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Records Retention Schedules

This guide shows record retention schedules for every department based on the requirements of Oklahoma state law.

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Retain hard copy in Library until superseded or obsolete, then destroy.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