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UW Library General Records Retention ScheduleThis retention schedule provides a listing of records
common throughout libraries, regardless of library size. Please note, if
you do not have these records, you are not required to create them.
Because the functions of library units differ, you may also have a
Departmental Retention Schedule for those records which are unique to your
unit. Records may be created in either hardcopy or electronic format. If a
record being created by your library is not found on this retention
schedule, please contact Records Management Services at 543-0573 or
urc@u.washington.edu. For financial and personnel records, please use the UW General Records
Retention Schedule. December 2006
Use the letters below to jump to that section of the list.
-A-Aquisition Record: This series provides a record of items on order. May contain brief catalog information. Once the item is received, the acquisition record becomes a catalog record; however, if the item is not received, the record is purged
Official
Copy: Any Library
Appeal Evidence Files: This series provides a record of first
contact with library patrons wishing to appeal charges. Information may
include notes, supporting documents, etc. Used to provide Cashier's office
with evidence in the cases where fines are appealed.
Official Copy: Any UW Libraries Circulation Desk Applications for Internal Awards-- Awarded: A record of awarded proposals for Opportunity Awards, 21st Century Awards, Friends Awards, etc.
Official Copy: Opportunity Grants - Resources and Collection
Management Services
Official Copy: 21st Century Awards and Friends Awards -
Library Development
Other Copy: Any UW Libraries Office
Applications for Internal Awards-- Denied: A record of denied
proposals for Opportunity Awards, 21st Century Awards, Friends Awards,
etc.
Official Copy: Opportunity Grants - Resources and Collection
Management Services
21st Century Awards and Friends Awards - Library Development
Official Copy:
21st Century Awards and Friends Awards - Library Development
Other Copy: Any UW Libraries Office -B--C-Call Slips: Provides a record of requests for retrievals. The slip contains the patron's name, User No., the item's call number, etc. This series may also be called Manual Checkout Slips or Retrieval Request Forms.
Official Copy: Any Library Catalog Records : Provides a record of a library's holdings. The record may contain item information, such as holding location, call number, author, title, notes, etc. and may be in hardcopy or electronic format.
Official Copy: Any Library
Collections Files: A record of efforts to collect payment on
outstanding fines or on checks returned because of insufficient funds
(NSF). May include collection letters, correspondence with collection
agency, logs of collections actions, lists of uncollectible accounts,
Aging Reports, etc.
Official Copy: UW Libraries: Cashier Office
Other Copy: Any Library -D-
Donor Files (Non-Cash Gift Records): Provides a record of non-cash
gifts, including both non-appraised and appraised items, received by a
Library. May include gift transmittal, gift report form, correspondence,
etc. which document the donation to the UW Libraries. All original,
relevant documentation should be transferred to Gifts Program.
Official Copy: UW Libraries: Gifts Program
Other Copy: Any Library -E--F--G--H-
Hardcopy Printouts from a Database: Provides a record of printouts
from the database such as Data Mailer Tear Sheets, Data Mailers, Hold
List/Paging List, etc. May include patron information, item information,
etc.
Official Copy: Any Library -I-
InterLibrary Request Documentation: Provides a record of request
where a library is the borrower or lender, in response to a patron request
for resources. May include invoices, receipts, etc. Once the transaction
is completed, the patron information may be deleted from the request.
Official Copy: Any Library -J--K--L-
Library Card Application: Provides a record of application for a
library card
Official Copy: Any Library
Lost and Found Log Provides a record of items that were found in
the library. The log may contain the date item was found, name of owner,
and signature of owner if item is claimed.
Official Copy: Any Library -M--N--O--P-
Patron Correspondence: Provides a record of correspondence between
patrons and library staff. May contain contact information, requested
items, or questions, etc.
Official Copy: Any Library
Patron Record: Provides a record of contact information, status
and affiliation of patron with the library. May be in electronic or
hardcopy.
Official Copy: Any Library -Q--R-
Room Sign-Up Records: This series provides a record of individuals
requesting use of a room.
Official Copy: Any Library -S-
Serial Binding Instructions: Provides a record of the binding
instructions sent to the vendor.
Official Copy: Any Library
Statistics: Compiled information used to document office
functions, activities, and accomplishments.
Official Copy: Any Office
System Down Transaction Log Sheet: Log is used to record check-out
of books in the event of a system crash or when the system is temporarily
off line. May include patron name, barcode number of patron and book,
check out date, date due, miscellaneous notes, initials of library
personnel and date. Information is input into the system once it is up and
running.
Official Copy: Any Library -T-
Transaction Record Provides a record of material or services
checked out, on hold, ordered, or billed for fines. After the item is
returned, the record is destroyed unless a fine is incurred.
Official Copy: Any Library -U-
User Agreement: Provides a record of agreements regarding access
to and use of materials in a special collection.
Official Copy: Any Library -V-
Vendor Correspondence: Provides a record of correspondence between
the office and vendors regarding issues with orders.
International Vendors
National Vendors -W--X--Y--Z- |
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Modified: August 21, 2007 |
Records Management Services |
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