| Borrower Application Forms |
Borrower card application forms which are entered into the circulation system |
Department or Office |
Retain current, plus 3 years or until outstanding fees paid. |
Secure destruction |
Stored in secure paper file. |
| Borrower Notices and Correspondence |
System generated courtesy due, overdue, fines/fees, lost book, item availability, search, hold, and recall notices. May include manually generated e-mail and paper correspondence. |
Department or Office for paper, otherwise maintained in the library management and resource sharing management systems. |
Retain generated notices for current month, plus 90 days |
Secure destruction |
Retain correspondence no longer than 3 years or until resolved. |
| Circulation Transactions |
Items checked out to individual borrower through the library management system linking item bibliographic information with patrons' personally identifiable information (PII). |
Library management system |
Deleted inactive records after 5 years. |
System delete |
Return of library item severs link between bibliographic information and PII. If fines or fees incurred, see Fines and Fees Records for retention. |
| Course Reserve Lists |
Lists of items placed on reserve status by teaching faculty and instructors. Include both the requests and library management system content. |
Library management system |
Retain expired course reserve lists and supporting documentation no longer than 3 years. |
System delete or secure destruction |
|
| Donor records (Non-Spencer) |
Records of donor information and materials donated to the Libraries |
Department or Office |
Retain until no longer useful. |
Secure destruction |
These are separate from the Deeds of Gift maintained by Spencer Research Library. |
| Reference Transactions |
Questions from patrons answered by staff of the Libraries that are documented in an online reference management system. |
Reference management system |
Retain up to 12 months, when personal information is removed on a rolling 6 month basis. |
System delete |
|
| Fines and Fees Records |
Documentation of fines and fees charged and collected for overdue books, lost books, interlibrary loan requests, etc. |
Library management system and resource sharing management system |
Retain records with no outstanding obligations for 5 years. Retain records with outstanding obligations for 10 years. |
System delete or secure destruction |
Five year period stored in library management system. After 5 years, stored in a secure data file. |
| Interlibrary loan and document delivery requests for KU patrons |
Records of completed and cancelled requests for items from other libraries and KU patron document delivery requests, etc. |
Resource sharing management system |
Retain current year, plus 3 years. Key statistical request data maintained until no longer useful. |
System delete |
Records removed from resource sharing management system. Patron name disconnected from transaction data. |
| Interlibrary loan lending requests from other libraries |
Records of completed and cancelled requests for items from KU Libraries' holdings. |
Resource sharing management system |
Retain current year, plus 3 years. Key statistical request data maintained until no longer useful. |
System delete |
Records removed from resource sharing management system. |
| Patron Comments |
Comments received via web, e-mail, and correspondence from patrons. |
Department or Office for paper, otherwise maintained in group and individual email accounts |
Retain until no longer useful. |
Secure destruction or system delete |
|
| Patron Records |
Any record that includes personally identifiable information. Includes records held by library and in some cases accessible to external vendors under software support agreements. May include name and address information. |
Library management system and resource sharing management system |
Retain expired records for 5 years. |
System delete |
|
| Electronic Thesis and Disstertation Release Forms |
Release forms, electronic or paper, giving permission for Theses and Dissertations to be made available online. |
Digital Initiatives (electronic or paper) |
Retain permanently. |
KU ScholarWorks or administrative office |
|
| KU ScholarWorks Licensing Files |
Non-exclusive permission, electronic or paper, granted to KU ScholarWorks to distribute works by authors. |
Digital Initiatives (electronic or paper) |
Retain permanently. |
KU ScholarWorks |
|