Or. Admin. R. 166-150-0140 - Library
(1)Accession
Records Information related to library acquisitions. Documentation for
book accessions usually includes author, title, publisher, jobber, year
purchased, purchase price, and other bibliographic and accession data. Non-book
media contain other pertinent information. (Minimum retention: Until superseded
or obsolete)
(2)Borrower
Registration Records Records used to grant citizens library cards and
privileges as well as to control circulation of library holdings. Individual
borrower registration information may include name, address, telephone number,
date of birth, signature, expiration date, identification number, and related
data. (Minimum retention: Until superseded or 1 year after
expiration)
(3)Catalogs Finding aids which
provide patrons with access to library holdings by subject, title, keyword, and
author. Usually includes author's name, title of book or other media, call
number, bibliographic description, and related information. (Minimum retention:
Until superseded or obsolete)
(4)Circulation Records Records
documenting information pertinent to the circulation of materials such as
books, magazines, record albums, compact disks, dvd's, audio and video tapes,
and computer software. May include patron identification, date circulated and
date due. (Minimum retention: Until transaction is completed)
(5)Inter-library Loan Records
Records documenting materials borrowed and loaned by the library through an
interlibrary loan program in response to patron and other library requests. May
include requests, notices, tracking logs, and other records. (Minimum
retention: 6 months after materials returned to owner library)
(6)Library Publications
Publications distributed to the public to advertise library services, programs,
and activities. May include brochures, newsletters, activities calendars,
bookmobile schedules, special events flyers, and other records. (Minimum
retention:
(a) Retain brochures, pamphlets,
and leaflets until superseded or obsolete
(b) Retain one copy of all others
permanently)
(7)Master Shelf
Lists/Inventories Records document inventories of all library holdings,
including volumes and titles added or withdrawn from the collection. Usually
arranged by call number, showing title, author, accession number, publisher,
date bought, cost, and number of copies. Used as an inventory control by
library personnel. (Minimum retention: Until superseded or obsolete)
(8)Library Reports Statistical
and narrative monthly reports documenting collection, registration,
circulation, lost books, children's programs, and other activities. Useful in
program planning and budget preparation. May include various reports such as
circulation statistics by category (non-fiction, fiction, magazines, etc.),
books reserved, photocopies made, overdue notices mailed, borrowers registered,
and volunteer hours. May also include narrative reports addressing new
activities, services, events, and issues. (Minimum retention:
(a) Retain reports summarizing activities on
an annual basis: Permanently
(b)
Retain other reports: 2 years)
(9)Oregon State Library Annual
Reports Agency copy of a report filed with the Oregon State Library in
satisfaction of ORS 357.520 to monitor library
programs. Includes statistics on circulation, patrons served, interlibrary loan
transactions, children's programs, and other subjects. (Minimum retention:
Permanent)
(10)Overdue Book
Records Records used to monitor status of overdue books and other media.
Also used to notify patrons to return overdue library materials. Often includes
notices and lists. Lists document long overdue materials and can be useful in
collection action. (Minimum retention: Until materials returned, or debts
reconciled or deemed uncollectible)
Notes
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005-192.170 & 357.805 - 357.895
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