Records Retention Policy
This record retention policy and schedule identifies the practice of preserving library records to ensure that citizens have access to public documents while at the same time preserving the efficiency and productivity of the library operations.
Portneuf District Library is a public entity and as such, disclosure of public records is governed by Idaho Code. The following schedule is intended to provide guidance to the trustees and library staff regarding the retention of essential and nonessential documents related to the history, business, and operations of the library. Portneuf District Library’s records include information that is retained for a variety of purposes and pursuant to Idaho Code 9-340E and 340C. Identifying information about patrons may be subject to exemption from disclosure. Legal counsel is consulted in such matters.
In basic terms, the definition of public records established by Idaho law (9-337) includes any recorded information, regardless of medium, that relates to the business of library government. Public records may be paper documents, books, maps, pictures, audio/visual recordings, microfilm or microfiche, as well as electronic documents (including computer files and email).
Retention of electronic records is ever changing and certain vital records will be archived electronically because it is the only way to retain it in a searchable format. Other electronic records will be promptly eliminated because they serve no durable purpose.
The record retention manual is a master plan for records storage and ultimate disposal. Each line item in the Records Retention Schedule identifies the retention policy for a particular records series. Active records are to be kept in offices during their useful life. Inactive records are to be transferred to some type of archives or destroyed according to the record retention schedule.
This manual addresses library specific records. All other records used by the library, included but not limited to, financial records, staff records, grant records, and/or property records are governed by the Records Management Manual produced by the Association of Idaho Cities under the guidance of the State of Idaho. A copy of the official Records Management Manual is located in the administrative area of the library and is available to all staff and to the public by appointment.
Library Records:Accession Records:Document the accession of all library acquisitions into the library’s holdings. Information may include bibliographic information, computer information, manufacturer information, year purchased, price, and related information. See the Property Management Policy for more information.
Transitory: Keep records until superseded or obsolete.
Borrower Records: Includes the patron personal information in the library’s Integrated Library System database. This information is used for the checkout of library materials, monitoring of overdue and damaged items, fines and fees, and for ongoing verification of addresses and other contact information.
Transitory: Keep until materials are returned and applicable fines and fees are paid or until administrative needs end.
Circulation Records: Records of all library materials checked out. May be automated or manual, and information typically includes: material title, item identification information, due date, patron name, and patron library card number.
Transitory: Keep until items are returned and applicable fines and fees are paid.
Educational and Public Outreach Program Records: Records relating to educational and public outreach programs, including: tours, lectures, workshops, story times, and other adult, teen, and children’s events. Records ought to include attendance numbers and program numbers, and may include photos, brochures, user comments, videos, and other related records.
Permanent: Keep annual reports contained in the Librarian’s Report to the Board summarizing activities permanently.
Historical Information: Keep any documents regarding the library’s history. This may include building plans, blueprints, contracts, published articles, building information, staff information, remarkable program information, and related material.
Permanent: Keep records of historical value permanently.
Holdings Catalog: This is a catalog used by patrons and staff to find materials in the library’s collection. May be a manual catalog or an online database. Information includes call number, bibliographic information, number of copies, purchase information, subject, and other pertinent information.
Transitory: Keep until superseded or obsolete.
Library Complaints: These records document received and actions taken concerning library services, including programming and material selection policies. Information includes: complainant’s name, address, contact information, date, explination of complaint, etc.
Temporary: Keep two years after resolution of complaint or final action.
Library Operation Policies: Policies concerning library operations, including materials selection.
Overdue Material Records: Lists and notices used to monitor status of overdue books and other materials, and notify patrons to return overdue materials.
Transitory: Keep until materials are returned and fines collected, or debts deemed uncollectable.
Patron Requests: Requests by library patrons for the purchase of library materials or holding of library materials. Information may include: patron’s name, library card number, patron contact information, and library material information.
Transitory: Keep until approved or rejected.
Research Inquiry and Response Records: Records relating to research requests received and responses made by library staff. Information typically includes: name of individual or organization contacting the library, subject or topic of inquiry or request, library reply, information sources, and related material.
Transitory: Keep until administrative needs end.
Statistical Reports: Weekly, monthly, quarterly, or annual statistical reports on the numbers of library materials checked out, entrance and exit counts, programs and attendance counts, and other data collected.
Permanent: Keep annual statistical reports summarizing activities and library use permanently.
Permanent: Keep departmental reports included in the report to the board permanently.
Semi permanent: Keep any other records five years.
Board Approved June, 2015
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