All-University Records Retention Schedules

Library Services Records

Record Series Title—Function/PurposeLocation
(*Official Copy)		Retention and Disposition ActionDisposition Authority No.Remarks
Catalog
Records describing the library information sources owned by the University.		Campus Libraries*Retain until
no longer needed for University business,
then destroy		GS 15021Essential
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 (GS 15023);
  • Records relating to fines/fees covered by Financial Transactions -- General (DAN GS 01001; see Acct/Fisc Recs table) and Financial Disputes and Collections (DAN GS 01003; see Acct/Fisc Recs table).

Campus Libraries*
or
Manuscripts, Archives, and Special Collections*		Retain until
no longer needed for University business,
then destroy.		GS 15022
Rev. 1
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; see Property Mgmt Recs table);
  • Contracts and Agreements (DAN GS 01050; see Acct/Fisc Recs table) (for agreements relating to bequests);
  • Inventories -- Capital Assets (DAN GS 16008; see Property Mgmt Recs table) (for collection items considered capital assets);
  • Inventories -- Supplies, Commodities, and Parts (DAN GS 16004; see Property Mgmt Recs table) (for collection items not considered capital assets).
Campus Libraries*
or
Manuscripts, Archives, and Special Collections*		Retain until
no longer needed for University business,
then destroy.		GS 15023
Rev. 1		Essential