Amended: 7/14/2012

Purpose of the Collection Development Policy

  • Guides staff in making decisions about the selection, management, and preservation of library materials and in allocating library budgets;
  • Informs the public of the principles that govern collection development at the Canal Fulton Public Library and;
  • Constitutes a public declaration of the Library’s commitment to the principles of free access to ideas and information and to providing collections that reflect a variety of viewpoints.

General Principles of Collection Development

Collection development at the Canal Fulton Public Library is founded on the principles of intellectual freedom, equal access for all and the preservation of a documentary record of culture. The Library provides a collection that balances viewpoints across a broad spectrum of opinion and subject matter in formats suitable to a variety of learning and recreational interests and skills. Using selection practices that are flexible and responsive to the changing needs of the community, the Library builds and maintains collections for the general public while recognizing the needs of special population groups.

Intellectual Freedom

The Library makes available a wide diversity of ideas and viewpoints in support of an informed citizenry and a democratic society. The Library supports the individual choice and judgment of its users in seeking information, and upholds the freedom of library users to read, view and listen.

Decisions to select or retain an item are based on the merits of each work or information source as it relates to the goals and coverage of the collection. The Library considers the value of each item in its entirety and within the context of the collection, not on specific passages or sections in the item itself. Materials are not marked, labeled or set apart in such as way as to show approval or disapproval of content. Materials are not excluded, removed, banned or suppressed because of their creators’ origin, background or views, or because they represent a particular aspect of life, frankness of expression or controversial subject matter. Selection of materials for adults is not constrained by possible exposure to children or teens. Responsibility for children’s use of library collections rests with their parents, guardians and/or caregivers. Inclusion of an item does not constitute endorsement of its content by the Library Board.


The Library makes its collections available to all. However, not all library materials can be made immediately accessible at the Canal Fulton Public Library. Selectors decide how many copies to buy and where to locate them by considering anticipated demand, the interests of local library users, physical space limitations and available budgets.

The Canal Fulton Public Library is committed to the expeditious delivery of materials and information to its users. Some library materials, for example, the Local History Collection, may be subject to use limitations due to consideration of rarity, exceptional levels of demand, cost, physical condition and permanent value of their information content. Efforts will be made to provide access to materials and information beyond the immediate premises of a library agency or beyond the holdings of its collection, holds/reserves, referrals, statewide resource sharing, interlibrary loans, online searching, provision of licensed electronic resources and access to the Internet. In all these efforts, the Canal Fulton Public Library will operate within the provisions of United States copyright law.

The advent and expansion of electronic and Internet information resources pose challenges for library collections and the information needs of the public. Many materials once available in print are now also being produced in electronic format. Some are now available solely through the Internet or proprietary database products. Providing access to electronic resources is an integral part of the Library’s collection development efforts.

The Library recognizes the importance of a collection that reflects the past as well as the present. To achieve this, the Canal Fulton Public Library strives to preserve items of permanent or long-standing value. Working within financial limitations and the challenges posed by deterioration of materials, the Library develops programs and procedures to insure the preservation of the documentary memory of the community.

Responsibility for Collection Development

Collection development is a process guided through all its stages by the expertise and judgment of librarians. Ultimate responsibility for the direction, purpose and scope of collection development rests with the Board of the Canal Fulton Public Library. The Library Director is responsible for the day-to-day administration of the policy and delegates this professional responsibility through the Head of Reference, designated selectors and the Head of Children's Services.

Audience and Roles

The Library’s community is diverse, consisting of individuals of various ages, races, faiths, levels of education, incomes, sexual orientations, political viewpoints, ethnic backgrounds and languages spoken. The Canal Fulton Public Library’s primary service area is the Northwest School District, Stark County, a portion of Summit County and a small section of Wayne County. Any resident of the State of Ohio may borrow materials from the Canal Fulton Public Library. Use of the collection within the Library is not limited by place of residence. The Canal Fulton Public Library is an active participant in statewide resource sharing and in interlibrary loan in accordance with OCLC and ALA standard practices.

The Canal Fulton Public Library meets the needs of its diverse community with physical collections, electronic resources and referrals that emphasize:

  • Early literacy and other initiatives for young children
  • Supplemental resources to support students at all levels of formal education
  • Lifelong learning for adults
  • Recreational reading, listening and viewing for all ages
  • General research, especially in areas of local or regional interest or subjects in high demand
  • Artistic and creative resources
  • Occupational and professional development materials

Collection Management

Selection Sources
A wide variety of sources may be consulted when making selection decisions, for example: customer recommendations or requests; critical reviews; awards and honors lists; publisher or vendor catalogs; and promotional information.

