This General Schedule is applicable to the Libraries, Archives, Museums & Other Collections records of the Oregon University System. Retention periods apply to the record 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 166-030-0026 before disposing of records.
(1) Appraisal Records
This series documents monetary value appraisals of institutional
artifacts, objects, and collections that have been completed by
private parties. This series may include but is not limited to:
appraisals and valuations reports; reference materials used by
appraisers; and related documentation and correspondence.
Record Copy: Collection units
Retention: Permanent
(2) Collection and Artifact
Acquisition and Exchange Records
This series documents the acquisition, accessioning, use, preservation,
storage, transfer and disposition of artifacts and collections
at an institution's museum, archives or library special collection,
herbarium, or other repository which is used for research purposes.
This series may include but is not limited to: a log that lists
the date of acquisition, acquisition/accession
numbers assigned, brief descriptions of artifacts or collections,
and donor names; gift receipt forms or other acquisition records
that list detailed descriptions of artifacts, donors' name(s),
addresses, telephone numbers, acquisition numbers, and values
(if known); cataloging worksheets listing acquisition numbers,
identification and provenance of artifacts or collections, description
of artifacts, and donor/owner names and addresses; deed of gift
listing transfer of legal ownership or custody of artifacts or
collections, their descriptions and conditions, declarations as
lawful owners of the property, and signatures and dates of transfer;
object file cards showing each acquired item arranged by nomenclature;
subject file cards showing each acquired item and its arrangement;
numerical file cards showing each acquired item arranged in acquisition
number sequence; wildlife collecting permits which are the legal
documentation for having wildlife carcasses; guns and weapons
registration forms which provide the legal authority for the collection
unit to possess firearms; condition/conservation records, photographs
of objects, and related documentation and correspondence. The
series may also include donor correspondence; descriptions of
property; inventory lists; incoming loan agreements; background
data about the collections and/or persons associated with the
collections; receipt of collections documentation; donor agreement
forms or instruments of donation; purchasing data; publicity records;
foundation equity history reports; declaration of charitable gifts
forms; copyright and citation information.
Record Copy: Collection units
Retention: Permanent
(3) Circulation Records
This series documents the borrowing of circulating library materials
by qualified patrons. This series may include but is not limited
to: the name and identification of the borrower; the titles of
materials borrowed; the due date; overdue and fine payment notations;
and related documentation and correspondence.
Record Copy: University Libraries
Retention: Until the transaction is completed
 CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(4) Collection or Artifact
Loan Records
This series documents artifact and material loans contracted between
units of the institution or between the institution and either
other institutions or individuals. These records include: signed
and legally binding agreements for incoming and outgoing loans
between the collection administrators; receipts for loans and
return of materials to the legal holder; and related forms,
documentation and correspondence.
Record Copy: Collection units
Retention: 10 years after the termination of the loan
(5) Collections Control
Records
This series documents the maintenance of materials which typically
involve accessioning, cataloguing, preserving, and/or referencing.
This series may include but is not limited to: accession sheets;
archives transmittal lists; accession reports; computer cataloging
records; catalogs of holdings; reference guides and finding aids;
request for permission to publish or reproduce images forms; collection
inquiries; budget and purchasing data; and related documentation
and correspondence.
Record Copy: Collection units
Retention: Until superceded or obsolete for reference guides and finding
aids; Permanent for all other records
(6) Courtesy Borrowers Records
Series documents guest borrowers of library materials. Records
include applications forms and a database which include a guest
borrower's name, address, telephone number, company or institution
name, and patron status.
