Section: Administration
Approved: 3/19/2009
Reviewed: 3/17/2011
Revised: 4/19/2012, 10/24/2013, 3/17/2016, 3/28/2019, 4/21/2022
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
A. ADMINISTRATIVE
|
Record Title |
Retention Period |
Reason |
|
Agreements, Leases, and Contracts for Equipment or Services (except CIP projects) |
10 years after expiration Note: contracts for CIP projects are kept by City Clerk
|
Administrative and legal value ends |
|
Annual reports (to City Council) |
Permanent |
Continuing historical value |
|
Borrowers’ accounts and database (electronic) CONFIDENTIAL |
Purge after 3 years of patron inactivity, unless debts are outstanding |
Administrative value ends (per State Library) |
|
Community Service records (for court-appointed individuals) |
Permanent |
Continuing legal value |
|
Contracts for library services to other communities |
Permanent |
Continuing legal value |
|
Incident reports |
5 years |
Administrative value ends |
|
Key Log |
Permanent, updated, as necessary, for life of locks |
Continuing administrative value |
|
Reports and Studies solicited by Ames Public Library |
5 years then appraise for continuing value |
Administrative value ends. Possible historical value. |
|
Reports submitted to State Library of Iowa |
Permanent |
Continuing legal value |
|
Requests for Public Information |
5 years, unless required because of pending litigation |
Administrative and legal value ends |
|
Security Digital Video Recordings |
Approximately 14 days |
Automatically overwritten when device is full |
|
Statements of Concern |
5 years after resolution of the concern |
Administrative value ends |
B. 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 |
C. FINANCIAL
|
Record Title |
Retention Period |
Reason |
|
Bequests and Endowments |
Life of donated item OR 5 years after funds have been spent; then assess for historical value |
Administrative value ends. Possible historical value. |
|
Grants |
5 years after completion OR grant terms, if stated therein; then assess for historical value |
Legal and Administrative values end. Possible 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 |
D. HISTORICAL
|
Record Title |
Retention Period |
Reason |
|
Ames Library Association Minutes, Records & Correspondence |
Permanent |
Continuing historical value |
|
Space needs studies, building expansion proposals, building programs |
Permanent |
Continuing historical value |
E. LIBRARY BOARD OF TRUSTEES
|
Record Title |
Retention Period |
Reason |
|
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) |
Permanent |
Continuing historical value |
|
Library Policies |
Permanent |
Continuing administrative, historical and legal values |
|
Strategic 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 |
F. PERSONNEL
|
Record Title |
Retention Period |
Reason |
|
Employee Files (application, position description at time of hire, written reprimands, performance evaluations.) CONFIDENTIAL
|
5 years after end of employment (Service records of employees retained permanently by Human Resources; payroll information kept permanently by Finance Dept.) |
Administrative value ends
|
|
Work study records |
5 years |
Administrative value ends |
References
Record Retention Manual for Iowa Cities, Iowa League of Cities, October 2012
Ames Public Library’s Confidentiality and Library User Records Policy.
City of Ames Records Retention Schedule adopted by Resolution No. 11-347, July 12, 2011