Library Policies
Library policies and procedures are reviewed on a regular basis and are subject to change as the circumstances change.
Branch Meeting Room Policy Guidelines (Board Adopted 2007)
Behavior Guidelines (Board Adopted 2009)
Eviction Procedure & Guidelines (Board Adopted 2009)
Gift Policy (Board Adopted 2007)
Guidelines for submitting original print, musical and filmed works (Administrative Practice 2008)
Internet Policy (Board Adopted 2009)
Lending Policies (Administrative Practice 2009)
Levy Materials (Board Adopted 2007)
Loan Periods (Administrative Practice 2009)
Materials* Selection Policy (Board Adopted 2000)
Naming Public Library Agencies (Board Adopted 2007)
Overdue fines (Administrative Practice 2009)
Patron Identification for Use of Materials Policy (Board Adopted 2007)
Public Records Policy (Board Adopted 2008)
Public Records Retention Schedule (Board Adopted 2008)
Truancy Reporting Policy (Board Adopted 2007)
Branch Meeting Room Policy Guidelines
- All scheduled events must be open to the public.
- The "Meeting Facilities Reservation Form" must be filled out before a group can meet in a library meeting room. The person requesting use of a meeting room will be held responsible for the order and conduct of the group and for any loss or damage to library property.
- Each library branch may develop rules and regulations for the use of the meeting rooms based on its experience with the use of the space by groups in its community. These rules will determine the frequency of use and number of advance bookings that may be made by an individual group; consequently rules and regulations may vary among agencies.
- Non-library groups are not permitted to do fund-raising, sell goods, commercial services or future commercial services, charge admission or ask for a donation to programs held on library premises. Materials related to a program may be made available for purchase on a case-by-case basis with prior approval of the agency manager.
- Each group is responsible for its own meeting publicity, which must not include the Library's information as a contact. Publicity must state that the meeting is not sponsored by the Toledo-Lucas County Public Library.
- Library audiovisual equipment is available only upon prior reservations, and to groups that have an experienced operator and that make arrangements in advance for training if the library staff can accommodate such instruction. Equipment may vary by location.
- Groups wishing to serve light refreshment may do so. Be prepared to supply your own equipment and utensils. Please note that groups using the library meeting rooms are responsible for clean up. Alcoholic beverages are not permitted on library premises.
- The group using the room may be responsible for setting up tables and chairs.
- Young children accompanying adult users of the meeting room shall not be left unattended in the library. Minors are not permitted to use meeting rooms without adult supervision.
- Meeting facilities are available only during the hours the agency is open to the public. All meeting areas must be vacated no later than 15 minutes prior to the agency's closing time. Cancellations should be made 24 hours in advance.
- The library is not responsible for equipment, supplies, or any other materials owned by a group and used in the library. Each group is responsible for the set up and running of its equipment.
- The library will approve and schedule only those meetings that will not disturb other library activities. The library reserves the right to withdraw permission for meeting room/auditorium use when conditions warrant such action and to stop meetings that interfere with the normal operation of the library.
- The applicant agrees to protect, defend, indemnify and hold the library, its officers, employees and agents, free and harmless from and against any and all losses, penalties, damages, settlements, costs or liabilities of every kind and character arising out of or in connection with any acts or omission of the applicant, negligent or otherwise, and its employees, officers, agents, guests or independent contractors. The applicant agrees to pay all damages, costs and expenses of the library in defending any action arising out of the aforementioned acts or omissions.
- Failure to comply with these guidelines may result in the loss of future meeting room use. Concerns or questions about these guidelines should be referred to the Agency Manager or Manager of Extension Services.
Adopted by the Board of Trustees October 25, 2007
Contact the branch directly to schedule a meeting room. Staff can provide capacity information and a reservation form. Your form can be faxed directly to a branch. Click here for locations.
Reservations are not complete until you receive a response from the branch staff.
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Behavior Guidelines
The following actions and behaviors are prohibited in the Library:
- Inappropriate dress: i.e., no shirt, no shoes.
