Records Retention General Schedule

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Records RetentionGeneral Schedule 17Michigan
Public Libraries

• James C. Seidl
• Director
• jseidl_at_monroe.lib.mi.us

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Public Records

• Section 491 of the Michigan Penal Code (MCL
  750.491) declares that all official books,
  papers, and records created by (or received in)
  any office or agency of the political
  subdivisions of the state of Michigan are
  considered public property belonging to the
  people of the state.
• http//www.michigan.gov/recordsmanagement

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Managing Electronic Records

• Public records are created in a variety of
  formats, and increasingly they are created using
  computers. Agencies that create electronic
  records are responsible for ensuring that these
  records remain accessible for their retention
  period, even if the original technology becomes
  obsolete.

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General and Agency Specific Schedules

• Covers records that are common to a particular
  type of local government agency. General
  schedules may not address every single record
  that a particular agency may have in its
  possession. General schedules do not mandate
  that any of the records listed on the schedule be
  created. However if they are created in the
  normal course of business, the schedule
  establishes a retention period for them. Public
  Libraries Schedule 17
• Any record that is not covered by a general
  schedule must be listed on an agency specific
  schedule. These schedules cover records that
  are unique to a particular local government
  agency. Agency-specific schedules always
  supersede general schedules and may not be used
  by another agency.

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Definitions of Retention Codes

• The retention codes that appear are used to
  establish how long records are retained by the
  creating agency before they are destroyed.
  
• In addition to the retention code, a period of
  time, year, and or months can be used in the
  calculation. Years are expressed as whole
  numbers and months are expressed as fractions
  0/6 represents 6 months.

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Definitions of Retention Codes

• ACT Active
• An active code is usually assigned to records
  that are case or project related. The records
  are retained until the case or project is
  closed. (Registration Forms)
• CR Creation
• A creation code is assigned to records when a
  definitive retention period can be assigned. The
  retention period is usually based on a calendar
  year and where there are no conditions that must
  be met. (Budget-Doc)

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EXP Expiration An expiration code is typically
assigned to contracts, grants or other types
of agreements that must be retained until an
expiration date or other legal condition has been
met. (Union Contract Negotiation Files)
FY Fiscal Year A fiscal year code is similar to
a CR code. The code is assigned to records when
a definitive retention period can be assigned,
however the retention is based on a fiscal year
rather than a calendar year. (Monthly Financial
Reports)
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SUP Superseded A superseded code is typically a
ssigned to records that are updated or revised at
various times during the records lifetime.
(Backup tapes) EVT Event Event codes are assig
ned to records when a retention period is based
on a future action or condition. We use this
code when we know that a future action or
condition will be met, but we dont know exactly
when it will happen. (Computer Use Schedules)
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DISP Immediate Disposal Immediate disposal is a
retention code that is used when an agency
requires an authorization to destroy obsolete
records upon the approval of their records
retention and disposal schedule.
PERM Permanent These records are not authorized
for destruction at any point in time, and will
be retained in the custody of the creating
agency. (Bylaws, Policies)
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Board of Directors17.001-17.005 (p1-2)

• Bylaws PERM
• Policies, Procedures, Directives PERM
• Annual Reports PERM
• Meeting RecordsOpen sessions PERM
• Meeting RecordsClosed Sessions EVT
• Closed session meeting records shall be
  destroyed 1 year, plus 1 day from the date
  that the meeting minutes are approved.

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Administration17.006-17.019 (p5-7)

• Administration-General Correspondence CR2
• Director/Assistant Directors reports CR7
• Administrative Subject Files ACT5
• Meeting Records-Internal Staff CR2
• Planners/Calendars CR2
• Donor Files-Monetary Donations CR7
• Donor Files-Property Donations ACT
• 12. Friends of the Library Files ACT
• 13. Annual Reports to the LM CR10
• 14. Grant Files ACT

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Administration17.006-17.019 (p5-7)

• 15. Millage Records CR6
• 16. Accident Reports/Claims CR7
• 17. Patron Disciplinary Files ACT5
• 18. Strategic Planning-Develop Doc SUP
• 19. Strategic Planning-Final Approved Doc PERM
• 20. Freedom of Information Act FOIA CR1

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Finance17.020-17.045 (p8-11)

