Records Retention Schedules
Hours of Operation (HTML)
Summer Hours
- Monday 7:00AM - 5:00PM
- Tuesday 7:00AM - 5:00PM
- Wednesday 7:00AM - 5:00PM
- Thursday 7:00AM - 5:00PM
- Friday 7:00AM - 4:30PM
- Saturday CLOSED
- Sunday CLOSED
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Library Records
6-1 Acquisitions File File is subject to 51 O.S., §24
Description:
Records concerning the acquisition of books and manuscripts. File may include purchase orders, shipping information, and related correspondence.
Disposition:
Retain in office permanently.
Amended April 12, 2000
6-2 Gift Donors File
Description:
Records concerning the donation of books and manuscripts to Library.
Disposition:
Retain in office five (5) years, then transfer to the Institutional Archives, with authority to weed, for permanent preservation.
6-3 Interlibrary Loan File--Loaned
Description:
Records concerning interlibrary loans from other institutions processed by library.
Disposition:
Retain in office until return of items and clearing of paperwork, then destroy.
6-4 Interlibrary Loan File--Borrowed
Description:
File of loan requests originated by the library.
Disposition:
Retain in office three (3) years, then destroy provided records have been summarized for the five (5) year review.
6-5 Catalog File
Description:
Computer printouts of cards that list Library holdings by subject, title, and author.
Disposition:
Retain hard copy in Library until superseded or obsolete, then destroy. Retain data base and update as needed. Amended January 18, 1989
6-6 Shelf List File
Description:
Inventory of all holdings of Library.
Disposition:
Retain in office permanently.
Amended April 12, 2000
6-7 Circulation File Confidential Record 65 O.S., §1-105
Description:
Circulation information on Library holdings.
Disposition:
Retain in office until materials are returned, then destroy. If materials become overdue, transfer to Overdue Materials File (Series 6-8).
6-8 Overdue Materials File Confidential Record 51 O.S., §1-105
Description:
Records of overdue materials. File may include copies of overdue notices, bills, and related materials.
Disposition:
Retain in office. For items that have accrued no fine or charge, destroy record when material is returned. For items that have accrued fines or charges, retain in office five (5) years after resolution, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending. If legal action is pending, destroy two (2) years after the exhaustion of all legal remedies provided records meet all stipulated retention requirements.
Language Correction April 15, 1987
6-9 Patron Identification File Confidential Record 51 O.S., §1-105
Description:
List of patrons, students, faculty, staff, and public, their addresses and identification numbers.
Disposition:
Retain in office until superseded or obsolete, then destroy.
6-10 Reference Requests Confidential Record 51 O.S., §1-105
Description:
Reference requests received at reference desk.
Disposition:
Destroy after primary use.
6-11 Library Accession File
Description:
File used to accession materials into the Library Collection.
Disposition:
Retain in office permanently.
Amended April 12, 2000
6-12 Correspondence With Book Publishers
Description:
Incoming and copies of outgoing correspondence with book publishers concerning book orders.
Disposition:
Retain in office and review on an annual basis. Destroy duplicate and ancillary materials as well as substantive materials three (3) or more years old no longer required for administrative purposes.
Amended April 28, 2005
6-13 Correspondence
Description:
Incoming and copies of outgoing letters and memos exchanged among various departments at the college.
Disposition:
Retain in office and review on an annual basis. Destroy duplicate and ancillary materials as well as substantive materials three (3) or more years old no longer required for administrative purposes.
Amended April 28, 2005
6-14 Inventories
Description:
Files include data sheets, purchasing documents, annual physical audits, sale documents, transfer receipts, disposition notices, printouts, etc., on equipment and furniture to meet minimum documentation requirements established by the State Auditor and Inspector for audit purposes. Institution copy is the state office of record copy.
Disposition:
Retain in office five (5) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending. If legal action is pending destroy two (2) years after the exhaustion of all legal remedies provided records meet all stipulated retention requirements.
Amended April 28, 2005
6-15 Video Production Records
Description:
Records of inhouse video productions produced by the college for instructional or promotional use. Files contain scripts, proposals, and evaluations of the productions.
Disposition:
Retain in office until no longer required for administrative purposes, then transfer to the Institutional Archives, with authority to weed, for permanent preservation.
Added January 18, 1989
6-16 Videotape Collection
Description:
Videotape programs produced by the college for college related matters, both edited programs and camera masters (originals).
Disposition:
Retain in office until no longer required for administrative purposes, then transfer to the Institutional Archives, with authority to weed, for permanent preservation.
Added January 18, 1989
Archives
17-1 Records Transfer Authorizations
Description:
Records Transfer Authorizations used to accession records into the Institutional Archives.
Disposition:
Retain in office permanently.
Added July 13, 1994
17-2 Microform Identification Declaration
Description:
ARC 7, 8, 9, 10, and 12 target forms or their equivalent used in microfilming documents.
Disposition:
Retain in office and destroy upon certification that the microfilm meets all standards established by the Archives and Records Commission.
Added January 12, 2000
17-3 Records Management Coordinator Appointment Form (ARC Form 11)
Description:
Copies of forms sent to the Office of Archives and Records of the Oklahoma Department of Libraries listing appointment of institution’s Records Management Coordinator and title. The Oklahoma Department of Libraries is the state office of record (Schedule 82-19, Series 7-19).
Disposition:
Retain in office until superseded, then destroy.
Added January 12, 2000
OKLAHOMA’S ONLY UNIVERSITY OF APPLIED TECHNOLOGY
Oklahoma State University Institute of Technology is a recognized leader in applied technology education and is known for world-class teaching facilities, partnerships with industry, and a nearly 100 percent career placement rate.
