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Records Retention General Schedule #17 Michigan Public Libraries

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Presentation on theme: "Records Retention General Schedule #17 Michigan Public Libraries"— Presentation transcript:

1 Records Retention General Schedule #17 Michigan Public Libraries
James C. Seidl Director

2 Public Records Section 491 of the Michigan Penal Code (MCL ) declares that all official books, papers, and records created by (or received in) any office or agency of the political subdivisions of the state of Michigan are considered public property belonging to the people of the state.

3 Managing Electronic Records
Public records are created in a variety of formats, and increasingly they are created using computers. Agencies that create electronic records are responsible for ensuring that these records remain accessible for their retention period, even if the original technology becomes obsolete.

4 General and Agency Specific Schedules
Covers records that are common to a particular type of local government agency. General schedules may not address every single record that a particular agency may have in its possession. General schedules do not mandate that any of the records listed on the schedule be created. However if they are created in the normal course of business, the schedule establishes a retention period for them. Public Libraries Schedule #17 Any record that is not covered by a general schedule must be listed on an “agency specific schedule”. These schedules cover records that are unique to a particular local government agency. Agency-specific schedules always supersede general schedules and may not be used by another agency.

5 Definitions of Retention Codes
The retention codes that appear are used to establish how long records are retained by the creating agency before they are destroyed. In addition to the retention code, a period of time, year, and or months can be used in the calculation. Years are expressed as whole numbers and months are expressed as fractions: 0/6 represents 6 months.

6 Definitions of Retention Codes
ACT = Active An active code is usually assigned to records that are case or project related. The records are retained “until the case or project is closed.” (Registration Forms) CR = Creation A creation code is assigned to records when a definitive retention period can be assigned. The retention period is usually based on a calendar year and where there are no conditions that must be met. (Budget-Doc)

7 EXP = Expiration FY = Fiscal Year
An expiration code is typically assigned to contracts, grants or other types of agreements that must be retained until an expiration date or other legal condition has been met. (Union Contract Negotiation Files) FY = Fiscal Year A fiscal year code is similar to a CR code. The code is assigned to records when a definitive retention period can be assigned, however the retention is based on a fiscal year rather than a calendar year. (Monthly Financial Reports)

8 SUP = Superseded EVT = Event
A superseded code is typically assigned to records that are updated or revised at various times during the records lifetime. (Backup tapes) EVT = Event Event codes are assigned to records when a retention period is based on a future action or condition. We use this code when we know that a future action or condition will be met, but we don’t know exactly when it will happen. (Computer Use Schedules)

9 DISP = Immediate Disposal
Immediate disposal is a retention code that is used when an agency requires an authorization to destroy obsolete records upon the approval of their records retention and disposal schedule. PERM = Permanent These records are not authorized for destruction at any point in time, and will be retained in the custody of the creating agency. (Bylaws, Policies)

10 Board of Directors 17.001-17.005 (p1-2)
Bylaws PERM Policies, Procedures, & Directives PERM Annual Reports PERM Meeting Records—Open sessions PERM Meeting Records—Closed Sessions EVT Closed session meeting records shall be destroyed year, plus 1 day from the date that the meeting minutes are approved.

11 Administration (p5-7) Administration-General Correspondence CR+2 Director/Assistant Director’s reports CR+7 Administrative Subject Files ACT+5 Meeting Records-Internal Staff CR+2 Planners/Calendars CR+2 Donor Files-Monetary Donations CR+7 Donor Files-Property Donations ACT 12. Friends of the Library Files ACT 13. Annual Reports to the LM CR+10 14. Grant Files ACT

12 Administration 17.006-17.019 (p5-7) 15. Millage Records CR+6
16. Accident Reports/Claims CR+7 17. Patron Disciplinary Files ACT+5 18. Strategic Planning-Develop Doc SUP 19. Strategic Planning-Final Approved Doc PERM 20. Freedom of Information Act FOIA CR+1