- Creating unreasonable noise or mess.
- Smoking.
- Sleeping.
- Loitering.
- Offensive and pervasive odors which are a nuisance to patrons and staff.
- Bringing pets into the Library with the exception of assistance animals as defined by the Americans with Disabilities Act.
- Soliciting, panhandling, gambling for personal profits.
- Monopolizing or obstructing library space, including the entry.
- Improper use of library facilities and/or equipment, to include, but not limited to: bathing, shaving, or washing clothes.
Violating Library policies and/or guidelines, including the Eviction Procedures and Guidelines.
Violating local ordinances, state and/or federal laws.
- To help protect Library resources, we may ask to inspect briefcases, bags and other packages upon leaving the Library.
- Parents, guardians or other caregivers are responsible for their children and their behavior while their children are in the Library.
- Any person committing a criminal act on Library premises, or using Library resources, in violation of the law, including acts of vandalism or theft, will be subject to prosecution.
Patrons who fail to abide by the Library’s policies are subject to suspension of their Library privileges and/or eviction from Library facilities. A patron may appeal an eviction by sending a written objection to the attention of the Deputy Director of the Library (325 Michigan St., Toledo, OH 43604) within seven days of being notified of the eviction. The Deputy Director has the power to affirm, modify, or revoke any suspension or eviction.
We appreciate your understanding and cooperation.
Adopted by the Board of Trustees. June 25, 2009
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Eviction Procedure & Guidelines
Visitors must behave in a socially acceptable manner on the premises of the Toledo-Lucas County Public Library. Guidelines for addressing infractions and evicting visitors from Library property are:
Infractions 1
First Violation: 7-Day Eviction
Second Violation: 30-Day Eviction with Approval
Third Violation: 6-Month Eviction with Approval
1. Violation of Internet policy, including the display of profanity or sexually explicit graphics.
Infractions 2-4
First Violation: 6-Month Eviction with Approval
Second Violation: 1-Year Eviction
Third Violation: 2-Year or more Eviction
2. Efforts to bypass the security of the network, misuse of the computers or Internet access.
3. Possession of alcoholic beverages or illegal drugs. Being under the influence of alcohol or drugs to the extent that one is unable to exercise care of self, or presents a risk of physical harm to himself or another, or to property of another.
4. Verbal and/or physical harassment of staff or patrons to include, but not limited to: using threatening language; stalking behavior, i.e., following persons on premises without their permission: staring or watching persons in a manner which could reasonably be construed as threatening.
Infractions 5-10
First Violation: 1-Year Eviction
Second Violation: 2-Year Eviction
Third Violation: 3-Year Eviction
5. Destroying or defacing library material and/or property. Eviction period may be extended longer until financial restitution is paid for damage.
6. Selling, soliciting or distributing illegal drugs or alcoholic beverages on library premises.
7. Theft, or attempted theft, of library property or personal property of another. Eviction period may be extended longer until financial restitution is paid for theft.
8. Failure to surrender or remove from the premises any items, upon request of Library staff or security person, that are deemed by them to be a weapon, dangerous ordnance or contraband.
9. Engaging in fighting, challenging another person to fight, physically abusing or assaulting anyone on library property.
10. Engaging in sexual activity, including solicitation of prostitution or indecent exposure.
In addition to the listed eviction guidelines for the Toledo-Lucas County Public Library, any criminal offense committed on the Library premises, in violation of local or municipal ordinances or the Ohio Revised Code, will be subject to prosecution, subject to the discretion of the Director, Deputy Director or Security Operations Coordinator.
In cases where the patron disagrees with the eviction letter, he/she can send a letter of appeal to the Deputy Director’s Office (325 Michigan St., Toledo, OH 43604) within seven days of receipt of the eviction letter.
Revised and adopted by the Toledo-Lucas County Public Library Board of Trustees: June 25, 2009
Visitors who fail to abide by the Library’s Behavior Guidelines and policies are subject to having their Library privileges suspended and/or being evicted from the premises of the Toledo-Lucas County Public Library.
