Retention Schedules

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Public Libraries Records Retention Schedule

See also the General Records Retention Schedule.

Using this Records Retention Schedule

Everyday local government offices throughout Missouri produce records that document the rights of citizens, the actions of the government that serves them and the history of the community in which they live. It is the responsibility of local government to effectively maintain and manage these records and to ensure the continued preservation of those records of essential evidence that have enduring and permanent value.

The introduction to this retention schedule provides local government officials with basic information on records and the application of retention schedules.

What is a Record?
A " record " is defined as any "document, book, paper, photograph, map, sound recording or other material, regardless of physical form or characteristics, made or received pursuant to law or in connection with the transaction of official business" (109.210(5) RSMo). This definition includes those records created, used and maintained in electronic form.

Non-Records
Even though records include a broad spectrum of recorded information, not all recorded information is a record. According to Section 109.210(5) RSMo, the following are not records: "...Library and museum material made or acquired and preserved solely for reference or exhibition purposes, extra copies of documents preserved only for convenience of reference, and stocks of publications and of processed documents are not included within the definition of records..."

Other examples of non-records include the following materials:

• Identical copies of documents maintained in the same file.
• Extra copies of printed or processed materials (official copies of which are retained by the office of record).
• Superseded manuals and other directives (maintained outside the office of record).
• Materials documenting employee fringe activities (blood donors, charitable funds, social and professional meetings, etc.)
• Work papers and drafts of reports or correspondence. Transcribed stenographic materials.
• Blank forms.
• Materials received from other activities that require no action (official copies of which are retained by the office of record).
• Catalogs, trade journals and other publications or papers received from government agencies, commercial firms or private institutions that require no action and are not part of an action case record.

Non-records do not require retention scheduling or destruction authorization or reporting. To control excessive accumulation, it is necessary to keep only current, useful materials and to destroy non-records immediately after needs have been satisfied. Avoid filing non-record material with records.

The Value of Local Government Records
Some records, because of their enduring administrative, fiscal, legal or historical value, should be permanently retained. These records require that special care and consideration be given to their storage conditions and the feasibility of preservation microfilming. Examples of permanent records include year-end reports; minutes; property records such as deeds; and birth, death and marriage records.

Most records do not have values that warrant their permanent preservation. Those records with short-term value should, upon reaching end of the retention period, be destroyed.

Statutory Authority for Establishing Records Retention Requirements
In 1965, the Missouri General Assembly established a State Records Commission to approve retentions for records produced by state agencies. In 1972, Missouri's Business and Public Records Law (Chapter 109) was expanded to include local government. Thus, the Missouri Local Records Board was established to set retention times for local government records. The 16-member board, chaired by the Secretary of State, consists of local government officials from all classes of counties and cities, elementary and secondary education, higher education and a person active in historical society groups.

Supplemental to the Local Records Board, the Records Management and Archives Service of the Secretary of State's office provides assistance to local governments and implements board policy.

Application of the Records Retention Schedule
This schedule establishes minimum retention periods and authorizes dispositions for many of the administrative, fiscal and legal records common to most local governments. Retention periods are based upon federal and state mandates, record surveys, business needs, and general knowledge as to how long records should be kept. Using the schedule as a guide and without seeking further approval from the Local Records Board, any local government may regularly dispose of any of its records that appear on this schedule. The schedule is subject to the following exceptions and limitations:

1. Local government offices may retain any of their records beyond the retention periods set by the schedule, as they deem necessary. The schedule establishes only a minimum period of retention. Before retaining a record longer than the minimum time required, however, the office should be certain that it has good reason to do so. Unnecessary retention of records can be expensive in space and filing equipment and may expose the office to costly litigation and discovery requirements.
2. This schedule does not relieve local governments of retention requirements mandated by other state and federal statutes and regulations. When such an obligation does exist, then the longer retention period takes precedence.
3. This schedule generally reflects audit requirements in its prescribed retention periods, but audits are not always completed in a timely fashion. Therefore, any record required for an audit must be retained until completion of that audit, regardless of its stated retention period in the schedule.
4. This schedule does not authorize destruction of records that could be deemed relevant to current or pending litigation.

Retention and disposition of records that are common to many offices are included in the General Schedule. Records unique to particular offices are addressed in individual office schedules. All schedules are available on the Secretary of State's website at http://www.sos.mo.gov/archives/localrecs/schedules .

Destruction of Records
The records classification and retention periods in this manual constitute legal authority for retention and disposal of official records. No records can be destroyed until they meet the minimum retention period listed in this manual. In cases where there is no schedule for a particular record series, the Local Records Board must grant permission for the destruction.

The disposition of records should be recorded in a document such as the minutes of the city council or other legally constituted authority that has permanent record status. The record should include the description and quantity of each record series disposed of, manner of destruction, inclusive dates covered and the date on which destruction was accomplished.

The retention schedule does not prescribe the method of destruction (shredding, burning, landfills, etc.), however, record series with a disposition of Destroy securely contain confidential data. These records should be destroyed under the supervision of a competent person(s) designated (or appointed) to ensure that no records fall into unauthorized hands and that the data cannot be reconstructed.

Preservation of Permanent Records
A fundamental, yet often neglected obligation of local government is to care for its permanent records-in this case, some of the records that it generates and receives. The records that have been identified as permanent require special handling and storage if they are to be preserved. The continuous interaction between a record's medium-paper, magnetic tape, film, etc. -and the quality of the environment in which it is kept-temperature, humidity, light, and air-determines the severity and rate of its deterioration.

