Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 400 - EDUCATIONAL SERVICE DISTRICTS, SCHOOL DISTRICTS, AND INDIVIDUAL SCHOOL RECORDS › Section 166-400-0035 - Library and Media Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Acquisition and Deaccession Records
Records document the process
					of requesting, purchasing, and acquiring, as well as deaccessioning, books,
					periodicals, audio-visual, and other library materials. Records may include but
					are not limited to accession and deaccession registers; correspondence with
					publishers; questionnaires; request forms; bibliographic data; receipt
					notations; and related documentation. SEE ALSO Library Catalog Records in this
					section. Minimum retention: (a) Retain registers: Until superseded or obsolete
					(b) Retain all other records: 3 years after school year in which records were
					created.
(2)
Audio-Visual
					Materials and Equipment Loan Records
Records document the loan, rental,
					scheduling, and delivery of audio-visual or media material and equipment to
					school, district, or ESD faculty or staff. Records may include but are not
					limited to request forms; extension and cancellation records; borrower
					identification; title and material identification; shipping or delivery
					information; booking records; attendance and number of times media used or
					shown; usage statistics; accounting records concerning the cost of material;
					and related documentation. Minimum retention: (a) Retain extension and
					cancellation records: 1 month (b) Retain equipment inventories: 3 years after
					superseded or obsolete (c) Retain all other records: 3 years after school year
					in which records were created.
(3)
Circulation Records
Records document the borrowing of circulating
					library, audio-visual, media, and learning resource center materials by
					students and faculty. Records may include but are not limited to name of the
					borrower, title of material borrowed, due date, overdue status, overdue
					notices, and related documentation. Records may be exempt from public
					disclosure per ORS 192.502(21). Minimum retention: (a) Retain overdue records:
					Until material is returned or debts reconciled or deemed uncollectible (b)
					Retain all other records: 1 year after school year in which records were
					created.
(4)
Copyright and
					Duplication Records Records
document permission received from authors,
					publishers, producers, and distributors of video programs and other media and
					materials to allow the school, district, and ESD to duplicate the material
					without copyright infringement. Records may include but are not limited to
					agreements which state the terms and conditions, copyright releases,
					authorizing signatures, and related documentation and correspondence. Minimum
					retention: 6 years after agreement expires.
(5)
Library and Media Inventory
Records
Records document approved lists of books, periodicals,
					audio-visual materials, and other library materials. Records may include but
					are not limited to annual inventories; and lists of books, periodicals,
					audio-visual materials, and other materials; and lists of books and materials
					on specific subjects. Lists document material approved for use in the school or
					district; materials that may be borrowed from centralized media and resource
					centers; and are used in the acquisition of materials. Records generally
					include titles, bibliographic descriptions, and identification numbers. Minimum
					retention: 3 years after superseded.
(6)
Library Catalog Records
Records document the maintenance, and retrieval of the holdings of the school
					library; professional library; teaching resource center; and audio-visual,
					media, or resource center of the school, district, and ESD. Records may include
					but are not limited to the card or electronic catalog which contains the
					bibliographic records of the holdings; holdings records which contain data on
					items in circulation; and related documentation. SEE ALSO Acquisition and
					Deaccession Records in this section. Minimum retention: Until superseded or
					disposal of material.
(7)
Supplemental Materials Selection and Adoption Records
Records
					document the process of evaluation, selection, and approval of supplemental
					educational materials for use by a school, district, or ESD and inclusion in
					the library, learning resource center, or media center. Records may also be
					used for budget, audit, and insurance purposes. Supplemental materials may
					include library books, periodicals, audio-visual materials, instructional
					computer software, and related materials. Records may include but are not
					limited to bibliographic data; summary of content; evaluations; evaluator
					records including applications, rosters, and expense records; records
					documenting citizen complaints about educational material; and related
					correspondence and documentation. Minimum retention: 7 years after school year
					in which records were created.
Stat. Auth.: ORS 192 & 357, Other Auth. Code of Federal
							Regulations Title 34
Stats. Implemented: ORS 192 &
							357