 Community Development 02/28/25 02/12/25 Children Services 02/28/25 02/13/25 Benefits 02/28/25 02/18/25 General Heath 03/12/25 02/19/25 Purchasing 03/07/25 02/19/25 Budget 03/07/25 02/27/25 Clerk of Courts 03/31/25 02/27/25 Clerk of Courts civil 03/31/25 02/27/25 TB/General Health 03/28/25 02/27/25 General Health 03/28/25 7. OTHER a. All forms that are to be submitted to the Records Commission can be found at http://www.loraincounty.us http://www.loraincounty.us. Go to Departments, Clerk of Board and left side Records Commission Intake forms needs to be emailed to Records Secretary and approved before boxes taken to Records Center. Forms updated with OHS new address; RC1, RC2 & RC3 8. NEW BUSINESS REMEMBER each Elected Official or Designee needs to take training once/term a. 2025 Sunshine Law/Record Certified Training, Ohio Attorney General can register at this link https://www.ohioattorneygeneral.gov/Files/Briefing-Room/Events/Legal- Events/Sunshine-Laws-Training June 4, August 6, October 1 and December 3 2025 Sunshine Law/Record Training, State of Ohio Auditor can register at this link https://ohioauditor.gov/trainings/publicrecords.html May 6, June 12, July 10, August 14, September 9, October 23, November 13 & December 11 b. 2025 Changes to Records – Effective April 9, 2025 * ORC 149.38 - Commission only needs to be held once a year * Will continue two meeting in April and October. Seems to be working for us and allows the records to keep flowing * ORC 149.43 – Inspection & Copying Public Records Law Changes - The bill broadens exemptions to Public Records Law that, for the purposes of counties, include the following: Exempts and defines “specific investigatory work products” as information assembled by law enforcement officials in connection with probable or pending criminal proceedings. Exempts a record created using an assistive device or application when the record is used, maintained, and accessible only to the individual creating the record or causing the record to be created. Exempts personal notes of a public official or public employee, or attorney acting in official capacity on behalf of a public official or employee, which were created for reference and convenience and are used, maintained, and accessible only to the individual creating the record. [PAGE 11] Records Commission cont. Page 11 April 16, 2025 * April 1, 2025 – Rules for Courts Revised Records preserved and minimum time required to be kept Streamlines and consolidates. Clarifies that once record is perved electronically any paper copies may be destroyed Shortens periods when possie and appropriate Clarifies records of death penalty are permanent Return of exhibits to parties that than courts Removed transcripts and dispositions from Sup R. 26.06 regards destruction of court records adding Sup R. 26.03(D)(6) species retention period based on type of felony conviction c. Other 9. OLD BUSINESS a. PERMANENT FILES. Remember these are only to be of historical value; (historical, legal or fiscal). Such as minutes, land, etc. b. When you change your RC2, remember it is the department/agency responsibility to update their files/boxes at the records center. Please get with the records center so we don’t have boxes that do not need to be sitting around wasting space. c. other 10. CORRESPONDENCE/EMAIL: a. none 11. RECORDS CENTER UPDATE – Marilyn Velez, Manager 2024 Mid-Year Destruction: Total number of boxes dispose: 281 2024 End of Year Destruction: Total number of boxes dispose: 1062 Grand Total of 1343 Mid-Year 2025 Destruction End of Year destruction expiration date of 06/30/2025 current total boxes are: Set for destruction will be set for July 2025 Total In-Takes Boxes: was 889 Pull Request: 554 total Children Services: 235 Clerk of Courts: 266 Domestic Relations: 36 Miscellaneous: 17 Lorain County Children Services request of pulls will not be returning back to the Records Center. They are scanning their own documents and will