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RECMGMT-L  March 2003

RECMGMT-L March 2003

Subject:

How to study our cities' public libraries. Background information.

From:

Don Saklad <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Fri, 28 Mar 2003 08:09:26 -0500

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (225 lines)

                Here's an example of some public records of our cities'
                public libraries. The background information is useful
                for navigating collections, buildings floors and departments
                especially where public libraries fail to provide adequate
                navigational details for collections, buildings floors and
                departments. The behind the scenes information is useful
                for improving the usability of our cities' public libraries
                especially where curatorial and reference desk personnel
                fail in terms of the Guidelines for Behavioral Performance
                of Reference and Information Services Professionals
                http://www.ala.org/rusa/stnd_behavior.html

                Director's Records.
                 Annual Reports c.78, s.12
                 Library Building Program Files c.78, 19E
                 Library Improvement Program Files c.78, s.19
                 Long Range Program Files c.78, s.19
                 Master Plan c.78, ss.19E, 19H
                 Meeting Minutes c.78, s.11; c.39, s.23B
                Administration.
                 Annual Reports
                 Audit Report c.44, s.39
                 Budget Estimates
                 Contract Files c.30B, c.260 ss.1,2
                 Correspondence
                 Minutes
                 Audio Tapes, Hearings
                 Audio Tapes, Meeting Minutes c.39, s.32B, c.66, s.5A


[ ...more ]

Email Request: Records retention

...

In response to your emailed public records request on March 16, 2003 for
"information about records retention at the dozens of Boston Public Library
 departments including records retention schedules...," the Library follows,
at a minimum, the guidelines established by the Secretary of State.
I have enclosed a copy of the relevant schedules for your information

[ ...more ]

Public Library Records Disposal Schedule
28-96

Municipal Government

The Commonwealth of Massachusetts
Secretary of the Commonwealth
William Francis Galvin

                                            DS-28-96
Public Library Departents Records Retention Schedule
Information and Procedures
1. The following is a list of standard records that can be found in the
   custody of municipal public library departments.

   This list includes records and forms currently mandated for their use in
   carrying out specific statutory responsibilities.

[ ...more ]

Sample Letter to Request Permission to Destroy Records
[Record Custodian's Letter head]
[Date]
Secretary of the Commonwealth
Supervisor of Public Records
Archives Division-Records Management Unit
Massachusetts Archives at Columbia Point
220 Morrissey Boulevard
Boston MA 02215

Dear Supervisor:

This is to request authorization to destroy records listed on the
[list schedule name here e.g., Public Library] records disposal schedule
[list schedule number here e.g., 28/96]
revised [list date of last revision; this date is on the
         top right corner of the records disposal schedule]
as follows:

Series Number Inclusive Dates
6.1 January 1, 1972 to June 30, 1975
6.4 January 1, 1979 to June 30, 1981

Estimated volume: 2.5 cubic feet

The last audit of accounts of this office was completed on
[list date and year here e.g., Sept. 1, 1998].

I certify that to the best of my knowledge these records do not pertain to
any current public record request or to any current or pending litigation to
which this office is a party.

Very truly yours,

[Signature of legal Records Custodian]

Approved: _________________________________________
          Supervisor of Public Records

[ ...more ]



Function.
 Series name (* =permanent not required for destruction).
 Legal citation.
 Disposition period.
 Hardcopy retention required. Series number. Date last revised.

Circulation Records.
 Complaint and Censorship Records*
 After resolution
                   No 28.4 1/1/96

[ ...more ]

Director's Records.
 Annual Reports c.78, s.12
 Permanent (one mint copy). Yes 28.7 1/1/96

Director's Records.
 Library Building Program Files c.78, 19E
 20 years. No 28.9 1/1/96

Director's Records.
 Library Improvement Program Files c.78, s.19
 7 years. No 28.10 1/1/96

Director's Records.
 Long Range Program Files c.78, s.19
 When superseded. No 28.11 1/1/96

Director's Records.
 Master Plan c.78, ss.19E, 19H
 Permanent. No 28.12 1/1/96

Director's Records.
 Meeting Minutes c.78, s.11; c.39, s.23B
 Permanent. Yes 28.13 1/1/96




Administration and Personnel
Records-in-Common Disposal Schedule
23.89
Revised 5/93

Municipal Government

DS-23-89
REV-5-3-93
Administration and Personnel Disposal Schedule
Information and Procedures
1. The following is a list of standard administration and personnel
   records held in common by various municipal departments to use in
   carrying out their statutory responsibilities.

[ ...more ]

23_89

DS Function Series title
 Legal citation
 Disposition period
 Hardcopy retention required Series number Date last revised

23/89 Administration.
 Annual Reports
 After use, provided one mint copy is maintained permanently.
 Yes 23.1 5/3/93

23/89 Administration.
 Audit Report c.44, s.39
 Permanent.
 No 23.2 5/3/93

[ ...more ]

23/89 Administration.
 Budget Estimates
 After use.
 No 23.5 5/3/93

[ ...more ]

23/89 Administration.
 Contract Files c.30B, c.260 ss.1,2
 7 years after fulfillment of contract, unless contract under seal,
 then 21 years unless retained by central purchasing officer,
 then after termination of contract.
 No 23.8 5/3/93

23/89 Administration.
 Correspondence
 2 years if no informational or evidential value.
 No 23.9 5/3/93

[ ...more ]

23/89 Administration.
 Minutes
 Permanent if signed record copy,
 otherwise after use.
 Yes 23.17 5/3/93

[ ...more ]

23/89 Administration.
 Audio Tapes, Hearings
 1 year following expiration of appeals period.
 No 23.56 5/3/93

23/89 Administration.
 Audio Tapes, Meeting Minutes c.39, s.32B, c.66, s.5A
 After approval of transcription of minutes by public body.
 The permission of the Supervisor is not necessary.
 No 23.57 5/3/93

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