Records RetentionGeneral Schedule #17

Michigan Public Libraries

James C. Seidl

Director

jseidl@monroe.lib.mi.us

Public Records

Section 491 of the Michigan Penal Code (MCL 750.491) 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.

http://www.michigan.gov/recordsmanagement

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.

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.

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.

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)

EXP = Expiration

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)

SUP = Superseded

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)

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)

Board of Directors17.001-17.005 (p1-2)

1. Bylaws PERM

2. Policies, Procedures, & Directives PERM

3. Annual Reports PERM

4. Meeting Records—Open sessions PERM

5. Meeting Records—Closed Sessions EVT

Closed session meeting records shall be destroyed 1 year, plus 1 day from the date that the meeting minutes are approved.

Administration17.006-17.019 (p5-7)

6. Administration-General CorrespondenceCR+2

7. Director/Assistant Director’s reports CR+7

8. Administrative Subject Files ACT+5

9. Meeting Records-Internal Staff CR+2

10. Planners/Calendars CR+2

11. 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

Administration17.006-17.019 (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

Finance17.020-17.045 (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

Finance17.020-17.045 (p8-11)

30. Sales Records FY+731. Cash Receipts FY+632. Petty Cash Vouchers FY+733. Bank Statements & Reconciliations FY+634. Contracts EXP+635. Leases EXP+636. Legal Opinions PERM37. Litigation Files ACT+538. Annual Inventory and Depreciation Sch FY+739. State Tax Returns FY+7

Finance17.020-17.045 (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

Facilities Management17.046-17052 (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

Human Resources17.053-17.070 (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

Human Resources17.053-17.070 (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

Human Resources17.053-17.070 (p12-15)

68. Job Descriptions SUP

69. Volunteer/Sub Employee Personnel ACT

70. Continuing Education ACT

Information Technology17.071-17.079 (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

Support Services17.080-17.096 (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

Support Services17.080-17.096 (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

Programming and Publicity17.097-17.105 (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 FormsACT+0/1

102. Exhibit Files EVT+3

103. Library Publicity & Historical Files PERM

104. Library Newsletters PERM

105. Press Releases ACT

Local History Collection17.106-17.109 (p19-20)

106. Donor Files PERM

107. Accession Records PERM

108. Processing Files PERM

109. Finding Aids ACT