Purpose
The purpose of this records retention policy is to authorize destruction of Library records
pursuant to the schedule.
(Record - Person Responsible for Maintenance and Destruction)
Permanent Records
- Fixed Assets List - Request from Director
- Board meeting minutes and accompanying records - Request from Clerk
- Trustee Election Documents - Request from Clerk
- Audit report - Request from Director & Clerk
Four Year Records
- Bank statements, deposit books, computer printouts of financial records - Request from Director & Clerk
- Payroll Records: IRS Form 941 payroll reports - Request from Director
- LSTA grant materials - Request from Director
Three Month Records
- Patron interlibrary loan (ILL) requests: three months after the item is returned to the lending library - Request from ILL Librarian
- ILL requests from other libraries: three months after the item is returned to our library - Request from ILL Librarian
Varying Retention Times
- Personnel files for active employees: maintained at all times during the employee’s term of employment and 180 days after termination - Request from Director
- Non-LSTA grant materials: according to the requirements of the individual grant or for five years if no requirement stated - Reuqest from Director
- Records for computers, furniture and equipment, lists of vendors and so forth: kept as long as needed - Request from Director
- ILL requests that result in our purchasing the item: kept until the item is processed and the requesting patron notified - Request from ILL Librarian
- Requests for purchase: kept until the item has been processed and the requesting patron notified. - Request from Librarian in charge of type of material
- E-Rate records: ten years from the date of last receipt of reimbursement - Request from Director
Storage, review, and destruction of records
Destruction shall be by shredding, burning, or other appropriate means at the end of the retention time. All records placed in inactive storage shall indicate the date of destruction.
Adopted by BCLD Board of Trustees on 9/13/2022
Revised 9/9/2025