Knowledge Base: Library Policies

SMOKY LAKE PUBLIC LIBRARY

POLICY NUMBER:  701 

SUBJECT:      Record Retention

Date Passed      _November 3, 2008____      Board Chair      _______________________

Reviewed      ______________________      Board Chair      _______________________

The Smoky Lake Public Library will retain the following library records based on the schedule provided by the Canadian Income Tax Act and in accordance with schedules provided by the Smoky Lake Library Board.  The records are held in hardcopy and/or CD formats.  The Smoky Lake Library Board Chair has the discretion to retain records longer than the period provided for in this policy.

Schedule of Records Retention

1. Cash receipts and deposit books, copies of paid invoices, receipt books, cancelled cheques, cheques stubs, year end trial balances, accounts payable, bank statements will be held for 7 years.
2. Job tenders and design estimates will be held for three years.
3. Employee records including personnel files, job applications of hired personnel and personnel evaluations, payroll records, including T-4 slips, WCB claims and attendance records will be held permanently.
4. Unsolicited resumes, job applications (not hired) and interlibrary loan requests will be held for one year.
5. Grant applications and special event files will be held for 7 years.
6. Board minutes and agendas, agreements, annual reports, assets and final audit reports (including financial statements and final budgets), by-laws, committee minutes, historical correspondence, court cases, insurance claims, general ledger, legal opinions and proceedings, record of files destroyed, maintenance reports, photos, income tax records and blueprints will be held permanently.

Disposition of Records

Library records which have been slated for disposal following the time guidelines, shall be shredded or incinerated by the Library Manager or appointed personnel.  The records to be disposed of shall be listed in a document to the Smoky Lake Library Board and then the Board shall make a motion for the destruction of the records.  The records will then be disposed of by the Library Manager or appointee and a record will be made of the date, method of disposal and time of disposal.

Permanent library records will be kept locked in the library in either a filing cabinet or room designated for this purpose.