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RRDS Library and Media Records

Records Retention & Disposition Schedule

Library & Media Records

Schedule Number:  166-450-0080

Acquisition Records
Schedule Number: 166-450-0080 (1)

Records document the process of requesting, ordering, acquiring and
receiving books, periodicals, audio-visual, and other library materials. Provides a record of all items added and withdrawn each month. Records include but are not limited to:

Accession registers,
Electronic bibliographic records which are downloaded from the OCLC into the library catalog, 
Purchase request forms (hard copy and/or electronic) which list the title and other bibliographic information about the item requested, requesters' name, request tracking data, subject area, and authorization signature,
Related documentation.

Retention: 
(a) Requesting and ordering records: 2 years
(b) Purchasing records: 3 year
(c) Other records: 1 year).
Disposition:  destroy
Responsible unit:  Library

SEE ALSO: 
Accounts Payable Records, Library Catalog

Audio-Visual Materials and Equipment Loan Records
Schedule Number: 166-450-0080 (2)

Records document the loan, rental, scheduling, billing, and delivery of audio-visual materials and equipment to college faculty, students, staff, and other qualified patrons for classroom and in-library use. Media equipment may include televisions; overhead, slide, and film projectors; VCR's; screens; tape recorders; microphones; computer LCD panel projector systems; monitors and other equipment. Audio-visual materials may include films; filmstrips; videos; audio tapes; CD's and other media. Records include but are not limited to:

Booking and scheduling records,
Delivery records,
Periodic equipment usage reports,
Request forms,
Reservation records,
Related documentation.

Records may also include an electronic inventory database containing equipment identification; purchase date and cost; vendor; location; maintenance and repair data; and disposition information. 

Retention:
(a) Request forms: 1 term
(b) Delivery records and statistical reports: 5 years
Disposition:  destroy
Responsible unit:  Audiovisual Services or creating office

Borrower Registration Records
Schedule Number: 166-450-0080 (3)

Records grant students, faculty, staff, and other patrons of the library the privilege to use library resources and are used to control the circulation of library holdings. Records may be in the form of a library card, a bar code, or other record identifying and qualifying the patron. 

Retention:  until patron no longer registered at college and account cleared
Disposition:  destroy
Responsible unit:  Library

SEE ALSO: Circulation Records

Circulation Records
Schedule Number: 166-450-0080 (4)

Records document the borrowing of circulating library materials by
faculty, students, staff, and other qualified patrons. Records are generally maintained electronically and transaction resolution may delete the active on-line record. Information may include but is not limited to name and identification of the borrower; titles of material borrowed; due date; overdue and fine payment notation; if item lost, or temporarily removed from circulation for repair; and related information.

(a) 
Statistical reports (detailing transactions for management use)
Retention: 10 years

(b)
Other records
Retention: until transaction is completed

Disposition:  destroy
Responsible unit:  Library

SEE ALSO: 

Borrower Registration, Library Reports, Overdue Records
Audio-Visual Materials and Equipment Loan Records Records

NOTE:  Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2). 
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration. 
  • SEE:  Access & Confidentiality for more details..

Cooperative Regional Library Contract Records
Schedule Number: 166-450-0080 (5)

Records document the agreements between college and cooperative regional library services. Records include but are not limited to
establishing documents, including original petition, Secretary of State, declaration of petition, and official notarized county election results; contracts and addendum's concerning the provision of library services; the sharing of materials; financial arrangements and reimbursement for services; agreement with the courier service concerning the movement of materials between libraries; and related correspondence and documentation.

Retention: 6 years after expiration
Disposition:  destroy
Responsible unit:  Library

SEE ALSO: 
Cooperative Regional Library Service Records 

Cooperative Regional Library Service Records
Schedule Number: 166-450-0080 (6)

Records document the establishment and administration of a regional cooperative library system, and the activities of advisory and policy
groups founded to facilitate sharing information resources among libraries. Records may include but are not limited to establishing documents; meeting agendas; minutes and exhibits; reports and
handouts; newsletters, publications; notes; working papers; membership lists; and correspondence.