In some instances, the repeated misbehavior of visitors or the seriousness of their actions may indicate that a longer eviction than that in the eviction guidelines is appropriate.
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Gift Policy
The library encourages the interest and involvement of citizens and organizations in its service program through contributions of book or non-book materials for collections, appropriate gifts which will enhance the physical environment, and bequests, trusts, or donations of monetary or other assets for library purposes.
Gifts of miscellaneous books or other materials are accepted with the understanding that items which are not added to collections will be disposed of at the discretion of the library. Any proceeds derived from such disposal may be used at the discretion of the administration for library improvement or staff development.
Gifts of a more specific nature, such as furniture, equipment, special collections and real property, shall be referred to the director for acceptance in consultation with the appropriate committee of the Board of Trustees. When funds are donated for specific purposes, the amount and nature of the expenditure must be approved in advance.
A separate policy regarding gifts of artwork and form agreements for both artwork and general gifts are attached (See Exhibits A through E).
Adopted by the Toledo-Lucas County Public Library Board of Trustees on April 26, 2007
EXHIBIT A:
RETAIN AS ATTACHMENT TO GIFT POLICY
TOLEDO-LUCAS COUNTY PUBLIC LIBRARY
GIFTS-LIBRARY LEGACY FOUNDATION
Director Clyde Scoles requested Board approval for the Library Legacy Foundation to assume responsibility for receiving and acknowledging monies received for gift books and as memorial gifts, when such donations are made to the Foundation. Such donations made payable to the Library will continue to be handled by the Library. Following a brief discussion the Board on motion of Mr. Hayward, seconded by Mr. Kessler, all voting aye authorized the Library Legacy Foundation to assume responsibility for receiving and acknowledging gift book and memorial donations that come to it. During the month of December 1992, a total of $237.00 was received in gift monies for materials, and three gift books. The monthly total of gift monies which have come directly to the Library and to the Foundation for the Library will continue to be reported to the Library Board as a matter of information. Dr. Sommerville asked if the Board would have to act on this matter in the future. Dr. Perry responded by saying that the Library Legacy Foundation stands as separate entity from the Library. Professional staff will continue to select materials paid for by donations and Technical Services will continue to process those materials.
Adopted by the Toledo-Lucas County Public Library Board of Trustees on January 28, 1993
Exhibit A:
Adopted by the Toledo-Lucas County Public Library Board of Trustees on April 26, 2007
EXHIBIT B:
RETAIN AS ATTACHMENT TO GIFT POLICY
TOLEDO-LUCAS COUNTY PUBLIC LIBRARY
POLICY ON GIFTS OF ARTWORK
Toledo-Lucas County Public Library Board of Trustees may receive unrestricted donations artwork that complement the mission of the Library. The Board of Trustees may determine to consider, on an ad hoc basis, whether to receive a particular gift. The gift must also be in a manner consistent with the requirements of O.R.C. 3375.40(J) and accepted pursuant the adoption of a resolution as required by the statute.
Artwork might include paintings, sculptures, photos, drawings, illustrations and crafts. Acceptance of artwork is subject to these conditions:
- The Library will not promise the temporary or permanent exhibition of any object.
- Gifts must be accepted without any reservations.
- The gifts become wholly the property of the Library and may be sold, transferred or destroyed by the Library.
- If an item is sold, proceeds will be used to benefit the Library.
- The Library is under no obligation to store or conserve any object.
- The Library will acknowledge all gifts with a formal receipt but will not assign a monetary value to the gift or include such information oil the receipt.
- The donor must waive all liability against the Library for any possible cause of action or claim concerning the gift.
Adopted by the Toledo-Lucas County Public Library Board of Trustees on April 22, 2004
EXHIBIT B:
Adopted by the Toledo-Lucas County Public Library Board of Trustees on April 26, 2007
EXHIBIT C: RETAIN AS ATTACHMENT TO GIFT POLICY
EXHIBIT D: RETAIN AS ATTACHMENT TO GIFT POLICY
EXHIBIT E: RETAIN AS ATTACHMENT TO GIFT POLICY
Guidelines for submitting original print, musical and filmed works
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Internet Policy
The Toledo-Lucas County Public Library provides our community with open and equitable access to resources that inform, entertain, and enrich to support lifelong learning.
