UNIVERSITY OF WISCONSIN River Falls

Circulation

UWLIB122
CIRCULATION RECORDS-PATRON HISTORY

Records documenting the borrowing of circulating library materials by qualified patrons. This series may include but is not limited to: the name and identification of the borrower; the titles of materials borrowed; the due date; overdue and fine payment notations; and related documentation and correspondence.This series is confidential.

Retention Time Period
Original: Destroy confidentially when item is returned safely to the satisfaction of circulation staff

UWLIB123
CIRCULATION RECORDS-ITEM HISTORY

Records documenting the borrowing of circulating library materials by qualified patrons. This series may include but is not limited to: the titles of materials borrowed; the length of time borrowed; and related documentation and correspondence. Note these records do NOT contain information regarding the individuals who had borrowed the item.

Retention Time Period
Original: Destroy when item no longer needed for administrative purposes.

UWLIB124
OVERDUE AND COURTESY NOTICES

These notices are sent to patrons to remind them to return borrowed items. Notices may be generated manually or automatically by an information system.This series is confidential.

Retention Time Period
Original: Destroy confidentially when item is returned, fines are paid or item is written off per library policy.

UWLIB125
TRANSFER OF PATRONS RECORDS TO COLLECTION AGENCIES

Records produced after patrons fail to pay library fines or fees. Records may affect a patron's credit rating for a period of six years; therefore, they must be retained for a time period of no less than six years.This series is confidential

Retention Time Period
Original: Date records are transferred regardless if they are eventually paid or unpaid+ six years and thereafter destroy confidentially

UWLIB126
PATRON REGISTRATION (LIBRARY), USER AGREEMENTS, CHECKOUT FORMS

Records related to registration of patrons, including but not limited to: user agreements regarding the use of library resources and facilities, including those for intertype library consortium users; checkout forms regarding the names of borrowed resources and due dates for their return; or the forms by which patrons request and receive interlibrary loans of materials.This series is confidential

Retention Time Period
Original: Completion of transaction or expiration of agreement + a minimum of two weeks and thereafter destroy confidentially.

UWLIB127
SEARCH/HOLD/RETRIEVAL REQUESTS

Records created by library patrons asking library staff to find a missing item or retrieve and place a hold on an item. Record may include the name of the patron, contact information, campus ID number and bibliographic information regarding the title.This series is confidential.

Retention Time Period
Original: Keep until search/hold is resolved then destroy confidentially

UWLIB128
RESOLVED SEARCH LISTS

Cumulative list of resolved title searches for each academic year, includes only date, bibliographic information, and how the search was resolved.

Retention Time Period
Original: Academic year + one year then destroy

UWLIB129
STACK MANAGEMENT RECORDS

Records created in the process of managing book and multi-media stacks. Records may include measurements of free space, shelf reading materials, shelving accuracy statistics, and other records created in the shelving and shifting of collections.

Retention Time Period
Original: Academic year + five years then destroy
Copies: Destroy when no longer needed