Retention: 
(a) establishing documents: until service disestablished
(b) Minutes and exhibits: 20 years
(c) Other records: 5 years

Disposition:  destroy
Responsible unit:  Library

SEE ALSO: 
College Committee Records, Cooperative Regional Library Contract Records

Films, Videotapes, and Sound Recordings
Schedule Number: 166-450-0080 (7)

This section provides visual and audio documentation of college activities and events including college instruction, intercollegiate athletics, and other activities of students, faculty, and staff with significant relevance to the function and mission of the college or an individual unit. These productions are created for recruitment and orientation, fund-raising, publicity, research, and teaching. Records may include satellite video tapes, videos or films of courses and seminars, community and general interest programs, and other programs provided by the college. Records may include but are not limited to:

Audio tapes (all formats),
Compact audio discs,
Motion picture films,
Phonographic recordings,
Transcriptions (when available),
Video tapes (identified and labeled).

(a) 
Final productions
Retention: permanent
Disposition:  transfer to Archives
Responsible unit:  creating office or department

(b)
Preparation material and remaining footage, if final production does exist
Retention:  until final product completed
Disposition:  destroy
Responsible unit:  creating office or department

(c) 
Acquired video tapes and films
Retention: retain according to terms of license or copyright agreement with provider
Disposition:  destroy
Responsible unit:  creating office or department

Inter-Library Loan Records
Schedule Number: 166-450-0080 (8)

Records document materials borrowed and loaned by the library
through an inter-library loan program in response to requests from patrons for materials in the college library. Materials may include books, serials, audio and video tapes, mixed media kits, and other library materials. Records may include but are not limited to:

ALA request forms,
Copies of citations,
ILL request forms,
Lender and borrower request records generated from electronic sources such as OCLC,
Tracking logs,
Related documentation.
Retention: 3 years
Disposition:  destroy
Responsible unit:  Library

Library Catalog
Schedule Number: 166-450-0080 (9)

Library catalog contains the bibliographic records of all library and
audio-visual holdings including books, magazines and serials, films and videos, interactive media, and other AV materials. The catalog documents the acquisition and maintenance of library holdings; provides patrons with access to library holdings; and documents accessioning, de accessioning, and circulation of library materials. The catalog database is also used to produce reports on circulation activity, new acquisitions, and collection information. Records are generally created and maintained
electronically and may contain modules for cataloging, serials, reserves, acquisitions, circulation, and community information. The holdings or inventory records, include but are not limited to title, author, subject entries, collection, call number, publication date, price or value, source, and related bibliographic documentation. 

(a) 
Holdings records
Retention: until material withdrawn from the collection

(b) 
Serial holdings records
Retention: until subscription terminated or holdings withdrawn

Disposition:  destroy
Responsible unit:  Library

SEE ALSO: 
Acquisition Records, Circulation Records, Library Reports

Library Reports
Schedule Number: 166-450-0080 (10)

Records document statistics and other data collected by the college library for internal research, collection development; planning and budgeting; to monitor library programs and activities; and to report to external sources such as the state library or the federal government.
Records may include but are not limited to reports about:

Additions and withdrawals from the collection,
Courier service statistics,
Data tally sheets,
Inter-library loan activity,
Overdue data,
Reference activity,
Reports (monthly, quarterly, or annual / statistical and narrative) based on the data collected,
Summary compilations.
[Statistics may be compiled manually or electronically].

Circulation records / reports showing number of items checked out, category, number of holdings, time of checkout, length of checkout, student demographics, materials by subject, percentage of increase or decrease in activity, classes taught at the library, courier service statistics, special activities, and related documentation.

Retention: 5 years
Disposition:  transfer to Records Center, destroy
Responsible unit:  Library

Overdue Records
Schedule Number: 166-450-0080 (11)

This record series is used to monitor the status of overdue books and other library materials. Records may include but are not limited to:

Billing and collection records (Billing records may be referred to the Business Office for collection.),
Notices sent to patrons notifying them of overdue materials,
Overdue records involving material from other libraries in cooperative arrangements with the college library,
Overdue records maintained in an on-line patron database,
Related documentation.

(a) 
Records of open charges
Retention: 10 years

(b) 
Other  records
Retention: until material returned, debts reconciled or deemed uncollectable, or transferred to Business Office

Disposition:  destroy
Responsible unit:  Library

SEE ALSO: 
Accounts Receivable Records
Student Records, Academic

Reference Records
Schedule Number: 166-450-0080 (12)

Records document the activities of the reference unit. Records may
include but are not limited to:

Instructional request forms and scheduling data,
Library orientation records,
Periodic reports on reference usage and activities,
Related documentation.
Retention: 1 year
Disposition:  destroy
Responsible unit:  Library