[Publib] Retention of borrower applications

[Rebecca Bronson]

We keep our library card applications for five years, then have staff shred
them. But you might check with your governing locality and/or state library
for guidance on records retention. To my knowledge, we have only needed to
refer to older apps on a handful of occasions, but you need them when you
need them (to prove someone really did sign for a card if they've scammed
out on a lot of materials, prove that a parent signed their kid's internet
permission slip, etc.).

Rebecca Bronson
Reference Librarian
Handley Regional Library
P.O. Box 1300
Stephens City, VA  22655
540-869-9000 (voice)
540-869-9001 (fax)

www.hrl.lib.state.va.us

  -----Original Message-----
  From: publib-bounces at webjunction.org
[mailto:publib-bounces at webjunction.org]On Behalf Of George Hazelton
  Sent: Wednesday, May 24, 2006 2:31 PM
  To: publib at webjunction.org
  Cc: 'Carolyn Fuller'
  Subject: [Publib] Retention of borrower applications


  I query the mass mind!



  Since we changed our automation system in late 1999 and reregistered
everyone, we have accumulated over 50,000 8 1/2 x 11 completed applications.
These take considerable storage space and consume staff time in filing.
Confidentiality concerns prohibit volunteers from handling these records.
All information on these forms, save the applicant's signature, is
duplicated on the computer borrower record.



  On rare occasions we have referred to the paper records for signature
comparisons.  Other than that use they just sit there.



  How long do you out there keep such records?  Do you have a retention
policy, or are they preserved until the heat death of the universe?



  Inquiring minds want to know!



  Thanks!



  George Hazelton
  Assistant Director
  Henry County Library System
  1001 Florence McGarity Pkwy
  McDonough, GA  30252
  Phone:  770-954-2806
  FAX:    770-954-2808
  email:    ghazelton at mail.henry.public.lib.ga.us


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