• 20. Final Annual Budget CR10
• 21. Budget Documentation CR5
• 22. Annual Financial Report/Audit CR10
• 23. Monthly Financial Reports FY7
• 24. Account Payable/Receivable FY7
• 25. Journal Entries/General Ledger FY7
• 26. Balance Sheet FY7
• 27. Deposit Slips and Cancelled checks FY7
• 28. Invoices FY7
• 29. Purchase/Order Records FY7

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Finance17.020-17.045 (p8-11)

• 30. Sales Records FY7
• 31. Cash Receipts FY6
• 32. Petty Cash Vouchers FY7
• 33. Bank Statements Reconciliations FY6
• 34. Contracts EXP6
• 35. Leases EXP6
• 36. Legal Opinions PERM
• 37. Litigation Files ACT5
• 38. Annual Inventory and Depreciation Sch FY7
• 39. State Tax Returns FY7

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Finance17.020-17.045 (p8-11)

• 40. Payroll Deduction/Liability Records FY7
• 41. Insurance EXP6
• 42. Bids Not Awarded CR7
• 43. W-2 Forms FY6
• 44. Employer Contributions to Retirement FY7
• 45. Payroll Summaries FY7

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Facilities Management17.046-17052 (p11)

• 46. Blueprints/Building Plans PERM
• 47. Licenses and Permits EXP1
• 48. Inspection Reports ACT
• 49. Hazardous Materials Safety Data Sheet ACT30
• 50. Security Log CR3
• 51. Surveillance Tapes CR0/2
• 52. Vehicle Files ACT

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Human Resources17.053-17.070 (p12-15)

• 54. Personnel Files
• Retirement, Leave, and Life Ins ACT40
• Application, Hiring, Salary, and Position ACT7
• Withholding Forms SUP6
• Health Plans SUP1
• Union Membership ACT
• Electronic Funds Transfer ACT1
• 55. I-9 File (Immigration) EVT3
• 56. Staff Work Schedules ACT2
• 57. Time and Attendance CR7

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Human Resources17.053-17.070 (p12-15)

• 58. Vacation Sick Leave FY7
• 59. Time OFF/Vacation Requests FY1
• 60. Employee Injury Records-Exposure ACT30
• 61. Employee Injury Records-Non Exposure ACT7
• 62. Grievances ACT7
• 63. Union Contract Negotiation Files EXP3
• 64. Staff Newsletter ACT
• 65. Job Applications-Not Interviewed/hired CR1
• 66. Job Applications-Interviewed/not hired CR2
• 67. Workers Disability Compensation ACT10

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Human Resources17.053-17.070 (p12-15)

• 68. Job Descriptions SUP
• 69. Volunteer/Sub Employee Personnel ACT
• 70. Continuing Education ACT

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Information Technology17.071-17.079 (p15-16)

• 71. User Accounts ACT
• 72. Electronic Equipment Inventory ACT
• 73. Network Drop Map/Schematic ACT
• 74. Integrated Library System SUP
• 75. Back-up Tapes SUP
• 76. Software Guides ACT
• 77. Web/Intranet Files ACT
• 78. Web Server and Router ACT
• 79. Library/Cooperative Website ACT

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Support Services17.080-17.096 (p.16-18)

• 80. Order Records CR7
• 81. Magazine Order Records ACT
• 82. Memorials Book Donations ACT
• 83. Shelf List Act
• 84. Circulation Cards ACT
• 85. Bibliographic Records ACT
• 86. Item Level Records ACT
• 87. Authority Files ACT
• 88. Patron Registration Forms ACT
• 89. Patron Database ACT

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Support Services17.080-17.096 (p.16-18)

• 90. Internet Use Agreements ACT
• 91. Computer Use Schedules EVT
• 92. Overdue Notices ACT
• 93. Overdue/Fine Records ACT
• 94. Interlibrary Loan Records ACT
• 95. Monthly Circulation Reports CR5
• 96. Reference Statistics ACT

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Programming and Publicity17.097-17.105 (p18-19)

• 97. Publicity,Design, Production Req CR1
• 98. Publicity and Programming Files CR3
• 99. Mailing Lists ACT
• 100. Photographs ACT
• 101. Contest Entry Forms ACT0/1
• 102. Exhibit Files EVT3
• 103. Library Publicity Historical Files PERM
• 104. Library Newsletters PERM
• 105. Press Releases ACT

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Local History Collection17.106-17.109 (p19-20)

• 106. Donor Files PERM
• 107. Accession Records PERM
• 108. Processing Files PERM
• 109. Finding Aids ACT