have to submit a RC3 Certificate of Records Disposal for approval. Domestic Relations are also scanning their documents going forward, pull request are not returning to the Records Center. RC3 to follow for Records Disposal. Public Request: 4 Seals & Expungements: Clerk of Court: 83 Prosecutors: 18 Adult Probation: 25 [PAGE 12] Records Commission cont. Page 12 April 16, 2025 Microfilm: Clerk of Courts Civils 680 October 2024 through January 2025 – average of 170 rolls of film per month Fuji announce at the end of 2025 they will no longer be producing microfilm. There is only one other company that produces microfilm which is base out in Germany. Both Fujifilm and Image link (a well- known independent microfilm brand) have discontinued production of key microfilm products. This has created a supply gap for institutions still relying on microfilm for document preservation and long-term recordkeeping. Currently have 100 ft Kodak Microfilm in stock until it is depleted to continue, fuji film will not be feasible with our Archive Writer, we would need to have the Archive Writer updated to accept to process the writing of fuji film. Our equipment system is 20 to 30 years old including the film developer should something happens to our equipment this would make hard to find a parts for. KnowledgeLake Currently working with KnowledgeLake Cloud Platform and intelligent document processing that includes machine learning and intuitive AI. This allows documents available for se3ach, view and retrieve. Documents stored in SharePoint online tenant. The four departments on the forum are: Clerk of Board, Clerk of Courts, Fiscal and the Records Center as this will be specialized to our design. Todd Sharkey Director of IT has been directly working closely with the design platform with KnowledgeLake. 2024 Expenses $ 430.21 Endicott Microfilm–Materials $ 2,753.19 Friends Services Co. Inc. $ 94.09 Postage $ 307.25 White House Artesian Springs $ 6,337.93 Fuel $ 31.52 Lorain County Engineers $ 30.57 Lorain County Engineers $ 62.09 Computer Systems Software: $ 7,275.00 Crowley - One Year On-site Hardware Support/Preventive Maintenance Prorated Cost. $ 3,937.40 Nexlogica LLC – Maintenance Renewal $ 1,707.68 Tab Products Fusion Maintenance Services $ 12,920.08 Equipment $ 496.99 LG 55” Smart TV $ 39.99 DVD/CD Cleaner $ 1,651.87 Dell Monitor and OptiPlex Small Form Factor OTP $ 485.61 3 Dell Monitors $ 410.20 Dell Monitor and Dell Performance Dock $ 1,075.00 Dell Latitude 5540 laptop $ 9,800.00 Kodak S2085 Scanners $ 1,832.00 R & K Technologies HP Design Jet XL 3600 Lease $ 15791.66 Contract Fees $ 1851.52 Ricoh Copier Monthly Contract Payments $ 1851.52 [PAGE 13] Records Commission cont. Page 13 April 16, 2025 Contractual/Purchased $ 4,681.00 Document Imaging Specialist LLC – Cannon and Kodak Scanners Service Contract $ 4,681.00 Repair/Maintenance: $ 375.00 Kodak XL Feeder Consumable Kit $ 648.00 Central Business Equipment Co.- Maintenance Repair $ 1,023.00 Staff Training $ 20.00 Off-site Carma Meeting – Columbus, Ohio $ 20.00 Ohio Historical Connection Webinar $ 40.00 Travel N/A Other Expense: $ 7.00 Dex Imaging $ 39.00 Nagara – Webinar $ 46.00 Total Expense: $ 46,753.28 Pullar asked if these pulls are from departments or the public. Velez said it is county departments like Clerk of Courts, Clerk of Board, etc. Velez said there is a gentleman that will be speaking at the Pittsfield Township Tornado even on Saturday that will be visiting the Records Center. He is writing a book and looking for information in 1861 from Commissioners Journal on tax levy for Union Soldiers. 12. PUBLIC COMMENT – There was none 13. NEXT MEETING Wednesday, October 15, 2025 at 2 p.m. 14. CALL FOR ADJOURNMENT With nothing further before the Commission, Motion by Jacob Puller, seconded by Alisa Lieux to adjourn at 2:12 p.m. Upon roll call; Ayes: all. / Nays: None Motion carried. _______________ Respectfully submitted, Theresa L. Upton, Records Custodian