Selection Criteria

  • Librarians/selectors use their subject knowledge and expertise in combination with criteria including, but not limited to those listed below (not in priority order) to select and evaluate collection items. Gifts and purchases are held to the same standard. An item need not meet all criteria to be selected.
  • General Criteria
  • Format or physical form suitable for library use and reflecting customer preferences
  • Cost relative to the value the item contributes to the collection
  • Space required relative to the value the item contributes to the collection
  • The extent to which the item supplements, expands on, or supports the existing collection, rather than duplicates it
  • Relevance to observed and anticipated community needs and desires
  • Reputation and qualifications of the author, creator or publisher of the work
  • Local significance of the author or creator of the work

Content Criteria

  • Comprehensiveness of treatment, including breadth and depth
  • Skill and purpose of the author or creator
  • Consideration of the work as a whole, rather than a specific passage or passages
  • Evaluation of the currency and accuracy of the information contained, to the extent that is possible
  • Representation of diverse points of view
  • Representation of important movements, subjects, genres or trends of local, regional or national significance
  • Long-term or historical significance or interest
  • Relevance of the information to immediate local requirements

Electronic Format Criteria

  • Additional considerations may apply to the selection of electronic resources.
  • Ease of use of the product
  • Accessibility to multiple users
  • Enhancement of the print equivalent (if any), in terms of speed, flexibility, combinations of search terms, or general utility
  • Continued access to retrospective information when necessary or desirable
  • Reduction of space requirements over print products


The Library gratefully accepts gifts of money and materials under the circumstances outlined below.


The Canal Fulton Public Library welcomes gifts of materials in clean, useable condition that might be appropriate for the Library’s collections. The Library reserves the right to refuse collections that are not in useable condition or obviously do not fit the established gift policies of the library The Library makes no claims regarding the eventual placement or use of any donated property and reserves the right to use, reroute or recycle any materials at the sole discretion of the librarian. Once given to the Library, materials become the property of the Library to use, reroute or recycle as deemed appropriate. (Canal Fulton Public Library Collection Management Policy, approved by the Canal Fulton Public Library Board, 7/14/10) (Donation Policy Amended 6/10/09 Library Board Meeting)


The Library accepts monetary gifts intended for the purchase of library materials. Consideration will be given to the interests of the donor or honoree. The Library reserves the right to make the ultimate selection decision based on its needs and consistent with the criteria in this policy. 

Substantial cash offerings, securities, endowments and bequests will be handled by the Director, who, with the Board of Trustees, will work out terms of acceptance that are in agreement with the Library’s needs and policies, the donor’s intent and applicable laws.


Retention and Preservation Criteria

The Library views any decision to retain or preserve as another type of selection choice. Applying the same criteria used to select new materials, the Library retains or preserves materials of long-standing value to its mission and collections.

Retention and preservation decisions regarding items in the collection are the responsibility of the Director and delegated to the Head of Reference, Head of Children's Services and designated professional staff.


Condition, content, inherent value and use are the primary criteria used to determine the continued retention of materials in the collection. Many materials do not withstand the test of time and repeated handling. Likewise, many fields of knowledge are drastically altered by new discoveries and changes in culture. As demand declines, the Library selectively removes multiple copies, making exceptions for areas of special importance to the overall collection. The Library also removes worn, damaged and obsolete materials that cannot be repaired and are no longer usable. An item that is damaged or lost may be replaced if it is deemed still useful and is still available for purchase.


The Library takes appropriate action to preserve those materials that cannot be replaced, but that continue to have long-standing or permanent significance to the overall collection. The Library may use a variety of means to preserve such materials, including but not limited to replacement of content through purchase of another edition, rebinding and use restriction. The Library also encourages preservation of materials by educating the public and staff about care of materials and by instituting procedures for proper handling and storage of materials.

