Schedule No. 70 Library and Museum Records
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Issued: July 2012
General Description: Records relating to library and museum or Denver history operations.
No record may be destroyed under this General Retention Schedule without the approval from the Records Department and the City and County of Denver’s Records Manager. Additionally, no record may be destroyed if the record is subject to an active litigation hold (refer to Executive Order 143-C). For additional information about the records program or records retention refer to Executive Order 143-B. The Records Management Program Policies and Procedures Manual for instruction about records creation, management, and disposition of individual records. The minimum retention periods specified in this schedule apply to the information contained within the record, regardless of the format of the record (paper, microfilm, electronic, etc.). Each agency must decide on the format for retention of each type of record, ensuring authenticity, readability, and accessibility for the entire retention period. Duplicate copies are NOT records. Copies that are created for administrative, convenience, reference or other purpose are NOT records and should be retained only until no longer useful. Electronic Records and Data must remain accessible, authentic, reliable, and useable through any kind of system change, update, or system end of life for the entire period of its retention, which shall be defined by information-type, as presented in this General Retention Schedule. Provided the data is an accurate representation of the information contained in the source documents from which the data was derived, the source documents need not be retained unless they contain other record information not contained in the electronic repository.
70.10 LIBRARY RECORDS
Records pertaining to the operation of Denver Public library. [CRS 24-90-109]
Finding aids in card or computer form that provide patrons with access to library holdings.
Retention: Until superseded
- Gift Register
- Interlibrary Loan Transactions/Reciprocal Borrowing Sheets
Retention: 3 years
- Patrons' Registration Forms
Retention: 6 years
- User Records
Records of use of specific library materials by individual patron. [CRS 24-90-119 addresses privacy of library user records]
Retention: 3 years
70.11 BOOK REQUISITIONS [Reference: County Schedule 7.270]
Retention: 2 years
70.12 CIRCULATION STATISTICS [Reference: County Schedule 7.270]
70.020 MUSEUM RECORDS
Records documenting the acquisition and ownership of museum materials in museums, Denver history collections, and similar collections or repositories, including: raw (untouched) image files of museum artifacts; temporary custody forms documenting chain of custody of materials held for review pending a decision on permanent acquisition; contracts of gift or deeds of gift forms documenting permanent acquisitions; loan forms documenting the chain of custody of materials loaned to the museum or loaned by the museum to other repositories; and de-accession records documenting the removal of materials from the collection.
Agreements and contracts – 40.030*, Agreements and Contracts
Board of trustees records – Schedule 20, Entities Appointed by The City and County of Denver Correspondence – Schedule 145*, Correspondence Records
Fee collections – 30.020*, Accounts Receivable (A/R) Records
Policies and procedures – 40.220*, Policies and Procedures Documentation Reports – 40.290, Reports
Rules, regulations and standards – 40.310, Rules, Regulations and Standards