13 Finance 17.020-17.045 (p8-11) 20. Final Annual Budget CR+10
21. Budget Documentation CR+5 22. Annual Financial Report/Audit CR+10 23. Monthly Financial Reports FY+7 24. Account Payable/Receivable FY+7 25. Journal Entries/General Ledger FY+7 26. Balance Sheet FY+7 27. Deposit Slips and Cancelled checks FY+7 28. Invoices FY+7 29. Purchase/Order Records FY+7

14 Finance 17.020-17.045 (p8-11) 30. Sales Records FY+7
31. Cash Receipts FY+6 32. Petty Cash Vouchers FY+7 33. Bank Statements & Reconciliations FY+6 34. Contracts EXP+6 35. Leases EXP+6 36. Legal Opinions PERM 37. Litigation Files ACT+5 38. Annual Inventory and Depreciation Sch FY+7 39. State Tax Returns FY+7

15 Finance (p8-11) 40. Payroll Deduction/Liability Records FY+7 41. Insurance EXP+6 42. Bids Not Awarded CR+7 43. W-2 Forms FY+6 44. Employer Contributions to Retirement FY+7 45. Payroll Summaries FY+7

16 Facilities Management 17.046-17052 (p11)
46. Blueprints/Building Plans PERM 47. Licenses and Permits EXP+1 48. Inspection Reports ACT 49. Hazardous Materials Safety Data Sheet ACT+30 50. Security Log CR+3 51. Surveillance Tapes CR+0/2 52. Vehicle Files ACT

17 Human Resources 17.053-17.070 (p12-15) 54. Personnel Files
Retirement, Leave, and Life Ins ACT+40 Application, Hiring, Salary, and Position ACT+7 Withholding Forms SUP+6 Health Plans SUP+1 Union Membership ACT Electronic Funds Transfer ACT+1 55. I-9 File (Immigration) EVT+3 56. Staff Work Schedules ACT+2 57. Time and Attendance CR+7

18 Human Resources 17.053-17.070 (p12-15) 58. Vacation & Sick Leave FY+7
59. Time OFF/Vacation Requests FY+1 60. Employee Injury Records-Exposure ACT+30 61. Employee Injury Records-Non Exposure ACT+7 62. Grievances ACT+7 63. Union Contract Negotiation Files EXP+3 64. Staff Newsletter ACT 65. Job Applications-Not Interviewed/hired CR+1 66. Job Applications-Interviewed/not hired CR+2 67. Workers Disability Compensation ACT+10

19 Human Resources 17.053-17.070 (p12-15) 68. Job Descriptions SUP
69. Volunteer/Sub Employee Personnel ACT 70. Continuing Education ACT

20 Information Technology 17.071-17.079 (p15-16)
71. User Accounts ACT 72. Electronic Equipment Inventory ACT 73. Network Drop Map/Schematic ACT 74. Integrated Library System SUP 75. Back-up Tapes SUP 76. Software Guides ACT 77. Web/Intranet Files ACT 78. Web Server and Router ACT 79. Library/Cooperative Website ACT

21 Support Services 17.080-17.096 (p.16-18)
80. Order Records CR+7 81. Magazine Order Records ACT 82. Memorials Book Donations ACT 83. Shelf List Act 84. Circulation Cards ACT 85. Bibliographic Records ACT 86. Item Level Records ACT 87. Authority Files ACT 88. Patron Registration Forms ACT 89. Patron Database ACT

22 Support Services 17.080-17.096 (p.16-18)
90. Internet Use Agreements ACT 91. Computer Use Schedules EVT 92. Overdue Notices ACT 93. Overdue/Fine Records ACT 94. Interlibrary Loan Records ACT 95. Monthly Circulation Reports CR+5 96. Reference Statistics ACT

23 Programming and Publicity 17.097-17.105 (p18-19)
97. Publicity,Design, & Production Req CR+1 98. Publicity and Programming Files CR+3 99. Mailing Lists ACT 100. Photographs ACT 101. Contest Entry Forms ACT+0/1 102. Exhibit Files EVT+3 103. Library Publicity & Historical Files PERM 104. Library Newsletters PERM 105. Press Releases ACT

24 Local History Collection 17.106-17.109 (p19-20)
106. Donor Files PERM 107. Accession Records PERM 108. Processing Files PERM 109. Finding Aids ACT

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