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RECMGMT-L  November 2004, Week 2

RECMGMT-L November 2004, Week 2

Subject:

Public Library Departments Records Retention Schedule. Information and Procedures.

From:

Don Saklad <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Fri, 12 Nov 2004 01:25:34 -0500

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (312 lines)

PUBLIC LIBRARY
RECORDS DISPOSAL SCHEDULE
28-96

Municipal Government
http://www.sec.state.ma.us/arc/arcrmu/rmurds/rdsmds.htm
http://www.sec.state.ma.us/arc/arcrmu/rmurds/publiclibrary28-96.doc

The Commonwealth of Massachusetts
Secretary of the Commonwealth
William Francis Galvin

PUBLIC LIBRARY DEPARTMENTS 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.



 2. This schedule is arranged alphabetically
    by the title of the record series.



 3. Each disposal schedule has a schedule number and
    revision date in the upper right-hand corner.

    The schedule number has two parts, the department number and the
    schedule's year of origin.



 4. Any records series title with an asterisk (*) may be destroyed
    without the permission of the Supervisor of Public Records,
    following the expiration of the specified retention period.



 5. Each entry on the schedule includes:
    record series title;
    form identification, if applicable;

    legal citation
    (including statutory references to the Massachusetts General Laws);

    minimum period for which the record must be maintained;

    whether or not the record must be retained in hard copy format
    e.g., if the record cannot be microfilmed and destroyed;

    and the series number.



 6. If the phrase "settlement of levy" is used in the disposition
    section of the disposal schedule, it designates the closure of all
    accounts for a particular levy though payment, abatement, or
    taking of property for taxes.



 7. Before submitting disposal requests to the Supervisor, be sure that
    the records are not subject to any current or pending litigation or
    public records request, and that the prescribed retention period
    has fully expired for each record to be destroyed.



 8. Records created prior to 1870 cannot be destroyed.



 9. To destroy records included on this disposal schedule, the public
    library director should submit to the Supervisor of Public Records
    two copies of a letter substantially in the form suggested here,
    indicating:
    schedule number;
    date of last schedule revision;
    series number;
    estimated volume;
    inclusive dates for each series to be destroyed; and the
    date of the last audit or settlement of levy, if applicable.

    Where the disposal period refers "Completion of satisfactory audit
    or final settlement of levy" After termination," include these or
    other variable dates so that the eligibility for destruction of the
    records in question may be checked.


    The public library director should sign both copies of the letter.

    One copy of this will be returned to the public library director
    with the Supervisor's approval.

    Following receipt of this approval, all records included in the
    written request may be legally destroyed,
    subject to any conditions specified thereon.

    Any record may be retained beyond this time at the
    discretion of the public library director.


    Original records cannot be destroyed without the
    written permission of the Supervisor of Public Records.



10. To destroy records that have been microfilmed and that are on the
    disposal schedule, the public library director should submit to
    the Supervisor of Public Records two copies of a letter
    substantially in the form suggested here, indicating:
    schedule number;
    date of last schedule revision;
    series number;
    estimated volume;
    inclusive dates for each series to be destroyed; and the
    date of the last audit or settlement of levy, if applicable.

    Where the disposal period refers to
    "Completion of levy, if applicable.

    Where the disposal period refers to
    "Completion of satisfactory audit or final settlement of levy" or
    "After termination,"
    include these or other variable dates so that the eligibility for
    destruction of the records in question may be checked.


    The public library director should sign both copies of the letter.

    One copy of this letter will be returned to the
    public library director with the Supervisor's approval.

    Following receipt of this approval, all records included in the
    written request may be legally destroyed,
    subject to any conditions specified thereon.

    Any record may be retained beyond this time at the
    discretion of the public library director.



11. To destroy records that are not included on this disposal
    schedule, refer to the
    Administration/Personnel (23/89) records disposal schedules.

    This schedule includes records
    held in common by various municipal offices.

    To destroy a record that is not presently included on this
    disposal schedule or the Administration/Personnel (23/89) disposal
    schedule, submit a letter in duplicate to the
    Supervisor of Public Records.

    The letter should indicate:
    schedule number;
    date of last schedule revision;
    series number;
    estimated volume;
    inclusive dates for each series to be destroyed; and the
    date of the last audit or settlement of levy, if applicable.

    If possible, attach a photocopy of the record.



12. If items subject to audit are dated with the current fiscal year
    and have already been audited, they should be retained through the
    end of the applicable fiscal year (June 30) or later,
    as necessary.

    If items subject to audit are dated with the current calendar year
    and have already been audited, they should be retained through the
    end of the applicable calendar year (Dec. 31) or later,
    as necessary.



13. Disposal schedules apply to information,
    not the media containing the information.

    If records maintained on electronic media (for example, magnetic
    tape disk or optical data storage systems) are printed out in an
    eye-readable format (paper or microfilm),
    the original electronic records may be immediately destroyed.

    In this case a permission letter would not need to be sent to the
    Supervisor of Public Records.


    If the electronic record is the sole source of the information,
    it must be treated in the same manner as its hard copy
    counterparts for the purposes of disposal, and must be
    maintained in accordance with the disposal schedule.




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 02125

Dear Supervisor:

This is to request authorization to destroy the 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
6.1January 1, 1972 to June 30, 1975
6.4January 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




28_96

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

Circulation Records.   Application for a Library Card*
c.78, s.7         After use.
No    28.1        1/1/96

Circulation Records.   Bibliographic Database*
c.78, ss.7,8,9    After deaccession.
No    28.2        1/1/96

Circulation Records.   Circulation Records*
c.78, s.7         After use.
No    28.3        1/1/96

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

Circulation Records.   Fine Payment Request Form*
                  After use.
No    28.5        1/1/96

Circulation Records.   Patron Information Database*
c.78, ss.7,8      After expiration of patron's borrowing privileges.
No    28.6        1/1/96

Director's Records.    Annual Report to Library Commissioners
c.78, s.19B       When superseded.
No    28.8        1/1/96

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

http://www.sec.state.ma.us/arc/arcrmu/rmurds/rdsmds.htm
http://www.sec.state.ma.us/arc/arcrmu/rmurds/publiclibrary28-96.doc

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