Library: Branch Libraries
Series Descriptions
Series Title (Agency Series #): Description, Retention (Legal Citation)
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.
Retention: Retain 3 years. (OAR 166-150-0110(2))
Conference 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.
Retention: Retain 1 year. (OAR 166-103-0005(1))
Correspondence:
Records that: 1. document communications created or received by an agency AND 2. directly relate to an agency program or agency administration AND 3. are not otherwise specified in the Multnomah County Retention Schedules. Records may include but are not limited to letters, memoranda, notes and electronic messages that communicate formal approvals, directions for action, and information about contracts, purchases, grants, personnel and particular projects or programs.
Retention: File with the associated program or administrative records. Communications not meeting the above criteria do not need to be filed and may be retained as needed. (OAR 166-150-0005(10)) Updated 01/08/2018
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.
Retention: Retain 3 years after exclusion lifted. (2000-0025/005)
Internet Access Log (L09-004):
Documents patron access to internet. Information includes library card number, computer used, and date and time accessing internet.
Retention: Retain 30 days. (2000-0025/006)
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.
Retention: Retain 2 years. (OAR 166-150-0140(8))
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.
Retention: Retain 3 years. (OAR 166-150-0110(19))
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.
Retention: Retain until request answered. (2000-0025/007)
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.
Retention: For video recordings see Monitoring System Video Records FM3-016; all other records: retain 2 years. (OAR 166-150-0005(38))