J. Robert Jamerson Memorial Library
Freedom of Information and Records
10.2 Retention of Records
LVA - Records Management and Services Division
Records Retention and Disposition Schedule
General Schedule No. 02 - County and Municipal Governments - Fiscal Records
| Records Series Title and Description | Type of Record | Series | Scheduled Retention and Disposition | Disposition method |
|---|---|---|---|---|
| Accounts Payable | Invoices, receipts, bills, checks | 010143 | 3 Years after end of state fiscal year. | Non-confidential destruction |
| Accounts Receivable | Deposit receipts, invoices, orders | 010144 | 3 Years after end of state fiscal year. | Non-confidential destruction |
| Budget Records: Working files | Budgeting working files | 010151 | 5 Years after end of state fiscal year. | Non-confidential destruction |
| Financial Accounting Reports | Income and expenditures | 010162 | 3 Years after end of state fiscal year. | Non-confidential destruction |
| Payroll records | Leave, time, attendance | 200105 | 5 Years after end of state fiscal year. | Confidential destruction |
General Schedule No. 03 - County and Municipal Governments - Personnel Records
| Records Series Title and Description | Type of Record | Series | Scheduled Retention and Disposition | Disposition method |
|---|---|---|---|---|
| Accident/Illness Reports | Non-payroll occupational illness/injury | 010220 | 5 Years after event. | Confidential destruction |
| Affirmative Action/EEOC Plans | Plans | 010221 | 3 Years after superceded, obsolete, or rescinded | Non-confidential destruction |
| Affirmative Action/EEOC Progress Reports | Reports | 010222 | 3 Years after submission. | Non-confidential destruction |
| Applications and Resumes: Unsolicited | Unrequested applications and Resumes | 010253 | 0 Years after no longer administratively useful | Confidential destruction |
| Attendence Records: Education/Training | Class, meeting, seminiar attendance | 010224 | 0 Years after no longer administratively useful | Non-confidential destruction |
| Criminal History / Background Check Records | Criminal history for hiring purposes | 001762 | 0 Years after event | Confidential destruction |
| Discrimination Complaint Cases | Discrimination Investigations | 010227 | 1 Year after closed | Confidential destruction |
| Drug & Alcohol Screening/Test Records: Negative resullt | Applicant/employee tests/screenings | 200387 | 1 Year after event | Confidential destruction |
| Drug & Alcohol Screening/Test Records: Positive resullt | Applicant/employee tests/screenings | 010228 | 5 Years after event | Confidential destruction |
| Educational Assistance Program | Tuition Assistance | 010229 | 3 Years after closed | Non-confidential destruction |
| Employee Directories, Rosters, or Indexes | Assignments, titles, numbers, addresses | 010231 | 0 Years after superceded, obsolete, or rescinded | Non-confidential destruction |
| Employee Health Certificates | Certificates and reports of health | 010239 | 3 Years after event | Confidential destruction |
| Employee Health Records | Assessments, clearance, release, other | 010232 | 30 Years after separation | Confidential destruction |
| Employee Personnel Records: Long Term | Dates, contact, history, termination | 010233 | 50 Years after separation | Confidential destruction |
General Schedule No. 19 - County and Municipal Governments - Administrative Records
| Records Series Title and Description | Type of Record | Series | Scheduled Retention and Disposition | Disposition method |
|---|---|---|---|---|
| Agenda and Supporting Documentation files | Materials reviewed, items presented | 010024 | 3 Years after end of calendar year. | Non-confidential destruction |
| Citizen complaint files | Investigations, finding, responses | 010004 | 1 Year after last action. | Confidential destruction |
| Citizen petitions | Petition, research, responses | 010005 | Permanent, In Agency | |
| Drafts | Drafts created composing records | 200102 | 0 Years after superceded, obsolete, or rescinded | Non-confidential destruction |
| E-Rate Program (After June 30, 2015) | Documentation, reports, bills, receipts | 200426 | 10 Years after last action | Non-confidential destruction |
| Grant Records: Funded | Approval, completion, conformance | 010051 | 5 Years after project completion | Confidential destruction |
| Grant Records: Unfunded | Application, budget, denial | 000182 | 1 year after decision | Non-confidential destruction |
| History files | Scrapbooks, photos, articles, histories | 010064 | Permanent, Archives | |
| Investigative reports | Investigations | 010058 | 3 Years after last action | Non-confidential destruction |
| Minutes (Governing Board) | Minutes, indexes to minutes | 010029 | Permanent, In Agency | |
| Photographs (Not historically significant) | Photos, images, slides | 010075 | 0 Years after no longer administratively useful | Non-confidential destruction |
| Surveys: Administrative | Surveys | 010105 | 2 Years after end of calendar year | Non-confidential destruction |
| Vacation or work schedules | Time off | 010109 | 2 Years after end of calendar year | Non-confidential destruction |
General Schedule No. 22 - County and Municipal Governments - Public Library
| Records Series Title and Description | Type of Record | Series | Scheduled Retention and Disposition | Disposition method |
|---|---|---|---|---|
| Collection Catalog | Creation, circulation records | 005638 | 0 Years after superceded, obsolete, or rescinded | Non-confidential destruction |
| Control logs | Signups for SRP, computers, etc | 005642 | 0 Years after superceded, obsolete, or rescinded | Confidential destruction |
| Facility Use Records | Meeting room calendars, signup forms | 005643 | 0 Years after superceded, obsolete, or rescinded | Non-confidential destruction |
| Interlibrary Loan Records | Request, response, documentation | 200154 | 0 Years after superceded, obsolete, or rescinded | Non-confidential destruction |
| Patron records | Card applications, borrowing History | 005653 | 3 Years after last action | Confidential destruction |
| Public Access Restrictions | Internet use policies, banned patrons | 005654 | 3 Years after superseded, obsolete, or rescinded | Confidential destruction |
| Usage Statistics | Bibliostat, other usage statistics | 005657 | 1 Years after end of calendar year | Non-confidential destruction |