All-University Records Retention Schedules

Library Services Records

Note: Unless otherwise stated in the schedule, retention and disposition for other copies of records is “retain until administrative purpose served, then destroy.”

Catalog


Records describing the library information sources owned by the University.

Official Copy: Campus Libraries

Retention and Disposition: Retain until no longer needed for University business, then destroy. (Essential)

DAN GS 15021 (Library Services Records)

Circulation


Records relating to the borrowing, lending, and returning of items in the library's collection. Includes, but is not limited to:

  • Item circulation history
  • User/patron records (applications for membership, borrow registration, parent/guardian permissions)
Excludes:

  • Interlibrary loans covered by Collection Control–General (DAN GS 15023);
  • Records relating to fines/fees covered by Financial Transactions–General (DAN GS 01001) and Financial Disputes and Collections (DAN GS 01003).
Official Copy: Campus Libraries; Manuscripts, Archives, and Special Collections

Retention and Disposition: Retain until no longer needed for University business, then destroy.

DAN GS 15022 Rev. 1 (Library Services Records)

Collection Control


Records documenting the physical control of the library's collection. Includes, but is not limited to:

  • Accession and deaccession (discard) of items;
  • Finding aids;
  • Interlibrary loans
  • Shelf list/inventory of holdings
Excludes records covered by:

  • Acquisition and Disposal–Assets (Other than Real Property) (DAN GS 21001);
  • Contracts and Agreements–General (DAN GS 01050 - for agreements relating to bequests);
  • Inventories–Capital Assets (DAN GS 16008 - for collection items considered capital assets);
  • Inventories–Supplies, Commodities, and Parts (DAN GS 16004 - for collection items not considered capital assets).
Official Copy: Campus Libraries; Manuscripts, Archives, and Special Collections

Retention and Disposition: Retain until no longer needed for University business, then destroy. (Essential)

DAN GS 15023 Rev. 1 (Library Services Records)