Records Retention and Disposal Schedule

PERMANENT

 

FORMAT

FORMAT

 

 

 

 

Annual Director's Report

 

Paper

 

Annual Financial Report

 

Paper

electronic

Board Policies

 

Paper

electronic

Building Blueprints

 

paper

 

Major Donations/Memorial Gift Records

 

paper

 

Endowment Funds and Policies

 

paper

 

Board Minutes

 

paper

electronic

Personnel Policies

 

paper

electronic

Records Commission Documents

 

paper

 

State Library Report

 

paper

electronic

Major Donations/ Memorial Gifts in excess of $100,000 value

 

paper

 

 

 

 

 

NON-PERMANENT

RETENTION PERIOD

 

 

 

 

 

 

Accident, Incident Reports

5 years, pending no action

paper

 

Annual UAN back-up off site storage)

5 years, provided audited

 

electronic

Audit reports, state

3 audit periods

paper

 

Bank Reconciliations

5 years, provided audited

paper

 

Bank statements, cancelled checks, check

stubs, unused checks

5 years, provided audited

paper

 

Bids (successful)

3 years after contract expired

paper

 

Bids (unsuccessful)

3 years after letting of bid

paper

 

Board agendas

3 years

paper

 

Budgets and certificate of estimated resources

10 years, provided audited

paper

 

Building project records

Life of building

paper

 

Building specifications

Life of building

paper

 

Contracts, construction & related documents

16 years after project completion

paper

 

Contracts, service

3 years after contract expired

paper

 

Correspondence (routine)

Retain according to content, administrative value

paper

 

Deferred comp reports

5 years, provided audited

paper

 

Depository agreements & related collateral

5 years after agreement expired, provided audited

paper

 

E-mail, internal notes & memos

Retain according to administrative value

paper

 

Employment applications

1 year from the date the job is filled if not hired

paper

 

Employment applications

2 years if hired

paper

 

Garnishment orders

5 years after rescinded, or after no longer employed

paper

 

Grant records, Successful

5 years, provided audited

paper

 

I-9 forms

1 year after employment ends

paper

 

Insurance policies

2 years after expiration, provided all claims settled

paper

 

Interlibrary loan records

6 months

paper

 

Internet sign-in form

1 month plus current month

paper

 

Inventory, assets (invoices  & vouchers)

1 year after disposition of the asset

paper

 

Investment policy

5 years after being superseded

paper

 

Investments & investment reports

5 years, provided audited

paper

 

Job descriptions

Until no longer of value

paper

 

Journals - cash, fund, revenue, expenditure

5 years, provided audited

paper

 

Ledgers, appropriation & receipt

5 years, provided audited

paper

 

Legal ads - published in newspaper

5 years, provided audited

paper

 

Legal opinions

Until no longer of value

paper

 

Leave balances

5 years, provided audited

paper

 

Library publications

2 years unless of historical value, then permanent

paper

 

Lost materials records

3 years or until no longer useful

paper

 

Major Donations/Memorial Gifts of less than $100,000 value

5 years, provided audited

paper

 

Manuals, bulletins

Until no longer of value

paper

 

Meeting room applications

1 year

paper

 

Monthly financial reports

5 years, provided audited

paper

 

Monthly circulation report

2 years

paper

 

OPERS reports/records

50 years

 

electronic

Overdue materials records

Until item is returned

paper

 

Patron account history

As allowed by computer system

 

ILS

Patron circulation records

As allowed by computer system

 

ILS

Patron records, other

Until no longer of value

 

ILS

Payroll reports/tax withholding reports

5 years, provided audited

paper

 

Payroll register report, YTD

50 years

 

electronic

Personnel files

2 years after employment ends

paper

 

Public equipment use sign-in forms

1 year

paper

 

Purchase orders/requisitions

5 years, provided audited

paper

 

Receipts and/or receipt register

5 years, provided audited

paper

 

Security camera footage

14 days

 

electronic

Time cards

5 years, provided audited

paper

 

Transient material (all informal and/or temporary internal messages and notes, and all drafts used in the production of public records)

Until no longer of administrative value

paper

 

Vouchers, copies of warrants, paid invoices, warrant registers

5 years, provided audited

paper

 

W-2 forms and 1099s

6 years

paper

 

W-4 forms

Until superseded

paper

 

Workers compensation reports

2 years after an injury occurs

paper