Presentation on theme: "Records Retention General Schedule #17 Michigan Public Libraries"— Presentation transcript:
1 Records Retention General Schedule #17 Michigan Public Libraries James C. SeidlDirector
2 Public RecordsSection 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 #17Any 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 = ActiveAn 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 = CreationA 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 YearA 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 = EventEvent 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 = PermanentThese 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 PERMPolicies, Procedures, & Directives PERMAnnual Reports PERMMeeting Records—Open sessions PERMMeeting Records—Closed Sessions EVTClosed 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+2Director/Assistant Director’s reports CR+7Administrative Subject Files ACT+5Meeting Records-Internal Staff CR+2Planners/Calendars CR+2Donor Files-Monetary Donations CR+7Donor Files-Property Donations ACT12. Friends of the Library Files ACT13. Annual Reports to the LM CR+1014. Grant Files ACT
17 Human Resources 17.053-17.070 (p12-15) 54. Personnel Files Retirement, Leave, and Life Ins ACT+40Application, Hiring, Salary, and Position ACT+7Withholding Forms SUP+6Health Plans SUP+1Union Membership ACTElectronic Funds Transfer ACT+155. I-9 File (Immigration) EVT+356. Staff Work Schedules ACT+257. Time and Attendance CR+7
20 Information Technology 17.071-17.079 (p15-16) 71. User Accounts ACT72. Electronic Equipment Inventory ACT73. Network Drop Map/Schematic ACT74. Integrated Library System SUP75. Back-up Tapes SUP76. Software Guides ACT77. Web/Intranet Files ACT78. Web Server and Router ACT79. Library/Cooperative Website ACT
21 Support Services 17.080-17.096 (p.16-18) 80. Order Records CR+781. Magazine Order Records ACT82. Memorials Book Donations ACT83. Shelf List Act84. Circulation Cards ACT85. Bibliographic Records ACT86. Item Level Records ACT87. Authority Files ACT88. Patron Registration Forms ACT89. Patron Database ACT
22 Support Services 17.080-17.096 (p.16-18) 90. Internet Use Agreements ACT91. Computer Use Schedules EVT92. Overdue Notices ACT93. Overdue/Fine Records ACT94. Interlibrary Loan Records ACT95. Monthly Circulation Reports CR+596. Reference Statistics ACT