Or. Admin. R. 166-400-0035 - Library and Media Records
(1)
Acquisition and Deaccession Records Records document the process
of requesting, purchasing, and acquiring, as well as deaccessioning, books,
periodicals, audio-visual, and other library materials. Records may include but
are not limited to accession and deaccession registers; correspondence with
publishers; questionnaires; request forms; bibliographic data; receipt
notations; and related documentation. SEE ALSO Library Catalog Records in this
section. Minimum retention: (a) Retain registers: Until superseded or obsolete
(b) Retain all other records: 3 years after school year in which records were
created.
(2)
Audio-Visual
Materials and Equipment Loan Records Records document the loan, rental,
scheduling, and delivery of audio-visual or media material and equipment to
school, district, or ESD faculty or staff. Records may include but are not
limited to request forms; extension and cancellation records; borrower
identification; title and material identification; shipping or delivery
information; booking records; attendance and number of times media used or
shown; usage statistics; accounting records concerning the cost of material;
and related documentation. Minimum retention: (a) Retain extension and
cancellation records: 1 month (b) Retain equipment inventories: 3 years after
superseded or obsolete (c) Retain all other records: 3 years after school year
in which records were created.
(3)
Circulation Records Records document the borrowing of circulating
library, audio-visual, media, and learning resource center materials by
students and faculty. Records may include but are not limited to name of the
borrower, title of material borrowed, due date, overdue status, overdue
notices, and related documentation. Records may be exempt from public
disclosure per ORS 192.502(21). Minimum retention: (a) Retain overdue records:
Until material is returned or debts reconciled or deemed uncollectible (b)
Retain all other records: 1 year after school year in which records were
created.
(4)
Copyright and
Duplication Records Records document permission received from authors,
publishers, producers, and distributors of video programs and other media and
materials to allow the school, district, and ESD to duplicate the material
without copyright infringement. Records may include but are not limited to
agreements which state the terms and conditions, copyright releases,
authorizing signatures, and related documentation and correspondence. Minimum
retention: 6 years after agreement expires.
(5)
Library and Media Inventory
Records Records document approved lists of books, periodicals,
audio-visual materials, and other library materials. Records may include but
are not limited to annual inventories; and lists of books, periodicals,
audio-visual materials, and other materials; and lists of books and materials
on specific subjects. Lists document material approved for use in the school or
district; materials that may be borrowed from centralized media and resource
centers; and are used in the acquisition of materials. Records generally
include titles, bibliographic descriptions, and identification numbers. Minimum
retention: 3 years after superseded.
(6)
Library Catalog Records
Records document the maintenance, and retrieval of the holdings of the school
library; professional library; teaching resource center; and audio-visual,
media, or resource center of the school, district, and ESD. Records may include
but are not limited to the card or electronic catalog which contains the
bibliographic records of the holdings; holdings records which contain data on
items in circulation; and related documentation. SEE ALSO Acquisition and
Deaccession Records in this section. Minimum retention: Until superseded or
disposal of material.
(7)
Supplemental Materials Selection and Adoption Records Records
document the process of evaluation, selection, and approval of supplemental
educational materials for use by a school, district, or ESD and inclusion in
the library, learning resource center, or media center. Records may also be
used for budget, audit, and insurance purposes. Supplemental materials may
include library books, periodicals, audio-visual materials, instructional
computer software, and related materials. Records may include but are not
limited to bibliographic data; summary of content; evaluations; evaluator
records including applications, rosters, and expense records; records
documenting citizen complaints about educational material; and related
correspondence and documentation. Minimum retention: 7 years after school year
in which records were created.
Notes
Stat. Auth.: ORS 192 & 357, Other Auth. Code of Federal Regulations Title 34
Stats. Implemented: ORS 192 & 357
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