[Publib] Retention of borrower applications

[Sue Baldwin]

Hi,

We were told by our City Attorney that we have to keep our applications
forever. So, we have now arranged with our IT dept. to image our
applications and we maintain the database and add the file names. We plan on
keeping the paper copies for the current fiscal year and will then shred. It
has already come ion handy with a patron we sent to the Collection Agency
who claimed she never had a card. We were able to retrieve her application
with the signature. I think it will also help with showing a parent gave
Internet permission as well. 

Thanks, Sue

Sue Baldwin
Senior Librarian, Technology & Electronic Access
Newport News Public Library System
700 Town Center Drive Suite 300
Newport News, VA 23606
757-926-1350 voice
757-926-1365 fax
sbaldwin at nngov.com
  _____  

From: publib-bounces at webjunction.org [mailto:publib-bounces at webjunction.org]
On Behalf Of George Hazelton
Sent: Wednesday, May 24, 2006 1:31 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!