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Policies

Library policies and procedures are reviewed on a regular basis and are subject to change as the circumstances change.

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Retention: 7 years after termination of employment or order rescinded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.