Resolution - 2011 - 11-06 - Amending The Records Retention Manual - 04/12/2011 RESOLUTION NO. 11-06
A RESOLUTION OF THE CITY OF EAGLE, IDAHO, A MUNICIPAL
CORPORATION OF THE STATE OF IDAHO; AMENDING THE RECORDS
RETENTION MANUAL AND PROVIDING THIS RESOLUTION TO BE
EFFECTIVE UPON IT PASSAGE AND APPROVAL.
WHEREAS, In accordance with Idaho Code Title 50, Chapter 9 the City Council adopt
by Resolution a Records Retention Manual on December 12, 2006; and
WHEREAS, Said Records Retention Manual shall be amended by making the following
changes to the "Library Records";
BE IT RESOLVED BY THE MAYOR AND THE CITY COUNCIL OF THE CITY
OF EAGLE, IDAHO AS FOLLOWS:
Section 1. : Accession Records under Library Records: Add"Permanent: Keep annual
Accession Records permanently: and change the Transitory designation to: "Keep all
other reports until obsolete or superseded".
Section 2.: Circulation Records under Library Records: Add"Permanent: Keep annual
Circulation Records permanently: and add to Transitory designation: "Keep all other
reports until obsolete or superseded".
Section 3.: Master Shelf List/Inventory under Library Records: Add "Permanent: Keep
annual Master Shelf List/Inventory permanently" and change the Transitory designation
to: "Keep all other reports until obsolete or superseded".
Section 4: This Resolution shall become effective as of the date of its passage.
PASSED AND APPROVED BY THE MAYOR AND EAGEL CITY COUNCIL,
ON THE a j-4 DAY OF APRIL 2011.
!V.
AMES D. REYN
MAYOR ..••""""•�.
4.o``•OF EAGL•#000000000
0 lot .or
ATTEST:
P
SHARON K. BERGMANN sc•°;;;.:o QQ's
CITY CLERK/TREASURER '•.,`1 TE OF ..`'
K:\COUNCIL\Resolutions\draft resolutions\Resolution 11-06 Amending Record Retention Schedule.doc Page 1 of 1
Library Records
• Accession Records: Document the accession of all library acquisitions into the library's
holdings. Information may include: author,title, publisher, year purchased,price, and other
related information. May include accession registers and documentation of materials
deaccessioned from the library collection.
Permanent: Keep annual Accession Records permanently.
Transitory: Keep until superseded or obsolete. Keep all other reports until obsolete or
superseded.
• Borrower Application Records: Includes application filled out by patrons applying for a
library card. This information is frequently computerized and is used for the checkout of
library materials, monitoring of overdue books, fines and fees, and for ongoing verification
of address and telephone number.
Transitory: Keep until materials returned and applicable fees and fines paid or until
administrative needs end.
• Circulation Records: Records of all library materials checked out. May be automated or
manual system, and information typically includes: item title, identification(or barcode)
number, due date,patron name, and library card number.
Permanent: Keep annual Circulation Records permanently.
Transitory: Keep until items returned and late fees paid.
Keep all other reports until obsolete or superseded.
• Circulation & Other Library Statistical Reports: Weekly,monthly, quarterly or annual
statistical reports on the numbers and type of library materials checked out, number of library
cards issued and totals.
Permanent: Keep department reports summarizing activities on an annual basis
permanently.
Transitory: Keep all other reports until obsolete or superseded.
Note: Idaho Code 50-907(2)(e)provides that departmental reports must be kept
at least five years.
• Educational& Public Outreach Program Records: Records relating to educational and
public outreach programs, including: tours, lectures, workshops, children's story time and
other adult and children's events. Records may include: brochures, fliers, reports,teaching
packets,photographs, audio and video tapes, class schedules, attendance rosters,
correspondence and related records.
K:\Clerks\Records\Library changes.doc Page 1 of 4
Permanent: Keep annual reports summarizing activities permanently.
Transitory: Keep all other reports until obsolete or superseded.
• Holdings Catalog: This is a catalog used by patrons to find materials in the library's
collection. May be manual card catalog or online database. Information includes: call
number, author,title,publisher, number of copies, subject, and other pertinent information.
Transitory: Keep until superseded or obsolete.
• Interlibrary Loan Records: These records document the lending and borrowing of library
materials through the interlibrary loan network, including interlibrary loan forms, computer
searches,related correspondence, etc. The interlibrary loan forms include: patron's name,
address, telephone, description of material requested(author,title, publisher, etc.), date
material provided and date material was returned.
