[ILL-L] Paperwork Retention vs. Patron Privacy

[Jones, Alison R.]

Hmm... would the fact that OCLC WRS now can pull up old records count
for holding records for 3 years?  I'll probably continue to hold for 3
calendar years plus the current year in paper (with patron names blacked
out) just incase because now that I finally got the records from
previous years straightened out, its really not that bad to just toss
things in the appropriate folder (at least for an ILL operation of our
size) but I would be curious to know whether having the records in WRS
would satisfy the CONTU guidelines...

Alison

Alison Jones
Public Services Librarian
Baptist College of Florida
-----Original Message-----
From: ill-l-bounces at webjunction.org
[mailto:ill-l-bounces at webjunction.org] On Behalf Of INTERLIBRARY LOAN
Office
Sent: Tuesday, April 01, 2008 6:21 PM
To: Interlibrary Loan Listserv
Subject: Re: [ILL-L] Paperwork Retention vs. Patron Privacy

The only "legal" standard that I know of is in the CONTU guidelines
(which are not, actually, law, but which most people treat as such),
which state that you have to retain "records" of CONTU-related requests
(CCG requests) for three complete calendar years:  

"The requesting entity shall maintain records of all requests made by it
for copies or phonorecords of any materials to which these guidelines
apply and shall maintain records of the fulfillment of such requests,
which records shall be retained until the end of the third complete
calendar year after the end of the calendar year in which the respective
request shall have been made."

I suppose, though I hadn't thought about it before, that you don't have
to retain the actual requests, just records of the requests (database or
spreadsheet) which you could keep without any patron identifying
information included.

Mike Grossman


Interlibrary Loan Office
Duluth Public Library (DUD)
520 West Superior St.
Duluth MN 55802
ph: 218-730-4228; fax: 218-723-3815; e-mail: interlib at duluth.lib.mn.us

>>> "Lynn Melchor" <lmelchor at elon.edu> 4/1/2008 2:22 PM >>>
We have been retaining ILL request paperwork for the number of years
suggested by the ILL Code.

However, I've heard libraries mention they discard requests at the end
of the year, due to patron privacy issues.

Does anyone discard their requests frequently, and has it caused any
problems?

 

Thanks for your input!

Lynn Melchor

ILL Coordinator

Elon University (NEO)




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