RECORD RETENTION AND DISPOSTION SCHEDULE

DEPARTMENT: State of New Jersey Four Year College

DIVISION: Academic Affairs

BUREAU: Library

Records
Series #

Record Title & Description

Retain In

Disposition

Agency

Records Center

0001-0000

Academic Subjects On-Line Search Services Log
On-line system that researches academic subjects. Contains: name, date, course, and pages printed.

1 year

0002-0000

Application for Courtesy Library Card

As updated upon expiration of card

0003-0000

Bindery Card- Newspaper and Periodicals
Contains: name, date, publisher, date sent to bindery, and date returned.

Until material is returned from bindery

0004-0000

Card Catalog
Index card containing: title, author, publisher, date, call number, Library of Congress number, and text description.

As updated

0005-0000

Cash Drawer Count – Overdue and Lost Books

7 years

0006-0000

Circulation Pick-Up Schedule Schedule of book pick-ups throughout the library.

Periodic review

0007-0000

Circulation Statistics – On-Line and Manual
Contains: date, Dewey Decimal System classification, and statistics.

3 years

0008-0000

Claim’s Returned-Lost Books
Reorder form for lost books.

3 years

0009-0000

Copy Machine Refunds

7 years

0010-0000

Daily Copy Service Charges-Departmental
Contains: name, number of copies, department, charge, and authorized signature.

7 years

0011-0000

Daily Fine Receipt Tally
Contains: amount, transaction number, and total.

7 years

0012-0000

Daily Reserved Books Count

1 year

0013-0000

Departmental Expense Account for Library Services

7 years

0014-0000

Duplication Account (copy)
Contains: departmental, account number, monthly charges, prior monthly charge, and year to date charge. Original is maintained in the Bursar’s Office.

3 years

0015-0000

Faculty Loan Slip-Periodicals
Contains: periodical name, volume, faculty name, department, telephone, date, return date, and faculty and periodical librarian signature.

1 year after return

0016-0000

Fine Receipt – Lost Book (copy)
Payment statement for lost book. Original is retained in the Bursar’s Office and a copy is sent to the student.

3 years

0017-0000

Fine Receipt-Small Fine
Payment statement for book fine. Copy is kept by the student.

7 years

0018-0000

Fines Collection Report (copy)
Contains: collection period, check date, number, name, amount and total; cash total; Bursar’s Office total and receipt number; and librarian’s signature. Original is kept by the Bursar’s Office.

3 years

0019-0000

Interlibrary Loan Activity Report
Year to date and monthly statistical account of request initiated, canceled, filled, unfilled and turnaround time.

3 years

0020-0000

Interlibrary Loan Book Info Sheet
Printout of data about book on loan from another library or on loan to another library. Contains: text file, publisher, location, library type, date, and code number.

As updated

0021-0000

Interlibrary Loan Request-Interlibrary Loan System and New Jersey State Library
Contains: borrower’s name, signature, address, phone, status, and social security number, text title, publisher, and date. Copy is retained by the borrower.

1 year

0022-0000

Library Book "Truck" Signed-Out Sheet

Periodic Review

0023-0000

Library Orientation Schedule-Class Visits

As updated

0024-0000

Listening Room Overdue or Lost Book or Record Fine
Copy is kept by the student.

7 years

00025-0000

Material Circulation Statistics
Monthly and semester statistics of materials borrowed contains: amount referenced and subject to classification.

3 years

00026-0000

Monthly Statistics
Statistics pertaining to overdue, finals, bills, recalls and hold books.

3 years

00027-0000

On-Line Database Search
Contains vendor information, types of searches, searches, search, charges, department, account, number.

3 years

00028-0000

Overdue Book Reminder
Copy is retained by student. Payment is recorded in payment statement.

1 year after payment

00029-0000

Patron Registration-"Temporary" or "Permanent" Card

As updated upon expiration date on card

00030-0000  

Patron Statistics
Contains: date, academic level and program, and statistics.

3 years

00031-0000

Reference Desk Schedule
Weekly schedule of librarian working at the reference desk.

As updated

00032-0000

Reference Librarian List

As updated

00033-0000

Report of Money Collected for Fines and Lost Books (copy)
Transmittal of monies collected which is sent to the Bursar’s Office. Original is kept in the Bursar’s Office.

3 years

00034-0000

Request for Depositors’ Borrowing Privileges Application and Fee
Request for library usage, from outsiders, for thesis and/or dissertation research.

7 years

00035-0000

Request For Princeton University Library Access Card Application
Request to library access, for research work, at Princeton University Library.

7 years fine is charged otherwise 1 year

00036-0000

Search Questionnaire
Questionnaire distributed throughout campus of effectiveness of academic search program.

Periodic review

00037-0000

Search Service Charge Invoice
Copies are retained by patron and Business Service Office.

7 years

00038-0000

Semester Text Reserve List
Contains: Instructor’s name; course title; and text call number, author and title.

1 year

00039-0000

Text Acquisition Request
Contains: title, author, publisher, year or volume, and catalog number. Copy is retained by Business Service Office.

7 years

00040-0000

Text Order Card
Contains: accession number, date ordered and received, dealer, number of copies, cost, classification and Library of Congress number, title, edition/series, place/publisher, veer, list price, and signature of recommendation and approval, data is used for card catalog file.

As updated