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. (MOAR 166-103-0025(5))
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. (MOAR 166-103-0005(32))
Correspondence, Ephemeral (L09-009): Series documents communications received or sent which do not contain significant information about a county's programs, fiscal status, or routine agency operations. Records include, but are not limited to, advertising circulars, drafts and worksheets, desk notes, memoranda, and other records of a preliminary or informational nature.
Retention: Retain until read. (MOAR 166-103-0005(8))
Correspondence, General (L09-010): Series documents communications received or sent which do not contain significant information about an agency's programs. Records include letters sent and received, memoranda, notes, transmittals, acknowledgements, community affair notices, charity fund drive records,routine requests for information or publications, enclosures, and attachments.
Retention: Retain 1 year. (MOAR 166-103-0005(9))
Correspondence, Program (L09-011): Correspondence, memoranda, and similar records which document and add significant information to the program or primary functional responsibility of the branch library. Includes letters sent and received, memoranda, notes, and other records related to specific programs or primary functions.
Retention: Retain 3 years. (MOAR 166-103-0005(11))
Excluded Patron Records (L09-007): Documents patrons who have been banned from entering specified library branches. Records include letter to patron notifying him/her 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 patron name, 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. (MOAR 166-117-00010(10))
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. (MOAR 166-103-0025(2))
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: Videotapes with no unusual information: retain until recycled; all other records: retain 2 years. (MOAR 166-103-0005(34))