- (1) Accession Records: Series documents the accession of all library acquisitions into the library’s holdings. Records may include accession registers and documentation of materials deaccessioned from the library collection. Minimum retention: Until superseded or obsolete.
- (2) Borrower Registration Records: Series documents the granting of library cards and privileges to members of the public as well as to control circulation of library holdings. Minimum retention: Until superseded or 1 year after expiration or non-use.
- (3) Catalogs: Series documents all materials currently held in the library’s collection. Minimum retention: Until superseded or obsolete.
- (4) Individual Circulation Records: Series documents the patron-specific circulation of library materials such as books, serials, audio/visual media, and computer software. Minimum retention: Until transaction is completed.
- (5) Inter-library Loan Records: Series documents materials borrowed and loaned by the library through an interlibrary loan (ILL) program in response to patron and other library requests. Records may include requests, notices, tracking logs, and related documentation. Minimum retention: 6 months after materials returned to owner library.
- (6) Library Reports: Series documents collection, registration, circulation, lost books, children’s programs, and other activities. Records may include statistical, narrative, and various other reports such as circulation statistics by category, books reserved, photocopies made, overdue notices mailed, borrowers registered, and volunteer hours. Records may also include narrative reports addressing new activities, services, events, and issues. This series does not contain patron-specific information. SEE ALSO: State Library of Oregon Annual Reports. Minimum retention: 2 years.
- (7) Master Shelf Lists/Inventories: Series documents inventories of all library holdings, including volumes and titles added or withdrawn from the collection. Records may include subscription records of databases, eBooks suppliers, and similar digital services. Minimum retention: Until superseded or obsolete.
- (8) Overdue Book Records: Series documents the status of library materials that are overdue. Records may include lists of overdue materials and logs of transactions. Minimum retention: Until materials returned or debts reconciled or deemed uncollectible.
- (9) State Library of Oregon Annual Reports: Agency copy of a report filed with the Oregon State Library in satisfaction of ORS 357.520 to monitor library programs. Records may include statistics on circulation, patrons served, interlibrary loan transactions, children’s programs, and other subjects. Minimum retention: Permanent.
Statutory/Other Authority
ORS 192.005–192.170 & ORS 357.805–357.895
Statutes/Other Implemented
ORS 192.005–192.170 & ORS 357.805–357.895
History
OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 4-2004, f. & cert. ef. 9-1-04