Records Retention Policy

Section: Administration


Approved: 3/19/2009

Reviewed: 3/17/2011

Revised: 4/19/2012, 10/24/2013, 3/17/2016, 3/28/2019


 

Library records consist of information documented in performance of the Library’s official business. The Records Retention Policy exists in order to:

  • provide appropriate records to staff and the public;
  • comply with laws on privacy, confidentiality, and open records;
  • conform to the City’s policy;
  • address security and space concerns; and
  • ensure that the library keeps necessary records.

Library records must be routinely maintained for legally accountable periods of time and routinely destroyed under the scheduled record retention periods.

The records retention schedule is applicable without regard to the format of a record. Certain records may be maintained in one or more formats and, at certain times, library staff may be in the process of transferring records from one format to another.

Electronic records that are deleted in accordance with the appropriate record series retention schedule may be stored on library backup servers for a period before they are completely unrecoverable. Recoverable deleted electronic records may be accessed only with permission of the Library Director. However, electronic records cannot be destroyed if they have been requested under Code of Iowa Chapter 22, or if they are part of ongoing litigation, even if their retention period has expired.

 

Responsibility

The Records Manager for the City of Ames is the City Clerk. Compliance with Library policy and implementation of public record law is the responsibility of the Library Director. Members of staff and volunteers may be appointed to assist in records management.

 

Schedule

  1. ADMINISTRATIVE
    Record Title Retention Period Reason
    Agreements, Leases, and Contracts for Equipment or Services Permanent Continuing administrative value
    Borrowers’ accounts and database files CONFIDENTIAL Purge after 3 years of patron inactivity, unless debts are outstanding Administrative value ends (per State Library)
    Contract and Project Administration Files 5 years after project completion Administrative and legal value ends

    Key Log

    Permanent, updated, as necessary, for life of locks Continuing administrative value
    Log of Public Information Requests & Responses 5 years, unless required because of pending litigation Administrative and legal value ends
    Reports and Studies Permanent Continuing administrative and historical value, possible legal value
    Statements of Concern 5 years after resolution of the concern Administrative value ends


  2. BUILDING/EQUIPMENT
    Record Title Retention Period Reason
    Capital Projects (building plans and specifications, construction documents, blueprints, and as-built or photographic documentation

    Permanent

    Continuing administrative and historical value
    Fixed equipment (operating manuals, inspection logs, maintenance records, operating permits) Life of equipment plus 5 years Administrative value ends


  3. FINANCIAL
    Record Title Retention Period Reason
    Bequests and Endowments Permanent Continuing administrative,  historical, and legal value
    Grants Permanent Continuing administrative and historical value
    Requests for bids or proposals, responses, and evaluation materials, if not handled by City of Ames Purchasing Division 5 years after date of award Administrative and legal value ends


  4. HISTORICAL
    Record Title Retention Period Reason
    Ames Library Association Minutes, Records & Correspondence Permanent Continuing historical value


  5. LIBRARY BOARD OF TRUSTEES
    Record Title Retention Period Reason
    Audio recordings of open meetings 1 year from date of meeting Administrative value ends
    Audio recordings of closed sessions CONFIDENTIAL 1 year from date of meeting, unless litigation is pending Code of Iowa §21.5(4) (2009)
    Board meeting packets  (agenda, action forms, reports and correspondence distributed for Board meetings) 5 years; appraise for permanent retention Administrative value ends
    Correspondence 3 years Administrative value ends
    Library Policies Permanent Continuing administrative, historical and legal values
    Long Range Plans Permanent Continuing historical value
    Minutes of closed sessions CONFIDENTIAL 1 year from date of meeting, unless litigation is pending Code of Iowa §21.5(4) (2009)
    Minutes of open meetings Permanent Continuing administrative, historical, and legal values
    Signed Resolutions Permanent Continuing administrative, historical, and legal values


  6. PERSONNEL
    Record Title Retention Period Reason
    Applications for temporary positions 6 months Administrative value ends

    Employee Files (application, position description at time of hire, written reprimands, performance evaluations.)

    CONFIDENTIAL

    5 years after end of employment (Service records of permanent employees retained permanently by Human Resources; payroll information kept permanently by Finance Dept.) Administrative value ends

    Recruitment Files (search committee and interview notes)

    CONFIDENTIAL

    5 years after position filled (Note: all electronic applications are retained by Human Resources.) Administrative value ends

 

References

Code of Iowa Section 304.2(6)

Code of Iowa Section 22

Record Retention Manual for Iowa Cities, Iowa League of Cities, October 2012

Ames Public Library’s Confidentiality and Library User Records Policy.