Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 450 - COMMUNITY COLLEGES › Section 166-450-0080 - Library and Media Records

Current through Register Vol. 63, No. 7, July 1, 2024
The General Schedule is applicable to the library and media
				records of community colleges. Retention periods apply to the official copy of
				all public records, regardless of medium or physical format, created or stored
				by the above specified agencies. Please note the exceptions to this General
				Schedule listed in OAR
				166-030-0027  before disposing of
				records.
(1)
Acquisition
			 Records
: Records document the process of requesting, ordering, acquiring
			 and receiving books, periodicals, audio-visual, and other library materials.
			 Provides a record of all items added and withdrawn each month. Records include
			 but are not limited to hard copy and/or electronic purchase request forms which
			 list the title and other bibliographic information about the item requested;
			 requesters' name; request tracking data; subject area; authorization signature;
			 and related documentation. Records may also include electronic bibliographic
			 records which are downloaded from the OCLC into the library catalogue,
			 notations of receipt of material; and accession registers; SEE ALSO: Accounts
			 Payable Records in the Financial and Accounting Records section and Library
			 Catalog in this section. (Minimum retention: Requesting and ordering records:
			 two years; Purchasing records: three years; Other records: one year).
(2)
Audio-Visual Materials and Equipment
			 Loan Records
: Records document the loan, rental, scheduling, billing,
			 and delivery of audio-visual materials and equipment to college faculty,
			 students, staff, and other qualified patrons for classroom and in-library use.
			 Media equipment may include televisions; overhead, slide, and film projectors;
			 VCR's; screens; tape recorders; microphones; computer LCD panel projector
			 systems; monitors and other equipment. Audio-visual materials may include
			 films; filmstrips; videos; audio tapes; CD's and other media. Records include
			 request forms; reservation records; booking and scheduling records; delivery
			 records; periodic equipment usage reports; and related documentation. Records
			 may also include an electronic inventory database containing equipment
			 identification; purchase date and cost; vendor; location; maintenance and
			 repair data; and disposition. (Minimum retention: Request forms: 1 term;
			 Delivery records and statistical reports: five years).
(3)
Borrower Registration
			 Records
: Records grant students, faculty, staff, and other patrons of
			 the library the privilege to use library resources and are used to control the
			 circulation of library holdings. Records may be in the form of a library card,
			 a bar code, or other record identifying and qualifying the patron. SEE ALSO:
			 Circulation Records in this section. (Minimum retention: Until patron no longer
			 registered at college and account cleared).
(4)
Circulation Records
: Records
			 document the borrowing of circulating library materials by faculty, students,
			 staff, and other qualified patrons. Records are generally maintained
			 electronically and transaction resolution may delete the active on-line record.
			 Hard copy records may include statistical reports detailing transactions for
			 management use. Information may include but is not limited to name and
			 identification of the borrower; titles of material borrowed; due date; overdue
			 and fine payment notation; if item lost, or temporarily removed from
			 circulation for repair; and related information. SEE ALSO: Library Reports,
			 Borrower Registration Records, Audio-Visual Materials and Equipment Loan
			 Records, and Overdue Records in this section.
Information may be exempt
			 from public disclosure per ORS
			 192.501(10)
.
			 (Minimum retention: Statistical reports: 10 years; Other records: Until
			 transaction is completed).
(5)
Cooperative Regional Library
			 Contract Records
: Records document the agreements between college and
			 cooperative regional library services. Records include but are not limited to
			 establishing documents, including original petition, Secretary of State,
			 declaration of petition, and official notarized county election results;
			 contracts and addendum's concerning the provision of library services; the
			 sharing of materials; financial arrangements and reimbursement for services;
			 agreement with the courier service concerning the movement of materials between
			 libraries; and related correspondence and documentation. SEE ALSO: Cooperative
			 Regional Library Service Records in this section. (Minimum retention: six years
			 after expiration).
(6)
Cooperative Regional Library Service
			 Records
: Records document the establishment and administration of a
			 regional cooperative library system, and the activities of advisory and policy
			 groups founded to facilitate sharing information resources among libraries.
			 Records may include but are not limited to establishing documents; meeting
			 agendas; minutes and exhibits; reports and handouts; newsletters, publications;
			 notes; working papers; membership lists; and correspondence. SEE ALSO:
			 Cooperative Regional Library Contract Records in this section, and College
			 Committee Records in the Administrative Records section. (Minimum retention:
			 Establishment documents: Until service disestablished; Minutes and exhibits: 20
			 years; Other records: five years).
(7)
Films, Videotapes, and Sound
			 Recordings
: This section provides visual and audio documentation of
			 college activities and events including college instruction, intercollegiate
			 athletics, and other activities of students, faculty, and staff with
			 significant relevance to the function and mission of the college or an
			 individual unit. These productions are created for recruitment and orientation,
			 fund-raising, publicity, research, and teaching. Records may include satellite
			 video tapes, videos or films of courses and seminars, community and general
			 interest programs, and other programs provided by the college. Records may
			 include but are not limited to identified and labeled video tapes; motion
			 picture films; phonographic recordings; audio tapes (all formats); compact
			 audio discs; and transcriptions when available. (Minimum retention: Final
			 productions: Permanent; Preparation material and remaining footage, if final
			 production does exist: Until final product completed; Acquired video tapes and
			 films: Retain according to terms of license or copyright agreement with
			 provider).
(8)
Inter-Library
			 Loan Records
: Records document materials borrowed and loaned by the
			 library through an inter-library loan program in response to requests from
			 patrons for materials in the college library. Materials may include books,
			 serials, audio and video tapes, mixed media kits, and other library materials.
			 Records may include but are not limited to ILL request forms; ALA request
			 forms; lender and borrower request records generated from electronic sources
			 such as OCLC; tracking logs; copies of citations; and related documentation.
			 (Minimum retention: three years).
(9)
Library Catalog
: Library
			 catalog contains the bibliographic records of all library and audio-visual
			 holdings including books, magazines and serials, films and videos, interactive
			 media, and other AV materials. The catalog documents the acquisition and
			 maintenance of library holdings; provides patrons with access to library
			 holdings; and documents accessioning, de accessioning, and circulation of
			 library materials. The catalog database is also used to produce reports on
			 circulation activity, new acquisitions, and collection information. Records are
			 generally created and maintained electronically and may contain modules for
			 cataloging, serials, reserves, acquisitions, circulation, and community
			 information. The holdings or inventory records, include but are not limited to
			 title, author, subject entries, collection, call number, publication date,
			 price or value, source, and related bibliographic documentation. SEE ALSO:
			 Library Reports, Circulation Records, Acquisition Records in this section.
			 (Minimum retention:
(a) Holdings records:
			 Until material withdrawn from the collection;
(b) Serial holdings records: Until
			 subscription terminated or holdings withdrawn).