Knowledge Base: Library Policies

   Policy Statement:   The Library Managers shall keep orderly and timely records of the business of the library.

Guidelines and Procedures:

1. The Library Manager will maintain adequate records to compile quarterly and annual activity reports.
2. The Library Manager is responsible for the proper and complete retention and/or destruction of the records described in this policy.
3. The Library Manager has discretion to retain records longer than, but not shorter than, the period provided for in this policy. Records shall be reviewed by complete calendar year and either destroyed or retained.
4. Permanent records shall be stored in the library.
5. Files shall be retained as per Appendix B attached as is indicated below:
   1. Items marked "P" shall be kept permanently
   2. Items marked "D" will be destroyed without any copy being retained at the end of its service life
   3. Items marked "A" will be permanently held in Alberta or other Archival Center
   4. Items marked "R" will be reviewed at a later date. H shall refer to hard copy; "E" shall refer to electronic copy
6. Appendix C attached defines transitory records and their disposition and shall form a part of this policy.
7. All records will be dated with a "Retained to" stamp to facilitate their easy disposal.