The Library provides access to the Internet as one means of fulfilling its mission to provide informational and educational resources to its community. The Internet is an unregulated medium, and its content can change rapidly and unpredictably. Users are hereby notified that they are responsible for the sites they reach.
As with other materials, restriction of a child’s access to the Internet is the responsibility of the parent or legal guardian. The Library staff is available to provide assistance and to help identify appropriate sites. The user, however, is the selector in using the Internet with individual choices and decisions.
Users must refrain from displaying profanity, sexually explicit graphics, or other sites that violate community standards as set forth in the U.S. Code Sec. 1460 of Title 18 and the U.S.
Code Sec. 2256 of Title 18.
Users must comply with the United States copyright laws and all other applicable laws. Users shall not use the Internet for the transmission of threatening or harassing materials.
Toledo-Lucas County Public Library complies with the Children’s Internet Protection Act (CIPA), which mandates that access to the Internet be filtered for the protection of those under the age of 17.
The Toledo-Lucas County Public Library assumes no responsibility for any damages, direct or indirect arising from use of its World Wide Web site or from its connections to other Internet services.
Approved by the Toledo-Lucas County Public Library Board of Trustees: June 25, 2009
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Lending Policies
Your library card is the key to unlocking the endless possibilities of the Toledo-Lucas County Public Library’s collection. Simple to get, even easier to use and priced so everyone can afford it, your library card is Lending You the World.
All Ohio residents may apply for a Toledo-Lucas County Public Library card at any local branch.
While a Library Card is available to all who request it, library use is a privilege, one that comes with responsibilities. When you register for a card, you agree to be responsible for all materials borrowed and any overdue fines and any loss or damage of Library materials.
Your Library Card belongs to the Toledo-Lucas County Public Library system and may not be used by other persons. You should have it with you to borrow materials from the Library or to use the Internet. Patrons under the age of 17 need the signature of a parent or guardian who must show a valid ID with current address to receive a library card.
If you lose your card, notify Library staff immediately, so others do not abuse your privileges. If not reported, you are responsible for a maximum of $50 toward the cost of the items checked out on your card after it is lost or stolen if a police report is furnished. Notify the Library promptly of a change of name, address, or phone number.
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Levy Materials
After deliberation, the Board gave its approval of the library making available as pick-up material, but not promoting or endorsing, literature on local tax levies. It was stressed that this covered the dissemination of such materials, and not their advocacy by the library. The same policy would apply to library displays providing information on election issues.
Adopted by the Toledo-Lucas County Public Library Board of Trustees: October 26, 1972
Renamed and adopted by the Toledo-Lucas County Public Library Board of Trustees: June 28, 2007
“The acquisition of promotional literature during pre-election campaigns, whether in regard to issues or partisan candidacy, is considered to be an essential information service of the library. As such, it is important that all sides be represented insofar as material is publicly available. It is not the library’s role to serve as a distributor of partisan political literature.
Adopted by the Toledo-Lucas County Public Library Board of Trustees: April 19, 1973
Renamed and adopted by the Toledo-Lucas County Public Library Board of Trustees: June 28, 2007
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Loan Periods:
All DVDs – 7 days, limit 10
All VHSs – 7 days, limit 15
Music CDs - 21 days, limit 15
Books on CD – 21 days, limit 15
Playaway – 21 days, limit 10
All other materials – 21 days, no limit
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Materials* Selection Policy
The Board of Trustees of the Toledo-Lucas County Public Library acknowledges the Library's responsibility, as the major public library resource of northwestern Ohio, to provide materials which will meet the many and varied information needs of the potential public it is to serve.
The Library collection shall include representative materials of all races and nationalities, and all political, religious, economic and social views. In acquiring such materials, the Library shall apply selection criteria including authenticity, timeliness, readability, creativity, utility, format and price.
