UNIVERSITY OF WISCONSIN River Falls

Special Collections

Special collections departments include any archival, rare books or similar divisions of UW System libraries that based on circulation policies, require additional security procedures for the use of research collections. These divisions frequently deal with more substantial research and reference questions due to their specialized material.

UWLIB114
SPECIAL COLLECTIONS - ANNUAL REGISTRATION FORMS

Annual documents created by special collections patrons to capture information for security and to acquaint patrons with department rules and regulations. Records may contain patron name, address, phone number, email address, patron type, reason for research, and the signature of the individual as a record of them agreeing to the rules of the reading room. These documents may contain driver license, student, military, Passport or similar identification numbers.This series is confidential.

Retention Time Period
Original: Fiscal Year + 10 additional years and thereafter destroy confidentially.

UWLIB115
SPECIAL COLLECTIONS - DAILY REGISTRATION RECORDS

These records document each patron's daily use of the special collection department by capturing their name, the records may also include the city of the patron's residence, and the date and times of their use of the facility.

Retention Time Period
Original: Fiscal Year + 10 additional years and thereafter destroy.

UWLIB116
SPECIAL COLLECTIONS – ANNUAL STATISTICS

Statistical record created annually to share with other System partners. Records include, but are not limited to, annual head count, off-site substantive reference requests provided, hours of week opened, or archival transfers in the Area Research Center System.

Retention Time Period
Original: Fiscal Year + 10 additional years and thereafter destroy.
Copies: Destroy when no longer needed

UWLIB117
SPECIAL COLLECTIONS – CALL SLIPS

Call slips, collections used forms, or similar records that record the materials used by patrons in the special collections department. Records may include the name of the individual, date of use, reason for use and bibliographic information regarding the collection.This series is confidential.

Retention Time Period
Original: Retain front signed copy (if using carbon form) fiscal year + 10 additional years and thereafter destroy confidentially.
Copies: Destroy confidentially when no longer needed.

UWLIB118
SPECIAL COLLECTIONS – TRANSFER FORMS

Forms used to process shipments of archival materials through the Area Research Center network. The triplicate forms act as a shipping list and are used to confirm shipments. Patron information is NOT included on these documents.Retention Time PeriodOriginal: Fiscal year + 10 additional years and thereafter destroy.

UWLIB119
SPECIAL COLLECTIONS – REFERENCE/RESEARCH REQUESTS & RESPONSES

Records documenting off-site reference and research services by special collections staff. Collection includes requests made in writing, emailed, or transcribed from telephone calls and the response from the special collections staff.This series is confidential.

Retention Time Period
Original: Fiscal Year + 1 additional year and thereafter destroy confidentially.

UWLIB120
SPECIAL COLLECTIONS - DONOR FILES

These files document the donation of materials to an archival collection. They may include a signed deed of gift, any correspondence pertaining to the donation, a list of the contents of the collection, and donor contact information.This series may contain confidential records.

Retention Time Period
Original: PERMANENT

UWLIB121
SPECIAL COLLECTIONS – ACCESSION, DEACCESSION, AND PROCESSING RECORDS

These records document the transfer of legal and physical custody of materials to and from the local history collection. It may include the date of transfer, name of and brief biographical information about the donor/creator, a brief description of the extent and contents of each box/container, documentation transferring intellectual property rights to the library, the accession number of the collection, information about the acquisition price and existence of copies, any restrictions on use of the collection, notes, and the date that a letter of acknowledgement was sent. These files may also contain information about what is retained or de-accessioned during the processing of each collection that has been accessioned.

Retention Time Period
Original: PERMANENT