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Library/Library System

Library/Library System
Title Major Revision Previous Schedules Schedule Item
Incorporation, chartering and registration records:


RETENTION: PERMANENT

 CO2 340; MU1 304; ED1 165; MI1 254 591
Accession records:


RETENTION: 1 year after accessioning procedure becomes obsolete
NOTES: Some libraries accession manuscripts, rare books and special collections, but not their general library holdings. In these cases, the accession records need to be retained only for the kinds of materials still accessioned.

 CO2 341; MU1 305; ED1 158; MI1 255 592
Informational copies of records prepared by and received from public library system,

including but not limited to directories, minutes, budgets and reports:
RETENTION: 0 after superseded or obsolete

 CO2 342; ED1 166; MI1 256 593
Borrowing or loaning records:


RETENTION: 0 after no longer needed

 2020 (♦)
 CO2 343; MU1 307; ED1 159; MI1 257 596
Catalog of holdings


CO2 344; MU1 308; ED1 160; MI1 258 598

a: Manuscript or published catalog:
RETENTION: PERMANENT

b: Continuously updated catalog:
RETENTION: 0 after superseded or obsolete
Individual title purchase requisition

which has been filled or found to be unfillable:
RETENTION: 1 year

 CO2 345; MU1 309; ED1 161; MI1 259 599
Records documenting selection of books

and other library materials:
RETENTION: 0 after no longer needed

 CO2 346; MU1 310; ED1 162; MI1 260 600
Library material censorship and complaint records,

including evaluations by staff, patrons' complaints and record of final decision:
RETENTION: 6 years after last entry
NOTES: Appraise these records for historical significance prior to disposition. Some library censorship records deal with serious constitutional issues and may have value for future research.

 CO2 347; MU1 311; ED1 163; MI1 261 601
Patron's registration

for use of rare, valuable or restricted non-circulating materials:
RETENTION: 6 years

 CO2 348; MU1 312; ED1 164; MI1 262 602
Directory of public library system

and member libraries, prepared by public library system (member library's copy):
RETENTION: 0 after superseded or obsolete

 MU1 306 594
Interlibrary loan records,

including requests to borrow or copy materials from other libraries, receipts for materials, copy logs, accounting records, and circulation records

 2020 (♦)
 597

a: When no copies of original materials are requested:
RETENTION: 0 after no longer needed

b: When copies of original materials are requested:
RETENTION: 5 years after order is completed
Library card application records:


RETENTION: 3 years after card expires or is inactive

 2020 (♦)
 595
Program and exhibit file

documenting planning and implementation of programs, services and exhibits sponsored or co-sponsored by the library, including but not limited to photographs, sketches, worksheets, publicity, brochures, exhibit catalogs, inventory lists, loan agreements, correspondence, attendance sheets or registration forms, and parental consent forms:

 2020 (♦)
 603

a: Parental consent records:
RETENTION: 6 years, or 3 years after child attains age 18, whichever is longer
NOTES: Photo release records are covered under item no. 68 in General Administration section.

b: Attendance sheets and registration forms, when no fee is charged:
RETENTION: 0 after no longer needed

c: All other records:
RETENTION: 6 years after exhibit closed or program ended
NOTES: Appraise these records for historical significance or value for collections documentation prior to disposition. Some of these records may have continuing value for historical or other research and should be retained permanently. Contact the State Archives for additional advice.