Evaluation Criteria

  • Evaluation techniques are used to measure collection usefulness in terms of scope and depth, as well as strengths and weaknesses. Measures and evaluation techniques used by library staff may include, but are not limited to:
  • Age and condition of items in the collection
  • Comparison of the collection with accepted core collection lists
  • Frequency of holds and interlibrary loan requests
  • Circulation
  • Relevance to observed and anticipated community needs and desires
  • Long-term or historical significance or interest
  • Compliance with collection-related Standards for Public Library Service in Ohio

Request for Reconsideration Policy

The library serves a diverse public, and, on occasion, a patron may believe that a specific title or source should not be in the collection. In this instance, the patron should first discuss his or her concerns about the material with the library staff. If, following the discussion, the patron still wishes the library to reconsider the title or source, he or she must fill out a "Request for Reconsideration of a Title" form that is available at the library service desks. Because items are evaluated as a whole, a title will not be reconsidered unless the patron making the request has read/viewed/heard the entire item. A reconsideration form submitted without the name of the person making the objection will not be considered. Also, if the material has been previously reconsidered, it will not be reconsidered again unless the more recent request is based on substantially different reasons than an earlier request.

The request will be referred to the Head of Reference and the Head of Children's Services to be reviewed by the Library Director and ultimately the Library Board of Trustees. The Library Board of Trustees will review your request and respond in writing after its next regularly scheduled meeting. The patron will be informed in writing of (1) the receipt of the request and (2) the decision. If the patron is not satisfied with the decision, he or she may appeal in writing to the Board of Trustees. The letter should be addressed to “President, Board of Trustees, [Canal Fulton Public Library, 154 Market ST. NE, Canal Fulton, OH 44614. The board will make a decision and inform the patron in writing, usually following the next regularly scheduled board meeting.

The title under consideration will remain in the collection throughout the process to support the freedom of other patrons to read, view, or listen. This Collection Development Policy is subject to change without notice. 

(Voted by the Canal Fulton Public Library Board of Trustees on 7/14/10.)

Adopted December 12, 2005, Amended on December 9, 2009.


The Canal Fulton Public Library display case is a tool by which the Library supports its mission of providing opportunities for seeking knowledge, gathering information, and pursuing creative use of leisure time. The Library seeks assistance from community organizations and individuals in furthering this mission. The display case cannot be used as public presentations by individual candidates or supporters or opponents of a ballet issue. The presence of a particular display in the Library does not necessarily indicate that the Library either advocates or endorses the viewpoints of exhibits or exhibitors.

Conditions for Display

  1. Library-sponsored displays will be given priority in scheduling the display case.
  2. Designated staff shall schedule displays for the display case in compliance with this policy. If the month the patron requests for a display is not available, library staff will notify the patron what months are available to schedule a display.
  3. Individuals and organizations may indicate an interest in developing a display by contacting the Library for an application. This application will be submitted to the Library Director for approval. The Library Director reserves the right to reject an exhibit. Acceptable materials for exhibition/display should be of cultural, educational, or historical importance.
  4. The Library Director shall have the final decision on the arrangement and appropriateness of all exhibits or displays.
  5. Displays must conform to the space restrictions of the assigned areas and be securely affixed to display surfaces. Nails may not be used.
  6. Displays may be in place for up to 4 weeks. Staff may schedule displays for shorter periods of time. All exhibits shall be set-up and removed on the dates determined by the Library.
  7. The Canal Fulton Public Library is not responsible for theft or damage of items in its exhibit areas. Insurance is the sole responsibility of the lender. All items placed in the library are done so at the owner’s risk. Any individual or organization providing materials for a display shall sign a form that releases the Library from any responsibility for loss or damage to works on display. If the individual is a minor, a parent or legal guardian shall sign the waiver.
  8. The Library will not sell items from the display case, nor will selling prices be displayed.
  9. Individuals and organizations providing materials for displays may be acknowledged with a sign, not larger than 3” x 5” indicating “Materials in this display are provided by (name of person or organization).”

Amended  – 4/18/2012

Canal Fulton Library offers free access to the internet and other electronic resources to fill our mission of providing the informational and recreational needs of our community.  Patrons using the library’s public computers can visit sites anywhere on the internet for free.  Our public computers also have the ability to play DVDs and burn CDs.   Please note:  The library cannot control and is not responsible for the accuracy or content of information gathered over the Internet.


  • Library public computers are not to be used for illegal purposes. Any violation of copyright or attempts to gain unauthorized access to any facility is strictly prohibited.
  • Users may not use their own software on public computers.
  • Users may not display graphics that might reasonably be considered obscene.
  • Users with outstanding fines/outstanding items totaling over $25.00 are not eligible for internet access until the amount is brought under the $25.00 limit.
  • Public computers are available for 165 minutes per day.
  • Public computers on the Adult floor are for use by young adults (ages 13 +) and by adults only.
    • Public computers on the Adult floor are filtered for obscene/objectionable material.
  • Public Computers in the Children’s room are restricted to use by children up through age 12.
    • Public computers in the Children’s room are filtered for obscene/objectionable material, social networking (MySpace, Facebook), etc.

