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Oregon Library Laws - Administrative Rules - Library Records: Community Colleges
Oregon Administrative Rules
Chapter 166 - Secretary of State, Archives Division
 
DIVISION 450
COMMUNITY COLLEGES
 
166-450-0000
Community Colleges
 
This General Schedule prescribes minimum retention periods for public records created and maintained by the community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.
 
. . . .
 
166-450-0080
Library and Media Records
 
The General Schedule is applicable to the library and media records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 before disposing of records.
(1) Acquisition Records: Records document the process of requesting, ordering, acquiring and receiving books, periodicals, audio-visual, and other library materials. Provides a record of all items added and withdrawn each month. Records include but are not limited to hard copy and/or electronic purchase request forms which list the title and other bibliographic information about the item requested; requesters' name; request tracking data; subject area; authorization signature; and related documentation. Records may also include electronic bibliographic records which are downloaded from the OCLC into the library catalogue, notations of receipt of material; and accession registers; SEE ALSO: Accounts Payable Records in the Financial and Accounting Records section and Library Catalog in this section. (Minimum retention: Requesting and ordering records: two years; Purchasing records: three years; Other records: one year).
 
(2) Audio-Visual Materials and Equipment Loan Records: Records document the loan, rental, scheduling, billing, and delivery of audio-visual materials and equipment to college faculty, students, staff, and other qualified patrons for classroom and in-library use. Media equipment may include televisions; overhead, slide, and film projectors; VCR's; screens; tape recorders; microphones; computer LCD panel projector systems; monitors and other equipment. Audio-visual materials may include films; filmstrips; videos; audio tapes; CD's and other media. Records include request forms; reservation records; booking and scheduling records; delivery records; periodic equipment usage reports; and related documentation. Records may also include an electronic inventory database containing equipment identification; purchase date and cost; vendor; location; maintenance and repair data; and disposition. (Minimum retention: Request forms: 1 term; Delivery records and statistical reports: five years).
 
(3) Borrower Registration Records: Records grant students, faculty, staff, and other patrons of the library the privilege to use library resources and are used to control the circulation of library holdings. Records may be in the form of a library card, a bar code, or other record identifying and qualifying the patron. SEE ALSO: Circulation Records in this section. (Minimum retention: Until patron no longer registered at college and account cleared).
 
(4) Circulation Records: Records document the borrowing of circulating library materials by faculty, students, staff, and other qualified patrons. Records are generally maintained electronically and transaction resolution may delete the active on-line record. Hard copy records may include statistical reports detailing transactions for management use. Information may include but is not limited to name and identification of the borrower; titles of material borrowed; due date; overdue and fine payment notation; if item lost, or temporarily removed from circulation for repair; and related information. SEE ALSO: Library Reports, Borrower Registration Records, Audio-Visual Materials and Equipment Loan Records, and Overdue Records in this section. Information may be exempt from public disclosure per ORS 192.501(10). (Minimum retention: Statistical reports: 10 years; Other records: Until transaction is completed).
 
(5) Cooperative Regional Library Contract Records: Records document the agreements between college and cooperative regional library services. Records include but are not limited to establishing documents, including original petition, Secretary of State, declaration of petition, and official notarized county election results; contracts and addendum's concerning the provision of library services; the sharing of materials; financial arrangements and reimbursement for services; agreement with the courier service concerning the movement of materials between libraries; and related correspondence and documentation. SEE ALSO: Cooperative Regional Library Service Records in this section. (Minimum retention: six years after expiration).
 
(6) Cooperative Regional Library Service Records: Records document the establishment and administration of a regional cooperative library system, and the activities of advisory and policy groups founded to facilitate sharing information resources among libraries. Records may include but are not limited to establishing documents; meeting agendas; minutes and exhibits; reports and handouts; newsletters, publications; notes; working papers; membership lists; and correspondence. SEE ALSO: Cooperative Regional Library Contract Records in this section, and College Committee Records in the Administrative Records section. (Minimum retention: Establishment documents: Until service disestablished; Minutes and exhibits: 20 years; Other records: five years).
 
(7) Films, Videotapes, and Sound Recordings: This section provides visual and audio documentation of college activities and events including college instruction, intercollegiate athletics, and other activities of students, faculty, and staff with significant relevance to the function and mission of the college or an individual unit. These productions are created for recruitment and orientation, fund-raising, publicity, research, and teaching. Records may include satellite video tapes, videos or films of courses and seminars, community and general interest programs, and other programs provided by the college. Records may include but are not limited to identified and labeled video tapes; motion picture films; phonographic recordings; audio tapes (all formats); compact audio discs; and transcriptions when available. (Minimum retention: Final productions: Permanent; Preparation material and remaining footage, if final production does exist: Until final product completed; Acquired video tapes and films: Retain according to terms of license or copyright agreement with provider).
 
(8) Inter-Library Loan Records: Records document materials borrowed and loaned by the library through an inter-library loan program in response to requests from patrons for materials in the college library. Materials may include books, serials, audio and video tapes, mixed media kits, and other library materials. Records may include but are not limited to ILL request forms; ALA request forms; lender and borrower request records generated from electronic sources such as OCLC; tracking logs; copies of citations; and related documentation. (Minimum retention: three years).
 
(9) Library Catalog: Library catalog contains the bibliographic records of all library and audio-visual holdings including books, magazines and serials, films and videos, interactive media, and other AV materials. The catalog documents the acquisition and maintenance of library holdings; provides patrons with access to library holdings; and documents accessioning, de accessioning, and circulation of library materials. The catalog database is also used to produce reports on circulation activity, new acquisitions, and collection information. Records are generally created and maintained electronically and may contain modules for cataloging, serials, reserves, acquisitions, circulation, and community information. The holdings or inventory records, include but are not limited to title, author, subject entries, collection, call number, publication date, price or value, source, and related bibliographic documentation. SEE ALSO: Library Reports, Circulation Records, Acquisition Records in this section. (Minimum retention: (a) Holdings records: Until material withdrawn from the collection; (b) Serial holdings records: Until subscription terminated or holdings withdrawn).
 
(10) Library Reports: Records document statistics and other data collected by the college library for internal research, collection development; planning and budgeting; to monitor library programs and activities; and to report to external sources such as the state library or the federal government. Records may include data tally sheets; summary compilations; and monthly, quarterly, or annual statistical and narrative reports based on the data collected. Records may also include records of additions and withdrawals from the collection; circulation records showing number of items checked out, category, number of holdings, time of checkout, length of checkout, student demographics, materials by subject, percentage of increase or decrease in activity, classes taught at the library, courier service statistics, special activities, and related documentation; courier service statistics; reference activity; inter-library loan activity; and overdue data. Statistics may be compiled manually or electronically. (Minimum retention: five years).
 
(11) Overdue Records: This record series is used to monitor the status of overdue books and other library materials. Records may include but are not limited to notices sent to patrons notifying them of overdue materials; overdue records maintained in an on-line patron database; billing and collection records; overdue records involving material from other libraries in cooperative arrangements with the college library; and related documentation. Billing records may be referred to the Business Office for collection. SEE ALSO: Student Academic section; Accounts Receivable Records in the Financial and Accounting Records section. (Minimum retention: Until material returned, debts reconciled or deemed uncollectable, or transferred to Business Office; Records of open charges: 10 years).
 
(12) Reference Records: Records document the activities of the reference unit. Records may include but are not limited to library orientation records; instructional request forms and scheduling data; periodic reports on reference usage and activities; and related documentation. (Minimum retention: one year).