Record Copy: University Libraries
Retention: 3 years for application forms; 6 months after
last activity for individual borrower's database record
(7) Deaccession Records
This series documents recommendations concerning deaccessioning
of specific holdings and action upon those recommendations. This
series may include but is not limited to: transfer forms to transfer
ownership/custody of materials held within institutional collections
to other institutions; deaccessioning documentation which lists
the artifacts by acquisition numbers and descriptions, names of
persons making deaccession recommendations and dates, reasons
for deaccessioning, documentation that legal searches of donor
records have been done to establish that the institution is not
precluded from deaccessioning and to establish whether the donors
are still living, appraised values (including whether these are
estimates or have been appraised), signatures of approval for
deaccessioning and dates, and dispositions of materials and dates;
deaccessioning and weeding listings; reports of deaccessioning;
and related documentation and correspondence.
Record Copy: Collection units
Retention: Permanent
(8) Exhibit Records
This series documents the display and use of artifacts and materials
held by the collection units or displays created by the units.
This series may include but is not limited to: research materials
concerning the cultural environmental setting surrounding the
artifacts; bibliographies; lists of artifacts or items considered
for inclusion; drafts of exhibit descriptions or scripts; publicity or
advertisements for exhibits; artifact labels; photographs of exhibits;
exhibit renderings and layout diagrams; exhibit scheduling and
transport information; contracts and agreements; evaluation forms;
condition forms; exhibit assembly and presentation instructions;
and related documentation and correspondence.
Record Copy: Collection unit
Retention: Permanent for exhibit descriptions or scripts,
exhibit renderings and layout diagrams, photographs of exhibits,
lists of artifacts or items considered for inclusion, and publicity
or advertisements for the exhibits; 10 years for all other records
Transfer the record copy of all permanent records to the University
Archives after 10 years.
(9) Friends Records
This series documents the efforts of special interest support
groups to establish relationships with community agencies, individuals,
businesses, and groups to gain their assistance with the development
and coordination of institutional programs. This series may include
but is not limited to: establishing documents; bylaws; reports;
brochures; newsletters or publications; meeting agendas; minutes; and related documentation and
correspondence.
Record Copy: Collection unit
Retention: Permanent
(10) Inter-Library Loan
(ILL) Records
This series documents requests made of the institution for materials
from outside sources and also institution requests for materials
from other institutions. This series may include but is not limited
to: materials request forms; invoices for services provided; and
related documentation.
Record Copy: University Libraries, University Archives
Retention: 3 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(11) Patron and Visitor
Records
This series documents the public tours or individual visits to
the collection or research facility. The series may include but
is not limited to: weekly visitor statistics; sign-in sheets;
patron logs; and guest books.
Record Copy: Collection units
Retention: 5 years
(12) Records Management
Records
This series documents the retention and disposition of records
created by the institution's offices and the production of an
institutional records retention and disposition schedule approved
and authorized by the State Archivist. This series may include
but is not limited to: records destruction authorizations; records
inventory worksheets; special records disposition schedules; records
transmittal lists; guides to microfilmed records; and related
documentation and correspondence.
Record Copy: University Archives
Retention: Permanent for records destruction authorizations,
records transmittal lists, and guides to microfilmed records;
5 years for all other records
Other copies: Units
Retention: Permanent for records destruction authorizations,
records transmittal lists, and guides to microfilmed records;
5 years for all other records
(13) Reference Request
Records
This series documents scholarly requests for information about
or access to items within the institution's collections. This
series may include but is not limited to: collection service request
forms that show requestors' names, addresses, and telephone numbers;
the nature/explanation of the requests; use/purpose of the requests;
dates of receipt and completion of requests; staff member handling
the requests; amount of time spent on handling the requests; disposition
of the requests; and related documentation and correspondence.
Record Copy: Collection units
Retention: 5 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information
should be destroyed by pulping, shredding, or incineration. See
the OSU Archives
and Records Management Handbook for more
information. |
(14) Serials Records
This series documents the receipt and payment history
for serials purchased by the libraries. This series may include
but is not limited to: periodical check-in cards; shelf list cards;
payment cards; serials data input work form sheets; data base
reports; item records; and related documentation.
Record Copy: University Libraries
Retention: Until input and verified for shelf list cards;
until superceded by permanent cataloging record for check-in cards;
5 years for all other records