The Board declares that materials selected shall be chosen on the basis of professional evaluation of the needs of its potential public. Recognizing the wide differences in tastes and sensibilities among individuals, the Library's staff will make every effort to assist patrons in choosing reading materials from the collection. Special effort will be made to assist children and their parents in choosing appropriate materials for children.
The Board believes that the determination of what material an individual chooses to use is a private matter, and no individual has the right to restrict the freedom of another to use material of his choice. The Board encourages the public to discuss with and recommend to the staff materials for acquisition.
The selection of library materials is and shall be the responsibility of the Director, and under his delegation, such members of the professional staff who are qualified by reason of education and training. Any materials so selected shall be held to be selected by the Board of Trustees.
No library materials shall be removed from the collection against the judgment of the Board, except under the order of a court of competent jurisdiction.
* "Materials" includes all media
Toledo-Lucas County Public Library
May 18, 1972 Revised and approved: November 16, 2000 by the Toledo-Lucas County Public Library Board of Trustees
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Naming Public Library Agencies
In general, public library agencies are named to identify appropriately their location within their respective service areas. Under extraordinary circumstances, however, an agency may be named in honor of a citizen of the community who has performed unusual or meritorious service to the library. In such case, the person to be so memorialized shall have been deceased for a minimum of ten years. Unanimous agreement by the Board of Trustees shall be required for the naming of an agency in honor of an individual. Exceptions to this policy will be made at the discretion of the Board of Trustees.
Adopted by the Toledo-Lucas County Public Library Board of Trustees: September 18, 1975
Revised and adopted by the Toledo-Lucas County Public Library Board of Trustees: June 28, 2007
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Overdue fines:
Lost materials
The Library charges replacement price plus a $5.00 processing fee for lost materials. Replacement cost (less $5 for processing) will be refunded within 30 days. To obtain refund, receipt must accompany item.
Adult Card
Books and Audio: 20 cents per day
VHS/DVD: $1 per day
Replacement Library Card: $1
Juvenile/Senior
Books and Audio: 10 cents per day
VHS/DVD: 50 cents per day
Replacement Library Card: 50 cents
Excessive fines or overdue materials may result in loss of library privileges.
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Patron Identification for Use of Materials Policy
Toledo-Lucas County Public Library staff may request that patron identification, such as a valid T-LCPL card or valid driver’s license, be left at the library desk, for security reasons, with respect to certain materials specified by the Library Director. Staff should be cautious about taking any patron identification that contains the patron’s Social Security number on it.
Adopted by the Board of Trustees, October 25, 2007.
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Public Records Policy
Introduction:
It is the policy of Toledo-Lucas County Public Library that openness leads to a better informed citizenry, which leads to better government and better public policy. It is the policy of Toledo-Lucas County Public Library to strictly adhere to the state’s Public Records Act. All exemptions to openness are to be construed in their narrowest sense and any denial of public records in response to a valid request must be accompanied by an explanation, including legal authority, as outlined in the Ohio Revised Code. If the request is in writing, the explanation must also be in writing.
Section 1. Public records
Toledo-Lucas County Public Library, in accordance with the Ohio Revised Code, defines records as including the following: Any document – paper, electronic (including, but not limited to, e-mail), or other format – that is created or received by, or comes under the jurisdiction of a public office that documents the organization, functions, policies, decisions, procedures, operations, or other activities of the office. All records of Toledo-Lucas County Public Library are public unless they are specifically exempt from disclosure under the Ohio Revised Code.
Section 1.1
It is the policy of Toledo-Lucas County Public Library that, as required by Ohio law, records will be organized and maintained so that they are readily available for inspection and copying (See Section 4 for the e-mail record policy). Record retention schedules are to be updated regularly and posted prominently.
Section 2. Record requests
Each request for public records should be evaluated for a response using the following guidelines:
Section 2.1
Although no specific language is required to make a request, the requester must at least identify the records requested with sufficient clarity to allow the public office to identify, retrieve, and review the records. If it is not clear what records are being sought, the records custodian must contact the requester for clarification, and should assist the requestor in revising the request by informing the requestor of the manner in which the office keeps its records.
