Record Retention

1.1 Basis for Schedule

The Library retains original documents and materials for business, historical, financial, and legal purposes. When describing documents, this retention policy refers to original documents that are primarily classified as public records unless otherwise noted. Library Administration created this retention schedule to be in line with the Utah General Retention Schedule created by the Utah Division of Archives and Records Service.

 

1.2 Determining Retention

The Utah General Retention Schedule provides specific guidelines for the retention of most government documents and materials. For records that are specific to the function of a library rather than other government entities, the Library has determined the retention based on both its needs and existing statutes. The Utah State Archives keeps a copy of the City Library’s retention schedule and the Library keeps this agency informed of any changes to its retention policy.

 

The determination as to whether a document should be retained is based on its content rather than its format. Email, paper documents, recordings, and other media are retainable. This policy shall be used as a guideline for all record formats.

 

1.3 Staff Responsibility

Employees are responsible for following the Library’s retention policy and making certain that documents and materials are retained according to the approved schedules. Paper documents should be filed and arranged so that they may be easily accessed when necessary. Patron and staff privacy shall be respected in disposing of any documents not being retained or destroyed.

 

1.4 Email

Generally, email messages are transitory documents which should be deleted when no longer useful. However, the content of some email documents may make them retainable records.

Email messages that are typically records include:

  • Personnel matters such as any discussion of employee performance; wages; timesheets; disciplinary action; promotion; personal injury.

  • Replies to or discussion of patron complaints.

  • Any email leading to policy, budget, or purchasing decisions.

  • Discussions of health and safety issues.

  • Discussions of staff or patron behavior.

  • Discussions of legal or financial matters.

 

The author of an email is responsible for its retention, although there may be some exceptions. This policy provides a detailed list of specific documents that should be retained and it should be used in making the decision as to whether a document is a retainable record. The executive assistant may be consulted.

 

Email may be retained in hardcopy, electronically, or by a combination of these two means. Email records are subject to the same accessibility requirements as any other public record. IT staff can provide assistance in saving email electronically.

 

1.5 Privacy

Private information within a public record may be redacted prior to the release of that record. Unless classified as public, an individual’s home address, home telephone number, or personal telephone number are considered protected information. UCA 63-2-305 (51). Records of publicly funded libraries that, when examined alone or with other records, identify a patron are considered private. UCA 63-2-302(1)(c).

Approved by Library Board of Directors 12/18/2023

 

View the Record Retention Schedule Here

 

 

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