Purpose
The purpose of this records retention policy is to authorize destruction of Library records pursuant to the schedule.
| Description | Person Responsible for Maintenance and Destruction |
| Permanent Records | |
| Fixed Assets List | Director |
| Payroll Records: IRS Form 941 payroll reports | Director |
| Board meeting minutes and accompanying records | Clerk |
| Trustee election documents | Clerk |
| Audit report | Director & Clerk |
| Five Year Records | |
| Bank statements, deposit books, computer printouts of financial records | Director & Clerk |
| Original employee time sheets and the computer reports generated from the time sheets | Director |
| LSTA grant materials | Director |
| One Year Records | |
| Paper records of overdue items, fines and lost materials are kept for at least one year. | Director delegates |
| Three Month Records | |
| Patron interlibrary loan (ILL) requests: three months after the item is returned to the lending library | ILL Librarian |
| ILL requests from other libraries: three months after the item is returned to our library | ILL Librarian |
| Varying Retention Times | |
| Personnel files for active employees: maintained at all times during the employee’s term of employment | Director |
| Non-LSTA grant materials: according to the requirements of the individual grant or for five years if no requirement stated | Director |
| Records for computers, furniture and equipment, lists of vendors and so forth: kept as long as needed | Director |
| ILL requests that result in our purchasing the item: kept until the item is processed and the requesting patron notified | ILL Librarian |
| Requests for purchase: kept until the item has been processed and the requesting patron notified. | Librarian in charge of type of material |
| “Print Slips”: kept until the item is put out for the public | Librarian who ordered the item |
| Requests for memorials: listed on a computer spreadsheet: kept until the item is processed | Director or Appointee FABL or FOIL |
| E-Rate records, notifications, forms etc.: ten years from the date of last receipt of reimbursement | 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.