Section 2.2
The requester does not have to put a records request in writing, and does not have to provide his or her identity or the intended use of the requested public record. It is Toledo-Lucas County Public Library’s general policy that this information is not to be requested.
Section 2.3
Public records are to be available for inspection during regular business hours, with the exception of published holidays. Public records must be made available for inspection promptly. Copies of public records must be made available within a reasonable period of time. “Prompt” and “reasonable” take into account the volume of records requested; the proximity of the location where the records are stored; and the necessity for any legal review of the records requested.
Section 2.4
Each request should be evaluated for an estimated length of time required to gather the records. Routine requests for records should be satisfied immediately if feasible to do so. Routine requests include, but are not limited to, meeting minutes (both in draft and final form), budgets, salary information, forms and applications, personnel rosters, etc. If fewer than 20 pages of copies are requested or if the records are readily available in an electronic format that can be e-mailed or downloaded easily, these should be made as quickly as the equipment allows.
All requests for public records must either be satisfied (see Section 2.4) or be acknowledged in writing by the Toledo-Lucas County Public Library within three business days following the Library’s receipt of the request. If a request is deemed significantly beyond “routine,” such as seeking a voluminous number of copies or requiring extensive research, the acknowledgement must include the following:
Section 2.4a – An estimated number of business days it will take to satisfy the request.
Section 2.4b – An estimated cost if copies are requested.
Section 2.4c – Any items within the request that may be exempt from disclosure.
Section 2.5
Any denial of public records requested must include an explanation, including legal authority. If portions of a record are public and portions are exempt, the exempt portions are to be redacted and the rest released. If there are redactions, each redaction must be accompanied by a supporting explanation, including legal authority.
Section 3. Costs for Public Records
Those seeking public records will be charged only the actual cost of making copies.
Section 3.1 The charge for paper copies is 5 cents per page.
Section 3.2 The charge for downloaded computer files to a compact disc is $1 per disc.
Section 3.3 There is no charge for documents e-mailed.
Section 3.4
Requesters may ask that documents be mailed to them. They will be charged the actual cost of the postage and mailing supplies.
Section 4. E-mail
Documents in electronic mail format are records as defined by the Ohio Revised Code when their content relates to the business of the Library. E-mail is to be treated in the same fashion as records in other formats and should follow the same retention schedules.
Section 4.1 – Records in private e-mail accounts used to conduct public business are subject to disclosure, and all employees or representatives of Toledo-Lucas County Public Library are instructed to retain their e-mails that relate to public business (see Section 1 Public Records) and to copy them to their business e-mail accounts and/or to the Library’s records custodian.
Section 4.2 – The records custodian is to treat the e-mails from private accounts as records of the public office, filing them in the appropriate way, retaining them per established schedules and making them available for inspection and copying in accordance with the Public Records Act.
Section 5. Failure to respond to a public records request
Toledo-Lucas County Public Library recognizes the legal and non-legal consequences of failure to properly respond to a public records request. In addition to the distrust in government that failure to comply may cause, The Toledo-Lucas County Public Library’s failure to comply with a request may result in a court ordering The Toledo-Lucas County Public Library to comply with the law and to pay the requester attorney’s fees and damages.
Adopted by the board of Trustees, January 24, 2008.
