Utah Department of Administrative Services

Division of Archives & Records Service

School District Schedule 13 Library/Media Center Records

 

 

ACCESSION RECORDS (Item 13-1)

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)

 

CIRCULATION RECORDS (Item 13-2)

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)

 

HOLDINGS CATALOG (Item 13-3)

This catalog serves as a finding aid for library users in locating library materials currently in the library collection. Manual library 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 These catalogs are constantly being updated as materials are added and withdrawn.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)

 

LIBRARY COMPLAINTS (Item 13-4)

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)

 

LOST MATERIALS AND REFUND RECEIPTS (Item 13-5)

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 13-6)

These publications are booklists and other guides created by library staff members. They are used to aid students 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 destroy.

Suggested Primary Designation

Public.

(Approved 06/97)

 

SHELF LIST (Item 13-8)

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 closes and then destroy.

Suggested Primary Designation

Public.

(Approved 06/97)

 

STUDENT REQUESTS (Item 13-7)

These are requests by students or staff for materials currently checked out or to add new materials to the media center collections. They may be a form and/or electronic record. They may include library card number; patron's name, address, telephone number, and signature; call number, author, and title of material requested; patron's signature, and indication of material's status (checked out, overdue, reordered, out-of-print).

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)