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Geauga County Public Records Policy
as adopted by the Geauga County Records Commission on September 19, 2007

Click Here for Entire Policy in PDF

Records Checked Out

 The following records have been removed from the center at request of the department. The lists are updated every Tuesday and Thursday afternoon.

Clerk of Courts: Files are listed numerically by year

Probate Court: Files are listed numerically by year

Juvenile Court: Files are listed numerically by ID number

Prosecutor-Civil: Files are listed numerically by case number

Prosecutor-Criminal: Files are listed alphabetically by year

Prosecutor-DHS: Files are listed numerically by year

Prosecutor-Juvenile: Files are listed numerically by case number

Prosecutor-Welfare: Files are listed numerically by case number

Prosecutor-Miscellaneous: Files are listed alphabetically by name

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Forms and Schedules



County Archives Records Transfer Request Form


County Archives Information Request Form


Local Government Records Handbook


Ohio County Records Manual


General Retention Schedule


RC-1 Application for One-Time Disposal
RC-1 Instructions PDF/Microsoft Word
RC-1 Blank Form PDF/ Microsoft Word
RC-1 Blank Form Continuation Sheet PDF/ Microsoft Word


RC-2 Schedule of Records Retention and Disposition
RC-2 Instructions PDF/Microsoft Word
RC-2 Blank Form PDF/ Microsoft Word
RC-2 Blank Form Continuation Sheet PDF/Microsoft Word


RC-3 Certificate of Records Disposal
RC-3 Instructions PDF/Microsoft Word
RC-3 Blank Form PDF/ Microsoft Word
RC-3 Blank Form Continuation Sheet PDF/Microsoft Word

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Frequently Asked Questions

 How do I transfer records to the Archives?
How long do you keep the records?
What kind of boxes must I use and where do I get them?
Who “owns” the records after I transfer them?
Who has access to the records?
Can I get my records back?
Can I have my request delivered to me?
What are your hours?

Q: How do I transfer records to the Archives?

  1. Box your records up according to the Records Storage Box Packing Instructions

  2. Fill out a Records Transfer Request Form with your name, department name, and how many boxes. List the contents of the boxes by briefly describing the records and span dates. Spaces marked Eligible for disposal and Confidential are optional. For a copy of the form click here.

  3. Send form to The Archives for approval via mail, fax, or email.


  4. If the request has been approved by the Archivist for transfer, one copy of your request will be sent back to you with Archives Transfer Label Stickers and another copy will be sent to Maintenance, if they will be the ones picking up the records. Maintenance will only pick up boxes bearing transfer stickers.


  5. When your records are received, processed, and shelved, an updated database will be issued for your reference.
The Archives and Records Center will NOT be held RESPONSIBLE for the inability to locate or retrieve files due to inadequate labeling or packing of boxes. Questions? Call or email Vickie, ext.1771.

Q: How long do you keep the records?

First consult your department’s approved Retention Schedule. If your department does not have one, consult the General Retention Schedule. Copies of both are kept in The Archives.
YOU MAY NOT DESTROY ANY RECORDS WITHOUT APPROVAL!

Q:What kind of boxes must I use and where do I get them?
Courtesy of Paige Box Company Records must be stored in Standard Records Storage Boxes (10H x 12W x 15D). Before purchasing boxes, contact the Archives to see if any are available. If none are available, we recommend purchasing from the Paige Box Company.



Q: Who “owns” the records after I transfer them?
Each department owns their own records. The Archives is just a facility to house and manage the records.

Q: Who has access to the records?
Records are accessible to:

  1. Any individual, or
  2. Any department employee, or
  3. Designated employees only
The elected official/department head fills out a permission form designating that one or more of the above can access their records. If it is stated on the form that their records cannot be viewed at the Archives, the patron will be sent to the department of origin. The department can request the record be sent back to them to be handled according to their procedures. Each department has the right to restrict viewing access.

Q: Can I get my records back?
Yes, records can be requested at any time. Contact the Archives by phone (ext. 1771) or email to request the records. It will then be retrieved so that you can pick it up or have it delivered to your office via the Archives courier. You can fax your request by filling out an Records Request Form and send it to (440) 285-8207.

Q: Can I have my request delivered to me?
Yes. The Archives has a courier that will deliver files requested and pick up files that have to be returned. The Courier works from 9 a.m. to 12 p.m. Monday through Friday.

Q: What are your hours?
The Archives is open to the public 9a.m. to noon, Monday-Friday, or by appointment.

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Records Storage Box Packing Instructions
  1. Only Standard Records Storage Boxes will be accepted (12H x 12W x 15D). Check with The Archives to see if free records storage boxes or book boxes are available.


  2. Pack boxes with records only.


  3. Place folders in the upright position within the box. Do not place folders on top of folders within the box.


  4. Boxes must be labeled with the Department Name, Records Series Title, and Span Dates,


  5. Do not write on the lid.


  6. Label the short side of the box.


  7. Use a Black Felt Tip Marker to label the box.


  8. Do NOT overfill boxes. --Rule of thumb: If YOU CAN’T easily lift and move the box repeatedly, then WE CAN'T either.


The Archives and Records Center will NOT be held RESPONSIBLE for the inability to locate or retrieve files due to inadequate labeling or packing of boxes. Questions? Call or email Vickie, ext.1771.