Branch Libraries Retention Series (L09)

NEW UPDATES!
OARs governing county retention were updated November 2025. Your Multnomah County Retention Series has been updated accordingly. Please make sure to double check - some series may have new retention periods.

Each series contains the following information:

• Series Title (Agency Series #)
• Description. (Legal Citations)
• Retention  

Activity and Room Scheduling Records (L09-002)

Records documenting scheduling and reservations related to public participation in and use of various activities, events, classes, and meeting rooms. Includes schedules, logs, lists, requests, and similar records. (OAR 166-150-0005(39))

Retention:

• Retain 1 year.

Cash Deposit Records (L09-001)

Documents cash received by branch libraries and deposited in the library department's account. Records include deposit spreadsheet, deposit slips, register tapes, credit card receipts, and daily, weekly, and monthly receipts reports. (OAR 166-150-0110(9))

Retention:

• Retain 3 years after annual audit report issued.

Excluded Patron Records (L09-007)

Documents patrons who have been banned from entering specified library branches. Records include letter to patron notifying them about ban, information supporting the ban (including security and incident logs, correspondence, and other documentation), and an intranet website showing all currently banned patrons. (OAR 166-150-0005(40)(d))

Retention:

• Retain 3 years after exclusion lifted. 

Facility and Equipment Use Agreements (L09-012)

Series documents user agreements that address both rules and safety requirements for patrons utilizing specific library spaces and equipment. Records may include annual user agreements for Creative Learning spaces, Audiovisual Studio agreements, equipment use forms, one-time workshop or class agreements, and related documentation. (OAR 166-150-0200(11)) 

Retention:

• Retain 3 years.

Rental Agreements (L09-013)

Series documents the rental or loan of agency-owned facilities or equipment. For the library, this specifically includes the renting out of the auditorium and rooftop terrace at the East County Library. Records may include user agreements and related documentation. (OAR 166-150-0005(35)

Retention:

• Retain 3 years.

Internet Access Log (L09-004)

Documents patron access to internet. Information includes library card number, computer used, and date and time accessing internet. (2000-0025/006)

Retention:

• Retain 30 days.

Monthly Statistical Reports (L09-008)

Reports documenting activities of the branch libraries. Information includes monthly statistics on circulation, number of references, meeting rooms used, volunteer hours, community contacts, group visits, programs presented, renewals, fines collected, and related information.  (OAR 166-150-0140(6))

Retention:

• Retain 2 years.

Petty Cash Records (L09-006)

Documents authenticating petty cash purchases and requesting reimbursement from department for petty cash fund. Records include receipts, transaction statements, petty cash form, and memo requesting payment. (OAR 166-150-0110(22))

Retention:

• Retain 3 years.

Reference Requests (L09-005)

Documents patron requests for information. Records include email messages, phone messages, and letters. Information includes patron name, date, and test of request. (OAR 166-150-0085(11))

Retention:

• Retain 1 year.

Note: Recent increase from superseded or obsolete.

Security Records (L09-003)

Records documenting security measures and incidents at branch libraries. Records include security logs, alarm reports, security camera videotapes, incident reports, and related records. (OAR 166-150-0005(40)(a) & (d))

Retention:

• For video recordings see Monitoring System Video Records FM3-016

• L09-003(a) Access and entry logs, retain 3 years.

• L09-003(b) All other records: retain 2 years.