Utah Department of Administrative Services

Division of Archives & Records Service

Municipal Schedule 25 Library Records

 

 

Accession Records (Item 25-1)

These records document the accession of library materials. They include title, publisher's name, date ordered and received, list price, and discount price.

Retention

Retain until administrative need ends and then destroy; accession books created before 1960 permanent, transfer to State Archives with authority to weed.

Suggested Primary Designation

Public.

(Approved 06/97)

 

***Annual Report (Item 25-2) OBSOLETE

Please refer to the state schedule for Publications. SG 1-25

 

***Board of Director's Minutes (Item 25-3) OBSOLETE

Please refer to the state schedule for Open Meeting Minutes and Public Materials. SG 1-59

 

Circulation Records (Item 25-4)

These are records of all library materials checked out from the library system. They may be automated or manual systems. The information includes the item title, identification number (barcode number), date item due, patron name and library card number.

Retention

Retain until items returned and late fees paid and then destroy.

Suggested Primary Designation

Private:UCA 63G-2-302(1)(c) (2008).

(Approved 06/97)

 

Circulation Statistical Reports (Item 25-5)

These are monthly statistical reports on the numbers and types of library materials checked out. They are used for future planning. They include the number of items checked out by type, number of library cards issued, and monthly totals.

Retention

Retain until annual report compiled and then destroy.

Suggested Primary Designation

Public.

(Approved 06/97)

 

Holdings Catalog (Item 25-6)

This catalog serves as a finding aid for library users in locating library materials currently in library collection. Manual card catalogs have been replaced in many libraries with on-line catalogs. These catalogs are constantly being updated as materials are added and withdrawn. The information includes call number, author, title, publisher, number of copies, date, and subject headings. Computer catalogs also include number and status of copies (on shelf, checked out, and date due).

Retention

Retain until catalog closed and then destroy.

Suggested Primary Designation

Public.

(Approved 06/97)

 

Interlibrary Loan Records (Item 25-7)

These records document the lending and borrowing of library materials through the interlibrary loan network. They include interlibrary loan forms, computer searches, related correspondence and memoranda. The interlibrary loan forms include patron's name, address, telephone number, description of material being requested (author, title, publisher, publication date), a signed statement indicating patron willing to assume costs for borrowing material, status indication (overdue, lost, out-of-print), indication of search strategy, date material provided, and date material to be returned.

Retention

Retain until request completed or canceled, applicable fees and fines paid, materials returned, and statistics collected and then destroy.

Suggested Primary Designation

Private:UCA 63G-2-302(1)(c) (2008).

(Approved 06/97)

 

Library Complaints (Item 25-8)

These records document complaints received and actions taken concerning library services including programming and material selection policies. They include complainant's name, address, and telephone number, date, explanation of complaint, and related correspondence,

Retention

Retain for 1 year after resolution and then destroy.

Suggested Primary Designation

Public.

Suggested Secondary Designation

Private:UCA 63G-2-302(1)(c) (2008)

(Approved 06/97)

 

Library Operation Policies (Item 25-9)

These are policies adopted by the Library Board of Directors concerning all library operations including material selection. The policy adoptions are documented in the Board of Directors Minutes. The information varies by policy, but all include policy title, purpose, and adoption date.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 06/97)

 

Library Services and Construction Act (LSCA) Grant Files (Item 25-10)

These records document the expenditure of monies and the operation of Title I, II, and III programs funded through the Library Services and Construction Act grants, which are re-granted by the Utah State Library Division to public libraries (34 CFR 770 (1997)). The grants are used to implement or update programs for literacy, institutional development, inadequate services or library construction. Grant records include some or all of the following: application and supporting materials, budget revisions, quarterly reports, final summary and evaluation reports, statistical reports, audit reports, deposit slips, invoices and bills, and publicity. The State Library Division retains Title I and III grant records for 7 years, Title II grant records for 20 years.

Retention

Retain for 7 years after expiration of contract and destroy, provided all claims and litigation have been resolved and all applicable state and federal audits completed.

Suggested Primary Designation

Public.

