Administration & Management Records Retention

Library Records | Confidentiality | Business Records and Documents

Library Records

• For basic information on issues such as "What is the legal definition of a "record"? How long must records be retained? How can valueless records be legally disposed of? Which library records should be retained permanently for research and other uses?" Check out "Retention and Disposition of Library and Library System Records," by Warren Broderick of the New York State Archives.
  
  
• Records Retention and Disposition Schedule MU-1 (retention schedule), revised 2003 [NYS Archives] (p.80-81)
  

1. [304]	Incorporation, chartering and registration records: Retention: PERMANENT
2. [305]	Accession records: Retention: 1 year after accessioning procedure becomes obsolete Note: 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library system and member libraries, prepared by public library system (member library's copy): Retention: 0 after superseded or obsolete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of holdings: a. Manuscript or published catalog Retention: PERMANENT b. Continuously updated catalog Retention: 0 after superseded or obsolete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

Confidentiality

• Chapter 112, Laws of 1988, provides that any library records that personally identify users of libraries shall be confidential. Any questions regarding access to these records should be directed to the NYS Committee of Open Government
  • [See Also]
    • Responding to Law Enforcement Inquiries [Mid-Hudson Library System]
    • Template for Law Enforcement Inquiries Guideline [New York Library Association]

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.

• The Sarbanes-Oxley Act and Implications for Nonprofit Organizations [BoardSource]
• Sample Document Destruction Policy [National Council of Nonprofit Association]
  
• Records Retention Schedule [National Council of Nonprofit Association]
  

  Type of Document	Minimum Requirement
  Accounts payable ledgers and schedules	7 years
  Audit reports	Permanently
  Bank Reconciliations	2 years
  Bank statements	3 years
  Checks (for important payments and purchases)	Permanently
  Contracts, mortgages, notes and leases (expired)	7 years
  Contracts, mortgages, notes and leases (still in effect)	Permanently
  Correspondence (general)	2 years
  Correspondence (legal and important matters)	Permanently
  Correspondence (with customers and vendors)	2 years
  Deeds, mortgages, and bills of sale	Permanently
  Depreciation Schedules	Permanently
  Duplicate deposit slips	2 years
  Employment applications	3 years
  Expense Analyses/expense distribution schedules	7 years
  Year End Financial Statements	Permanently
  Insurance Policies (expired)	3 years
  Insurance records, current accident reports, claims, policies, etc.	Permanently
  Internal audit reports	3 years
  Inventories of products, materials, and supplies	7 years
  Invoices (to customers, from vendors)	7 years
  Minute books, bylaws and charter	Permanently
  Patents and related papers	Permanently
  Payroll records and summaries	7 years
  Personnel files (terminated employees)	7 years
  Retirement and pension records	Permanently
  Tax returns and worksheets	Permanently
  Timesheets	7 years
  Trademark registrations and copyrights	Permanently
  Withholding tax statements	7 years

   

updated 12.28.07 [RSA]

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