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Oregon Library Laws - Administrative Rules - Library Records: Cities
Oregon Administrative Rules
Chapter 166 - Secretary of State, Archives Division
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Library Records
(1) Accession Records Records documenting the accession of all library acquisitions into the library's holdings. Information may include author, title, publisher, jobber, year purchased, purchase price, and other bibliographic and accession data. Non-book media contain other pertinent information. May include accession registers and documentation of materials deaccessioned from the library collection. Usually filed by accession control number. (Minimum retention: Until superseded or obsolete).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 (Minimum retention: Until superseded or 1 year after expiration or non-use)
(3) Catalogs Finding aids, usually in card or computer form, which provide patrons with access to library holdings by subject, title, 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 (Minimum retention: Until superseded or obsolete).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 Cards Book cards documenting information pertinent to the circulation of materials such as books, magazines, record albums, audio and videotapes, and computer software. May include patron name, date circulated and date due. Usually filed by due date and classification number. (Minimum retention: Until superseded or obsolete).
(5) Inter-Library Loan Records Records documenting materials borrowed and loaned by the city library through an inter-library 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 Board Meeting Records Records documenting the proceedings of the board responsible for overseeing library operations, as described in Oregon's Public Meetings Law (ORS 192.610 to 192.710). Usually includes minutes, agendas, indexes, exhibits, tape recordings, and related records. (Minimum retention: (a) Retain minutes, agendas, resolutions, indexes, and exhibits (not retained permanently elsewhere in city records) permanently; (b) Retain audio or visual recordings 1 year after minutes prepared and approved; (c) Retain other records and exhibits not pertinent to minutes 5 years).
(7) 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).
(8) Library Reports Statistical and narrative 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) Master Shelf Lists/Inventories Inventories of all library holdings, including volumes and titles added or withdrawn from the collection. Usually arranged by shelf, 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).
(10) Oregon State Library Annual Reports City 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, inter-library loan transactions, children's programs, and other subjects. (Minimum retention: Permanent).
(11) 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).