[ILL-L] retention of paper records

[Tom Bruno]

Hi Paul,

We've just had a visit from our University Records Management Office, and
you are absolutely correct in your reading of the CONTU guidelines:  fours
years, including the current year and the three previous entire calendar
years.  As for paper borrowing requests, once you've entered that
information into an electronic database (ILLiad, Clio, what have you), you
may discard those originals at your leisure.

Regards,
Tom Bruno
Head of Interlibrary Loan
Widener Library
Harvard University

2008/2/19 Document Delivery <DocDelivery at iona.edu>:

>  We keep the files electronically for the most part also. When we get a
> request through the mail, I enter it into Clio manually - can you do that in
> ILLiad? Ed.
>
>
> Edward Helmrich
> ILL Office
> Ryan Library
> Iona College VXI
> 914-633-2352
> docdelivery at iona.edu
>
>
>  ------------------------------
> *From:* ill-l-bounces at webjunction.org [mailto:
> ill-l-bounces at webjunction.org] *On Behalf Of *Paul Drake
> *Sent:* Tuesday, February 19, 2008 8:52 AM
> *To:* 'Interlibrary Loan Listserv'
> *Subject:* [ILL-L] retention of paper records
>
>  Good morning,
>
>
>
> To make sure I'm covering all the bases, I'm throwing out the topic of
> keeping paper records for borrowing ILL requests.
>
>
>
>
>
> I'm working on reducing paper files and paper filing work – our grad
> assistant is almost finished interfiling the 2007 borrowing copy sheets into
> copyright files. On the lending side, we retain no paper records, except
> copies of lost item invoices. I have eliminated the not filled borrowing
> paper file.
>
>
>
> My next step is to eliminate the paper copyright files.
>
>
>
>
>
> According to the CONTU guidelines:
>
>
>
> 4. 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.
>
>
>
> ILLiad retains record of all transactions.
>
>
>
> Almost 99.9% of our borrowing photocopy requests arrive electronically. In
> all of 2007, there are three paper forms, with the person's signature.
>
>
>
>
>
>
>
> So I have no reason to maintain the paper files.
>
>
>
>
>
>
>
>
>
> Paul B. Drake
>
> Interlibrary Loan Librarian
>
> Frazar Memorial Library
>
> McNeese State University (LHA)
>
> Lake Charles LA 70609
>
> 337.475.5726      pdrake at mcneese.edu
>
>
>
> McNeese State University - *Excellence with a Personal Touch*
>
>
>
>
>
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>
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