The function of the Records Commission is to provide rules for retention and disposal of records for the City and to review applications for one-time disposal of obsolete records and schedules of records retention and disposition submitted by municipal offices. The Commission may at any time review any schedule it has previously approved and for good cause shown, may revise that schedule (Ohio Revised Code Section 149.39
The Records Commission meets twice a year or at least every six months at the Hilliard Municipal Building, 3800 Municipal Way.
When the Records Commission has approved any application for one-time disposal of obsolete records or any schedule of records retention and disposition, the Commission shall send that application or schedule to the Ohio Historical Society for its review. The Ohio Historical Society shall review the application or schedule within a period of not more than sixty days after its receipt of it. Upon completion of its review, the Ohio Historical Society shall forward the application for one-time disposal of obsolete records or the schedule of records retention and disposition to the Ohio Auditor for the Auditor's approval or disapproval. The Auditor shall approve or disapprove the application or schedule within a period of not more than sixty days after receipt of it. Before public records are to be disposed of, the Commission shall inform the Ohio Historical Society of the disposal through the submission of a certificate of records disposal and shall give the Society the opportunity for a period of fifteen business days to select for its custody those public records that it considers to be of continuing historical value.
- Gerry Edwards, Mayor's appointed representative
- Dave Delande, Finance Director
- Tracy Bradford, Law Director
- Rick Tidd, citizen representative appointed by the Mayor
- Kelly Clodfelder, Secretary