By microfilming older, deteriorating, but permanently valuable records, local governments can generate durable copies for research and prevent further damage or deterioration of the original. When filmed, processed, and maintained to archival specifications, the master negative will ensure that permanently valuable records are preserved for generations to come.

The Missouri Local Records Grant program can provide financial assistance in the form of grants-in-aid to supplement local funds for preservation initiatives, such as archival supplies, shelving and preservation microfilming.

A Note about Electronic Records
Permanent records existing solely in electronic form are in danger of becoming inaccessible through media decay and hardware/software obsolescence.  Periodic migration and transfer of permanent records to stable preservation media, such as microfilm, should be considered as a best practice for local government to fulfill its statutory responsibility to maintain permanent records.

Modifications and Additions
Because records reflect activities that are constantly changing, the retention requirements for them sometimes require revision as well. Consequently, records retention and disposition schedules often need modification or additions in order to be realistic and effective. Furthermore, because local governments are so large, it is impractical to consult with every office regarding specific schedule entries. There may be some retention periods and disposition requirements within this schedule that fail to account for all relevant factors and there may be some important record series not addressed here which need to be added. The Local Records Program welcomes all comments and suggestions concerned with improvement of record retention schedules through modifications and additions.

For further information on any records management or preservation issue, please contact:

Missouri Secretary of State
Local Records Preservation Program
PO Box 1747, Jefferson City, MO 65101-1747
Telephone: (573) 751-9047
Fax: (573) 526-3867

Public Libraries Records Retention Schedule

See also the General Records Retention Schedule.

Record Series Title	Retention
Accessions Book Master register of library material acquisitions.	Retain permanently for historical purposes.
Accident Report File Reports of accidents involving personal injury.	Retain until case is concluded plus 5 years.
Borrower Registration Card File Records used to grant borrower privileges to citizens and to control circulation of library holdings. Include borrower's name, address, parent's signature if juvenile, and borrower's signature. May include overdue notices and records of fines.	Retain until expiration plus 2 years.
Budget Adjustments Record all line item transfers, supplemental appropriations and other monies received during a fiscal year.	Retain 5 years.
Building Plans and Specifications These should include plans and specifications for the original structure as well as for any renovations or additions.	Retain for the life of the building.
Certificates of Deposit and United States Treasury Bills Include records relating to original financial instruments executed to invest library funds. Records state amount of certificate or treasury bill, term and rate of interest. May also include supporting papers.	Retain until cancellation plus 2 years.
Circulation Records A record of the daily, monthly and annual activity of the library which includes circulation statistics, amount owed for overdue materials, fees received, lists of new borrowers, and circulation statistics by category (fiction, non-fiction, juvenile, etc.) and totals.	Retain 3 years; retain annual circulation statistics permanently. Retain overdue records for 1 year, except amounts above $2.00 for 5 years.
Circulation Records – Personal Any document or record retained, received, or generated by a library that identifies a person as having requested, used, or borrowed library material.	Retain until materials have been returned and all fines or fees are paid in fullor deemed uncollectible. Note: Personal circulation transactions may be treated as confidential, see RSMo 182.817.
Complaint Files Citizen complaints about service, maintenance, repairs, materials, etc. May also include requests for services.	Retain 5 years after action is completed.
Correspondence and Reports
(1) records related to significant events in which the library has participated.	5 years
Daily Sign-In or Sign-Up Records Daily sign-in/up sheets for use of computers or other technical equipment, used for control and statistical purposes. Also includes Internet sign-in logs.	Retain until close of next business day, after recording of statistical information.
Damage and Loss Report, Library Property Record of damage and loss attributable to theft, arson, vandalism, employee negligence, defective equipment, damage to structures, money losses and vehicle accidents.	Retain 5 years for reports of a minor nature; reports subject to legal action should be retained 22 years from last correspondence.
Petitions Copies of all petition forms signed by voters for any library funding election. The county or city clerk will also maintain the original files of those forms, names and signatures.	Retain 5 years.
Retirement System Monthly Transaction Registers List showing status of individual pension accounts including contributions, interest withdrawn and any other action relating to the accounts. May also include ledgers and journals used in this account process.	Retain 10 years.
Shelf List File Complete index of library holdings arranged by shelf order or catalog order, showing title, author, publisher, date purchased, cost and number of copies. Used as inventory control.	Retain until revised, updated, or superseded.
Suggestion Forms Records of employee and public suggestions for services or programs.	Retain until no longer of administrative value.
Trial Balance File Includes a monthly posting of accounts not having a zero balance.	Retain 5 years.
Trust Fund Files Documents relating to the acquisition of liquid assets by the library through wills or donations by citizens and businesses. May include copies of wills, correspondence and records stating and documenting specific use of funds or property.	Retain for duration of trust or duration plus 5 years. Evaluate for historical purposes.
Unemployment Insurance Case Files Files may contain correspondence sent to the library by the Missouri Division of Employment Security regarding claimant, copies of documents from claimant's official personnel file, certified mail receipts, worksheets, audit papers and copies of documents sent to the state by the library.	Retain 2 years after last activity of closing of the file. Files subject to legal action must be retained and/or referred to legal counsel to become part of a litigation case file.
Work Schedules File Consists of work schedules of library employees verifying hours worked, vacations and leave taken.	Retain 2 years.
Workers' Compensation Claims File File consists of accident reports, first report of injury, medical claims, bills, payment vouchers, doctor's reports, hospital emergency room verifications, correspondence and other supporting documentation concerning injuries compensable under Workers' Compensation.	Retain until claim is concluded plus 10