Library: Circulation Services
Series Descriptions
Series Title (Agency Series #): Description, Retention (Legal Citation)
Bankruptcy Records (L04-007):
Records documenting the notification of the library that certain individuals have filed for bankruptcy. Used to determine if the individual owes money to the agency and to file notice or claim with the court. Records may include notices from U.S. Bankruptcy Court, correspondence, and related documentation.
Retention: Retain 7 years after last action. (OAR 166-150-0015(8))
Borrower Registration Records (L04-001):
Records used to grant citizens library cards and privileges as well as to control circulation of library holdings. Most of this information is maintained in the library's integrated library computer system. Individual borrower registration information may include name, address, telephone number, date of birth, signature, expiration date, identification number and related information.
Retention: Registration forms: retain until processed; registration record: retain until superseded or 3 years after last used. (OAR 166-150-0140(2))
Budget Preparation Records (L04-006):
Records documenting the preparation of program budget requests presented to division and department management. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records.
Retention: Retain 2 years. (OAR 166-150-0110(7))
Cash Deposit Records (L04-002):
Documents cash received from patrons for fines and fees and deposited in the library's bank account. Records include receipts, daily deposit slips, weekly deposit report, register tapes, charge card slips, and related records.
Retention: Retain 3 years. (OAR 166-150-0110(2))
Circulation System Statistical Reports (L04-004):
Documents information pertinent to the circulation of library materials in the county library system. Most of this information is maintained in the library's integrated library system; some reports are printed. Information may include patron's name, material requested, library holding material, holds placed, and related information. Printed reports include shipping report, hold alert report, search alert report, and expired hold report.
Retention: Retain until transaction completed. (OAR 166-150-0140(4))
Collection Agency Records (L04-003):
Documents collection agency actions related to the recovery of fees and/or fines from library system patrons. Records include collection agency reports and related correspondence. Information includes person's name and personal information, fees/fines due, agency actions taken, fees collected, amount transmitted to the county, and related information.Retention: Retain 7 years. (2000-0025/004)
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
Daily Schedules (L04-010):
Records documenting and facilitating routine planning and scheduling. Schedules show daily staff work assignments, including name, assignment, location, and hours.
Retention: Retain 1 year. (OAR 166-150-0005(6))
Employee Time Records (L04-005):
Records documenting hours worked, leave hours accrued, and leave hours taken by agency employees. Information usually includes employee name and social security number, hours worked, type and number of leave hours taken, total hours, dates, and related data.Retention: Retain 5 years. (OAR 166-150-0155(3))
Patron Account Management Correspondence (L04-009):
Documents communications between circulation services and patrons. Information is entered into the integrated library system when received. Includes letters sent and received, memoranda, notes, and other records related to library system patrons and the circulation system.Retention: Retain until entered in integrated library system. (OAR 166-150-0005(10))
Staff Meeting Records (L04-011):
Records documenting staff meetings attended by Circulation Services staff which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.690). These routine staff meetings deal with tasks and actions within existing policies and procedures. Records may include minutes, notes, reports, and related items. Some records may merit inclusion in other record series with longer retention periods if the subject matter adds significant information to that series.Retention: Retain 2 years. (OAR 166-150-0005(18))