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Public Records Retention Schedule
Accounts Payable/Receivable Ledger and Documents
Retention: 5 years, provided audited
Annual Employee Leave Use/Balance Report
Retention: 5 years
Annual Financial Report to the Auditor of the State
Retention: Permanent
Annual Report for Main Library/Branches
Retention: Permanent
Annual Report to State Library
Retention: Permanent
Applications for PERS Refund or Waiver
Retention: Permanent
Appropriation Ledger
Retention: 5 years, provided audited
Audit Reports
Retention: Permanent
Bank Deposit Receipts
Retention: 5 years, provided audited
Bank Statements
Retention: 5 years, provided audited
Bids (Successful)
Original, if made part of a contract and filed with contract
Retention: 15 years after expiration of contract
Bids (Unsuccessful)
Retention: 4 years after letting of the contract
Board Policy Files
Retention: Permanent
Board of Trustees Agenda Packets
Retention: Permanent
Board of Trustees Minutes
Retention: Permanent
Building Blueprints
Retention: Permanent
Building Projects Records (successful)
Retention: Permanent
Building Specifications
Retention: Life of structure
Cancelled Checks
Retention: 5 years, provided audited
Cash Books and Cash Journals
Retention: 5 years, provided audited
Check Registers
Retention: 5 years, provided audited
Circulation Records
Retention: Until no longer of administrative value.
Construction Contracts
Retention: 16 years after the project is completed
Contracts
Retention: 15 years after expiration
Correspondence-General (Includes internal correspondence (letters, memos); also, correspondence from various individuals, companies, and organizations requesting information pertaining to agency and legal interpretations and other miscellaneous inquiries. This correspondence is informative, it does not attempt to influence agency policy)
Retention: 3 years
Correspondence-Routine (Referral letters, requests for routine information or publications provided to the public by an agency which are answered by standard for letters)
Retention: Until no longer of administrative value
Court Orders for Payroll Deductions
Retention: 7 years after termination of employment or order rescinded
Data Files and Records
Retention: According to content.
Documentation of Leave
Retention: Permanent. Filed with personnel files.
Depository Contracts and Related Collateral
Retention: 5 year after the contract has expired, provided audited
Electronic Resources
Retention: According to content.
E-Mail
Retention: According to content
Employee Earning Records
Retention: Permanent. Filed with personnel files.
Employee Withholding Requests
Retention: Until replaced or revoked by employee, provided audited.
Employment Applications
Retention: 7 years after receipt
Employer Quarterly Federal Tax Return
Retention: 10 years, provided audited
E-Rate Application
Retention: 7 years.
Expense Records
Retention: 5 years
Formal Legal Opinions
Retention: Permanent
Garnishment Orders
Retention: 7 years after termination of employment or order rescinded
Grant Files
Retention: 10 years provided all state or federal audits have been conducted, the
audit reports released and litigation, claims, or audit findings have been resolved
Incident/Accident Reports
Retention: 5 years
Insurance Policies
Retention: 2 years after expiration, provided all claims settled
Interlibrary Loan Records
Retention: 5 years
Inventories (Property)
Retention: Permanent
Investments
Retention: 5 years, provided audited
Leases
Real estate
Retention: 5 years after expiration, provided audited
Library Card Applications
Retention: Permanent
Library News Releases
Retention: 4 years
Library Publications
Retention: 2 years
Litigation Records
Retention: 5 years after case is closed and appeals exhausted
Monthly Financial Reports to Library Board
Retention: 5 years, provided audited
Overdue Circulation Records
Retention: Adults = 6 years; Juveniles = 1 year.
Payroll Journal/Ledgers
Retention: 10 years, provided audited
Payroll Reports
Retention: 10 years, provided audited
Personnel Files
Retention: Permanent
Petty Cash Records
Retention: 5 years, provided audited
Purchase Orders/Requisitions
Retention: 5 years, provided audited
Real Property Acquisition Records
Retention: Permanent
Reports to Retirement Systems
Retention: Permanent
State Income Tax Report
Retention: 25 years
Tax Withholding Reports
Retention: 10 years
Technology Plans
Retention: Permanent
Timesheets
Retention: 5 years, provided audited
Vouchers
Retention: 5 years, provided audited
W-2 Forms
Retention: 10 years, provided audited
W-4 Forms
Retention: Until superseded or employee terminates, provided audited
Workers Compensation Claims
Retention: 10 years after termination of employment
Adopted by the Board of Trustees, January 24, 2008.
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Truancy Reporting Policy
Toledo-Lucas County Public Library should not report suspected truancies. Reporting truancies is the responsibility of parents, truant officers and the police.
Adopted by the Board of Trustees, October 25, 2007.
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