KU Libraries Retention Schedule
Policy
Purpose:
To articulate the retention requirements for documents related to KU Libraries.
Applies to:
Libraries Faculty and Staff.
Campus:
Lawrence
Policy Statement:
| Series Title | Description | Official Copy | Retention | Disposition | Comments |
|---|---|---|---|---|---|
| Borrower Application Forms | Borrower card application forms which are entered into the circulation system | Department or Office | Retain current, plus 3 years or until outstanding fees paid. | Secure destruction | Stored in secure paper file. |
| Borrower Notices and Correspondence | System generated courtesy due, overdue, fines/fees, lost book, item availability, search, hold, and recall notices. May include manually generated e-mail and paper correspondence. | Department or Office for paper, otherwise maintained in the library management and resource sharing management systems. | Retain generated notices for current month, plus 90 days | Secure destruction | Retain correspondence no longer than 3 years or until resolved. |
| Circulation Transactions | Items checked out to individual borrower through the library management system linking item bibliographic information with patrons' personally identifiable information (PII). | Library management system | Deleted inactive records after 5 years. | System delete | Return of library item severs link between bibliographic information and PII. If fines or fees incurred, see Fines and Fees Records for retention. |
| Course Reserve Lists | Lists of items placed on reserve status by teaching faculty and instructors. Include both the requests and library management system content. | Library management system | Retain expired course reserve lists and supporting documentation no longer than 3 years. | System delete or secure destruction | |
| Donor records (Non-Spencer) | Records of donor information and materials donated to the Libraries | Department or Office | Retain until no longer useful. | Secure destruction | These are separate from the Deeds of Gift maintained by Spencer Research Library. |
| Reference Transactions | Questions from patrons answered by staff of the Libraries that are documented in an online reference management system. | Reference management system | Retain up to 12 months, when personal information is removed on a rolling 6 month basis. | System delete | |
| Fines and Fees Records | Documentation of fines and fees charged and collected for overdue books, lost books, interlibrary loan requests, etc. | Library management system and resource sharing management system | Retain records with no outstanding obligations for 5 years. Retain records with outstanding obligations for 10 years. | System delete or secure destruction | Five year period stored in library management system. After 5 years, stored in a secure data file. |
| Interlibrary loan and document delivery requests for KU patrons | Records of completed and cancelled requests for items from other libraries and KU patron document delivery requests, etc. | Resource sharing management system | Retain current year, plus 3 years. Key statistical request data maintained until no longer useful. | System delete | Records removed from resource sharing management system. Patron name disconnected from transaction data. |
| Interlibrary loan lending requests from other libraries | Records of completed and cancelled requests for items from KU Libraries' holdings. | Resource sharing management system | Retain current year, plus 3 years. Key statistical request data maintained until no longer useful. | System delete | Records removed from resource sharing management system. |
| Patron Comments | Comments received via web, e-mail, and correspondence from patrons. | Department or Office for paper, otherwise maintained in group and individual email accounts | Retain until no longer useful. | Secure destruction or system delete | |
| Patron Records | Any record that includes personally identifiable information. Includes records held by library and in some cases accessible to external vendors under software support agreements. May include name and address information. | Library management system and resource sharing management system | Retain expired records for 5 years. | System delete | |
| Electronic Thesis and Disstertation Release Forms | Release forms, electronic or paper, giving permission for Theses and Dissertations to be made available online. | Digital Initiatives (electronic or paper) | Retain permanently. | KU ScholarWorks or administrative office | |
| KU ScholarWorks Licensing Files | Non-exclusive permission, electronic or paper, granted to KU ScholarWorks to distribute works by authors. | Digital Initiatives (electronic or paper) | Retain permanently. | KU ScholarWorks |
Contact:
University of Kansas Libraries
1425 Jayhawk Blvd.
Lawrence, KS 66045
Approved by:
Assistant Dean of Libraries for Content and Access Servics
Approved on:
Thursday, January 15, 2009
Effective on:
Thursday, January 15, 2009
Review Cycle:
Annual (As Needed)
Keywords:
records, retention
Change History:
08/08/2024: Converted from PDF to live text page.
10/12/2017: Revised/Updated.
01/15/2009: Approved
Libraries Categories:
Privacy and Confidentiality
