PERMANENT |
|
FORMAT |
FORMAT |
|
|
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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5 years after rescinded, or after no longer employed |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 |
|