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Records Retention


Library Records | Confidentiality | Business Records and Documents

Library Records

1. [304] Incorporation, chartering and registration records:
Retention: PERMANENT
2. [305] Accession records:
Retention: 1 year after accessioning procedure becomes obsolete

Some libraries accession manuscripts, rare books and special collection, but not their general library holdings. In these cases, the accession records need to be retained only for the kinds of materials still accessioned.
3. [306]

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Retention: 0 after superseded or obsolete

4. [307] Borrowing or loaning records, including interlibrary loan:
Retention: 0 after no longer needed
5. [308] Catalog of holdings:
a. Manuscript or published catalog
Retention: PERMANENT

b. Continuously updated catalog
Retention: 0 after superseded or obsolete
6. [309] Individual title purchase requisition which has been filled or found to be unfillable:
Retention: 1 year
7. [310] Records documenting selection of books and other library materials:
Retention: 0 after no longer needed
8. [311] Library material censorship and complaint records, including evaluations by staff, patrons' complaints and record of final decision:
Retention: 6 years after last entry

Note: 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
9. [312] Patron's registration for use of rare, valuable or restricted non-circulating materials:
Retention: 6 years


Business Records and Documents

While public libraries currently are not under Sarbanes-Oxley, the law provides guidance on minimum retention requirements that MHLS recommends libraries follow. The Sarbanes-Oxley Act addresses the destruction of business records and documents and turns intentional document destruction into a process that must be carefully monitored.



















updated 12.28.07 [RSA]


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