(Approved 12/97)

 

Lost Library materials and Refund Receipts (Item 25-11)

These are receipts issued by the library when a patron pays for lost library materials. They are used to verify payment and if the book is located a refund will be granted. These receipts also serve as a backup record to verify payment if a question arises. The receipts include the patron name and identification number (barcode number), library materials' titles, amount paid and date.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Private:UCA 63G-2-302(1)(c) (2008).

(Approved 06/97)

 

Patron Assistance Publications (Item 25-12)

These publications are booklists and other patron assistance guides created by library staff members. They are used to aid library patrons in locating library materials and to assist in using the library. The information contained in these publications vary but all include the library name and location.

Retention

Retain until administrative need ends and then transfer significant publications to the State Archives with authority to weed.

Suggested Primary Designation

Public.

(Approved 06/97)

 

Patron Requests (Item 25-13)

These are library patron requests. They may be either requests for library materials, such as requests for materials currently checked out or to add new materials to the library collection, or they may be requests to use library owned equipment such as computers and listening stations. Materials requests may include library card number, patron's name, address, telephone number, and signature, as well as information about the requested library material. Equipment usage requests may additionally include information about the use of computers or other equipment such as date and time used, Inter-net sites visited, or terms of use.

Retention

Retain for 1 year or until request is filled and then destroy.

Suggested Primary Designation

Private:UCA 63G-2-302(1)(c) (2008).

(Approved 06/97)

 

Planning and Evaluation Studies (Item 25-14)

These studies are undertaken periodically to identify library service needs. They include user, community and other evaluation studies. They are used for planning future services. The studies may include responses to patron surveys, demographic information, circulation statistics, and collection development studies.

Retention

Retain until superseded and then transfer to the State Archives.

Suggested Primary Designation

Public.

(Approved 06/97)

 

Public Library Services Development Grant Records (Item 25-15)

The records document the expenditure of monies and the operation of the State Library Division's Upgrade Process and the state aid grants which operate hand-in-hand. Funds are appropriated by the Utah Legislature to the State Library Division which then distributes the grants on a formula basis to qualifying Utah public libraries. Grant records include some or all of the following: public library planning documents, signed grant agreements, final reports and financial statements, statistical reports, audit reports, deposit slips, invoices, bills, and publicity.

Retention

Retain for 7 years after expiration of contract and destroy provided all claims and litigation have been resolved and all applicable state and federal audits completed.

Suggested Primary Designation

Public.

(Approved 06/97)

 

Registration Records (Item 25-16)

This registration card is completed by patrons applying for a library card. This information is frequently computerized and is used for the checkout of library materials, monitoring of overdue books, fines and fees, and for the on-going verification of address and telephone number. Some libraries issue library cards for a specified period while other library cards never expire if used on a regular basis. Non-expiring library cards normally become inactive after one year of non-use. The card may be retained for verification purposes. The card includes patron name, home and business addresses and telephone numbers, application date, and birthdate.

Retention

Retain for 1 year after expiration or becoming inactive and then destroy.

Suggested Primary Designation

Private:UCA 63G-2-302(l)(c) (2008).

(Approved 06/97)

 

Shelf List (Item 25-17)

This is the master inventory of all library holdings currently in the library collection. Traditionally the record was a card file which was arranged by shelf or classification number, but has now largely been computerized. This master inventory is constantly being changed as materials are added and withdrawn from the collection. It includes classification number (or call number), author, title, and number of copies.

Retention

Retain until catalog closed and then destroy.

Suggested Primary Designation

Public.

(Approved 06/97)

 

State Library Annual Report (Item 25-18)

This is an annual report required by UCA 9-7-211 (1997) to be submitted by "all municipal, city, county, and public school libraries" to the state librarian. It reports "on the condition and affairs of the library as required by the State Library Board." The State Library retains the record copy of these reports permanently.

Retention

Retain for 1 year or until administrative need ends and then destroy.

Suggested Primary Designation

Public.

(Approved 06/97)

 

Strategic Plans (Item 25-19)

These are strategic goals and plans adopted by the Library Board of Directors to guide the development of the library. The plans are adopted periodically (every 3-5 years). Goals are adopted both on a long and short term basis. They include statements regarding the library's role, plans for the development of various library operations, and goals to achieve the plans.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 06/97)