Transitory: Keep until request completed or canceled, materials returned and
applicable fees and fines paid, or until administrative needs end.
• Library Board Meeting Agenda,Minutes & Recordings: Records documenting meetings
of the library board and motions, and other actions taken at library board meetings.
Permanent: Adopted library board meeting minutes and meeting agendas (if not
included in the minutes) are permanent.
Transitory: Keep audio/visual recordings until superseded, obsolete, or administrative
needs end. Keep notes for meeting minutes until minutes officially
approved.
Note: Idaho Code 50-907(1)(a) provides that adopted meeting minutes of the
library board are permanent.
• Library Complaints: These records document complaints received and actions taken
concerning library services, including programming and material selection policies.
Information includes: complainant's name, address,telephone, date, explanation of
complaint, etc.
Temporary: Keep two years after resolution of complaint or final action.
• Library Operation Policies: Policies concerning library operations, including materials
selection.
Permanent.
K:\Clerks\Records\Library changes.doc Page 2 of 4
• Library Publications: Publications distributed to the public to advertise library services,
programs and activities, including brochures, newsletters, activities calendars, bookmobile
schedules, special events fliers, etc.
Permanent: Keep one copy of newsletters and other publications with lasting
significance permanently.
Transitory: Keep all other publications and etc. until superseded or obsolete.
• Master Shelf List/Inventory: Inventory of all library holdings, including volumes and titles
added or withdrawn from the collection. Typically arranged by shelf, showing title, author,
accession number,publisher, date purchased, cost and number of copies. Used as an
inventory control by library personnel.
Permanent: Keep annual Master Shelf List/Inventory permanently.
Transitory: - . . . . . - -. Keep all other reports until obsolete or
superseded.
• Overdue Book Records: Lists and notices used to monitor status of overdue books and other
media, and notify patrons to return overdue materials.
Transitory: Keep until materials returned and fines collected, or debts deemed
uncollectible.
• Patron Requests: Requests by library patrons for materials currently checked out or to add
new materials to the library collection. Information may include: patron's name, library card
number, address, and telephone; call number, author, and title of material requested.
Transitory: Keep until request approved or rejected.
• Permanent Collection Records: Records documenting the accession, use, care,
maintenance, storage and disposition of objects in the library's permanent collection, and
may also provide records of deaccession of objects no longer in the collection. Records may
include: acquisition and deaccession policies and procedures, appraisal and authenticity
records, accession and catalog paper copy and/or electronic catalog records, accession
records, deaccession records, deeds of gift and other gift/donor records, inventory and
location records, condition/conservation records,photographs of objects, collections use
records and library shelf lists and finding aids.
Permanent.
• Purchasing& Quality-Based Selection Records: Records documenting competitive
bidding and purchase of goods, services, and public works construction, and procurement of
design professionals. Records include: published notices and solicitations, specifications,
bids, requests for qualifications, statements of qualifications, etc.
K:\Clerks\Records\Library changes.doc Page 3 of 4
Permanent: Original records including published notices and solicitations,
specifications, bids, requests for qualifications, statements of
qualifications, etc.
Transitory: Duplicate copies.
Note: Idaho Code 67-2805(2)(3) and 67-2806(1)(3) require that if a city
finds it impracticable or impossible to obtain three bids for personal
property or from licensed public works contractors for public works
projects, documentation of the efforts undertaken to procure three bids
must be kept at least six months after the procurement decision is made.
• RFQ, RFP, Bidding& Purchase of Goods, Services, and Public Works Construction,
and Procurement of Design Professionals: Records documenting competitive bidding and
purchase of goods, services, and public works construction, and procurement of design
professionals. Records include: published notices and solicitations, specifications,bids,
requests for qualifications, statements of qualifications, etc.
Permanent: Original records including published notices and solicitations,
specifications, bids, requests for qualifications, statements of
qualifications, etc.
Transitory: Duplicate copies.
Note: Idaho Code 67-2805(2)(3) and 67-2806(1)(3)require that if a city finds it
impracticable or impossible to obtain three bids for personal property or
from licensed public works contractors for public works projects,
documentation of the efforts undertaken to procure three bids must be kept
at least six months after the procurement decision is made.
• Research Inquiry & Response Records: Records relating to research requests received and
responses made by library staff. Information typically includes: name of researcher, subject
of inquiry or request, reply, information sources, etc.
Transitory: Keep until administrative needs end.
K:\Clerks\Records\Library changes.doc Page 4 of 4