User Responsibilities

  • All users must enter their Canal Fulton Library card number and PIN.
  • A current Canal Fulton Library card in good standing (Amount owed must be less than $25.00)
  • Library patrons copying any materials on library machines are solely and fully responsible for using the materials in compliance with relevant copyright law.

For Students Under the Age of 17:

  • All patrons under the age of 17 will receive internet permission automatically to use the public computers when their parent signs them up for a library card. If parents wish to deny internet access to their children under the age of 17 they must fill out a Denial of Internet Access Form.
  • If you need a Canal Fulton Library card, you must present a form of identification, such as a current driver’s license or a piece of mail with your current address, and fill out a Library Card Application form.
  • Patrons will then need to present their library card and PIN each time to use a public computer.

Loss of Privileges will result if you:

  • Display obscene materials at the terminal
  • Misrepresent yourself when signing in for Internet access.
  • Display loud and disruptive behavior at the terminals

Amended: 1/1/2011

In an effort to control costs, Canal Fulton Library will be sending only e-mail, text message for overdue notices, phone notices for hold pickups and mail for billing notices only starting 1/1/2011. Please make sure the library staff have your correct e-mail or text and home address.

These notices include:

  • Courtesy notices - received a day or two before your items are due day(email and text only)
  • Hold pickup notices -via e-mail or text received
  • Overdue notices - via e-mail 1st notice; via mail after six weeks overdue

You may opt to receive these notices in three different formats:

  • Telephone notices: for hold items only
  • Email notices: for holds and overdues
  • Text message: for holds and overdues
  • Telephone notices are brief phone calls that tell you that something is available for you to pickup. This service is offered by staff & volunteers at the library.

Email notices are the most complete of the three types of messages. They include the date, titles, where to pickup held items, any fines that are on your account, and how long the item will be held for you.

Text messages are short messages that tell you that something is available for pickup or if you have items overdue. You must choose either text messages or email notices. The text message has a short message that either says "You have items overdue" or "You have items to pick up." You can get the full details by accessing your account online, or you may call the library at 330-854-4148 to find out what is available and where to pick it up.

How to Sign Up for a Particular Type of Notice:

  • If you prefer to receive your notices via email or telephone, you may do so by indicating this to library staff or filling out this online form.(Click Here)
  • If you prefer to receive your notices via text message, you may do so by notifying a staff member.

PLEASE NOTE: While there is no charge from the Library for text messages, you may see a charge for incoming text messages at the standard rate applied by your cell phone carrier, depending on your plan or package. The library does not share your e-mail address with any other party in accordance with Ohio's privacy of library records law.

Adopted: 11/13/06

The Canal Fulton Public Library serves as an information resource center for the entire community and seeks to provide information to all area residents on a wide variety of political issues, candidates, etc. The following policy has been adopted to avoid the appearance of an endorsement by the library of: 1) any candidate for office 2) a particular stance on any political, economic, religious, or social issue appearing on the ballot, (with the exception of library issues):


  • The library will provide space for campaign literature or position papers in the carpeted vestibule off the rear parking lot (the display case area) for distribution and informational purposes.
  • The library will make campaign literature available from any and all candidates or issues, but will make no claim to the accuracy of the information provided.
  • It is the responsibility of the candidate, not the library, to ensure that an adequate supply of literature is available for distribution.
  • Those wishing to distribute literature must submit the literature to the Director for approval.
  • The Library Director shall have the final decision on the arrangement and appropriateness of all campaign literature and position papers.
  • No petitions, solicitations, or surveys will be circulated or posted on library property.
  • Public presentations by individual candidates, or supporters/opponents of a ballot issue will not be held on library property.
  • The library may not be used as a campaign headquarters or meeting site for campaign committees.
  • As paid representatives of the library, it is understood that CFPL staff members have an obligation to maintain the political neutrality of the organization, and as a consequence will refrain from any active or passive campaign activities while on work time and while on library property.

Adopted: May 2007

Ohio Revised Code Sec. 149.432 provides that library records containing user information are confidential and are not open to the public. Library records are defined as a record in any form that is maintained by the library, that contains any of the following types of information:

  1. Information the library requires an individual to provide in order to be eligible to use library services or borrow materials.
  2. Information that identifies an individual as having requested or obtained specific materials, or materials on a specific subject.
  3. Information that is provided by an individual to assist a library staff member to answer a specific question, or provide information on a particular subject.

