Record Keeping
Answer
PURPOSE
This policy presents Board criteria for the retention of Library records.
POLICIES
- The Secretary Treasurer and Librarian will maintain adequate records to compile monthly and annual activity reports.
- The Secretary Treasurer will maintain all records for the Board.
- With the exception of those materials obtained for the express purpose of public use, the records of the Library are confidential and may be accessed only with the permission of the Board.
- Individual employee files will be maintained by the Secretary Treasurer.
PROCEDURE
- The Secretary Treasurer will determine the best method of retaining the necessary records of the Library. This procedure will address the following issues:
- Redundancy
- Importance (or the lack thereof)
- Age
(Only those records which fall within the criteria for “necessary records” will be retained. All others will be discarded using procedures as dictated through the FOIP Act.)
- The Secretary Treasurer will present this “records retention method” to the Board for approval.
- The Secretary Treasurer will ensure that this method is carried out.
- The Secretary Treasurer will present all requests for access to the Library’s records to the Board together with any comments or recommendations. (To facilitate good customer service, these requests will be given to the Board Chairperson for rapid consultation with the Board Members.)
P – Permanent
SUBJECT DESCRIPTION YEARS
Alta. Community Development Public Library Statistics 5
Annual Reports P
Audit Monthly Financial Statement 1
Final Audit P
Bank Deposit (Pass) Books 7
Statements 7
Board Minutes P
Budgets Final P
By-Laws All P
Cheques Paid (Cancelled) 7
Registers 7
Stubs/Duplicates 7
Correspondence General 7
Employees Job Applications (Hired) P
Job Applications (Not Hired) 1
Grant Applications General 7
Income Tax TD1 7
T4 Slips/Summaries P
Leases After Expiration 7
Ledgers P
Legal Proceedings P
Licenses Business (After Expired) 5
Payroll P
Policy After Superseded Beginning 1993 10
Project Applications to Province Step, Pep etc. 7
Purchase Orders , Receipts & Req. Paid 7
Summer Reading Program Files 2
Supplies Invoices 7
Termination Employees P