In accordance with Ohio Statute, library records or user information will only be released in the following situations:

Parents, guardians, and custodians will have access to their minor children’s records.

  • The statute does not limit this right to parents who actually live with the child. Parents who do not have custody, who are separated, or who are divorced have the right to access their minor children’s records.
  • A guardian is defined by the Ohio Revised Code Sec. 2151.011 (B) (16) as a person, association, or corporation that is granted authority by a probate court to exercise parental rights over a child to the extent provided in the court’s order.
  • Custodian is defined by Ohio Revised Code Sec. 2151.011 (B) (11) as a person who has legal custody of a child, or a public children’s agency or private child placing agency that has permanent, temporary, or legal custody of a child.
  • Parents, guardians, and custodians are required to sign a statement on the application/Permission Letter for Canal Fulton Public Library’s Borrower’s Card certifying their status as the parent or legally appointed guardian/custodian of the minor child.
  • The library reserves the right to request copies of court documents of legal appointments in its attempt to comply with state statute.

In accordance with a subpoena, search warrant, or other court order, or to a law enforcement officer who is investigating a matter involving public safety in exigent circumstances: emergency circumstances.

  • Proper identification of any law enforcement officer will be made before any information is released.
  • If you hear the words: “Patriot Act” “Terrorism Investigation” “Ongoing Investigation” or “Exigent Circumstance,” you are required by law to turn over the library records in print, online, or if requested, a computer drive.
  • The Library Director should be contacted after you have verified the identification of the officer and turned over the library circulation record. (If the Library Director is in the building—have him/her come downstairs.)
  • If served a warrant or subpoena and the Library Director is available—get him/her, otherwise call the Director at home.
  • Be aware there is a gag order on Patriot Act requests. This means you are not allowed to share information about the name of the patron, or the record seized etc. with the community or other staff members.
  • If a release of records by use of the Patriot Act occurs, and the Library Director is out of the Building, call the Director at home to inform him/her that a request for library records via the Patriot Act has occurred. Be sure to mention the media of the record: paper, computer drive, etc.

With the consent of the individual who is the subject of the record or information.

The library recognizes and honors opt-in confidentiality waiver agreements. Each person registering for a borrower’s card can designate 1-4 persons to whom they grant access to their library records. Parents, guardians, and custodians may make designation on the Application/Permission section on the Canal Fulton Public Library Borrower’s Card form. (If the patron desires to have more than 4 designated persons on the account, they may the additional names.)

For library administrative purposes.

Patron record information is available to board of trustees' members and employees of the library for the use in the ordinary conduct of library business. Information may be shared with individuals and corporations outside the library, such as automation vendors in the normal course of database creation. This includes management or agencies utilized in the collection of overdue materials and outstanding fees.

To document improper use of the Internet.

In such instances, patron information is redacted (removed) from the document. Ohio Statute permits the release of patron gender and age information regarding the improper use of the Internet.

A person requesting access to their own or their minor children’s patron information must possess the borrower’s card of the fourteen (14) digit patron barcode number, and must verify the date of birth of the card holder.


A designated person/s requesting access to patron information:

must show identification or possess the borrower’s card of the fourteen (14) digit patron barcode number. In addition, access to patron information is permitted only upon verification that the card holder has granted access permission to the individual. A record of the card holder granting specific permission to the designated person/s will be maintained in the Comments Field of the Horizon circulation system.

Adopted: 12/14/98 Revised: 06/09/10

As part of its public service and information mission, the Canal Fulton Public Library does offer a Community Bulletin Board and Freebie Shelf. Bulletin Board and Freebie Shelf space is available to non-profit organizations in the Northwest School District (Canal Fulton, Clinton, New Franklin, Lawrence Township, and a portion of Wayne County) engaged in civic, educational, recreational, cultural activities.

Note: The Library does NOT advocate or endorse the viewpoints of any group or individual.


  • Postings planned by a company to promote, advertise, or lead to sale of its products and services are NOT permitted.
  • The time limit on items not dated will depend on demand and space available, but no longer than 4 weeks.
  • Items to be posted are to be dropped off at the Main Desk. Each item is approved or disapproved on a case-by-case basis.
  • Display materials are considered disposable and library staff may remove and discard as necessary.
  • The library distributes political campaign materials when the material contains information about ALL of the candidates or issues. Individual candidates’ materials are NOT distributed or displayed in the library. Campaign materials are limited to a cart in the lobby.
  • Final authority for all materials displayed and distributed on library property rests with the Library Director.

Adopted: 2/13/06

The Board of Trustees recognizes that records generated by and for the operation of the library are public documents, excluding user information, including but not limited to:

  • Board of Trustees’ Minutes
  • Library Director’s Reports to the Board of Trustees
  • Receipts and expenditures
  • Salary schedules and position descriptions
  • Safety and health materials
  • Contracts
  • Policy statements

As such, the Board of Trustees recognizes that these public records are open to public review.


  • A request to review public records must be made to the Library Director or his/her designated person/s, who is to respond to the request within a reasonable amount of time. On-site review of public records is made in the presence of the Library Director or his/her designated person/s.
  • Copies of public records may be requested. Copies are made by the library and provided to the requester at the duplication charge that is currently assessed by the library for photocopies. Full payment must be received before copies are given to the requester.
  • Any requests by mail to review public records should be made to the Library Director. The Director is to respond to the request within ten (10) business days, stating the costs of making copies available and any mailing or delivery costs.
  • Prepayment of copying and delivery costs is required.
  • Mail or delivery of requested copies is to be made within ten (10) business days after receipt of full payment for copying and delivery.
  • A mail request for copies of public records is presumed to have been received by the library on the third (3) business day following the postmark of the request.
  • The library does not ask about the identity of the requester or the intended use of any requested public document, except when necessary to facilitate compliance with a request.

Adopted: 9/10/08

The Canal Fulton Public Library like other public entities in the State of Ohio must retain records from year to year. Although the Ohio Revised Code does not set guidelines for libraries, the CFPL Board of Trustees adopts the following policy for record retention:

The Financial Officer will prepare a list of records to be disposed following the completion of a state audit. The Board of Trustees will approve the list prior to disposal. The list shall become an exhibit to the minutes of the board.  The list will be sent to the Ohio Historical Society for their approval before disposal as required by the Open Records Act.

Records shall fall into two categories: Permanent and Non–Permanent. Retention of records may be in the form of electronic media, print, or tape. The following list shows the retention period of specific records.


  • Annual Financial Report to State Library
  • Audit Reports
  • Board Minutes
  • Board Policy Files
  • Budget – Part of Minutes
  • Building Specifications
  • Capital Outlay Files
  • Director's Monthly Report
  • Donation Records – Monetary and Non–Monetary
  • Historical Files
  • PERS Records
  • Personnel & Payroll Records, Timesheets
  • Treasurer's Report–to Board – Part of Minutes
  • MSDS Records
  • Employee Personnel Files-Including Leave Requests (sick and vacation, W-2, w-4, I-9, Workers Compensation claims, Emergency Contact Forms

Non Permanent Records

Record Type and Title

Retention Period





Bids – Successful

3 years after expiration of contract

Bids – Unsuccessful

3 years provided audited

Contracts, Leases, Grants

3 years after expiration

Insurance Policies/Bonds

2 years after expiration provided all claims settled



Employee Files:


Accident Report/Incident

3 fiscal years provided audited

Employment Applications

1 year if not hired





Accounts Payable Ledger

3 years provided audited

Appropriation Ledger

3 years provided audited

Bank Deposit Receipts

3 years provided audited

Bank Statements

3 years provided audited

Budgets (Annual)

5 years provided audited

Canceled checks

3 years provided audited

Cash Journals

3 years provided audited

Check Registers

3 years provided audited

Depository Agreements

Until superseded/audited

Financial Reports (To UMI)

25 years


3 years provided audited

Payroll Bank Statements

3 years provided audited

Petty Cash Records

3 years provided audited

Purchase Orders

3 years provided audited

Receipt Journals

3 years provided audited

Time Sheets

3 years provided audited

Travel Expense Vouchers

3 years provided audited

 End of Year

10 years after audited





Claims And Litigation Records

10 years after case is closed & appeals are exhausted


Non-Permanent Records



Book inventories

Until superseded

Circulation/Patron Records                        

1 Day after materials are returned

Interlibrary Loan Records

7 days after materials are returned unless there are financial implications

Lost Book Records

Once paid for, retained for six months in patron history  

Collection agency

7 years if unpaid






30 days after obsolescence



Correspondence (Executive)


Form Files

Until expiration


Until superseded

Job Descriptions

Until superseded or classification abolished

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