UNIVERSITY OF WISCONSIN River Falls

Library

Circulation and Interlending

RDA #
/Status
Record Series Title and Description  Medium
for
Record
Storage
 PII Registry
Exempt
Confidential
Access
Restricted
Minimum
Retention/
Disposition /Event
UWLIB122
Amended
Circulation Records
Records documenting the borrowing of circulating library materials by qualified patrons. This series may include but is not limited to: bibliographic information of item, the name and identification of the borrower; the titles of materials borrowed; the length of time borrowed; the due date; overdue and fine payment notations; and related documentation and correspondence. Circulation records are kept for the duration of a patron's status as an authorized borrower as a courtesy to patrons interested in their borrowing history.
Circulation records are handled by the Alma integrated library system. Alma migrates circulation records into its analytics database.These records are scheduled under UWLIB147 for longer retention.
Electronic
Format
Yes No Yes
Patron
records
protected
per Wis.
Stat
§43.30
(1)(m), (2)
Retention:
EVENT + 1
year destroy
Event=   Patron
record's
expiration  date
Disposition:
destroy
confidential
UWLIB124
Renewed
Patron Circulation Correspondence
Records of any patron communication generated through the integrated library system or by staff regarding circulation issues. These notices are sent most often to patrons to remind them to return borrowed items.
Paper or
Electronic
Format
Yes No Yes
Patron
records
protected
per Wis.
Stat
§43.30
(1)(m), (2)
Retention:
EVENT + 1 year
Event= Date
sent
Disposition:
destroy
confidential
UWLIB125
Renewed
Patron Registration Form / User Agreements (Library)
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. Typically these serve as source documents for patron database.
Paper or
Electronic
Format
Yes No Yes
Patron
records
protected
per Wis.
Stat
§43.30
(1)(m), (2)
Retention:
EVENT + 2
weeks.
Event=
Completion of
first circulation
transaction or
expiration of
agreement.
Disposition:
destroy
confidential
UWLIB127
Renewed
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.
Paper or
Electronic
Format
Yes No Yes
Patron
records
protected
per Wis.
Stat
§43.30
(1)(m), (2)
Retention:
EVENT and
destroy
Event=Date
search/hold is
resolved.
Disposition:
destroy
confidential
UWLIB128
Renewed
Resolved Search Lists
Cumulative list of resolved title searches for each academic year, includes only date, bibliographic information, and how the search was resolved.
Paper or
Electronic
Format
No -- No Retention:
EVENT + 1
year
Event=End of
academic year
Disposition:
destroy
UWLIB129
Renewed
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.
Paper or
Electronic
Format
No -- No Retention:
EVENT and
destroy
Event=When
no longer
needed
Disposition:
destroy
UWLIB145
New
Patron Record
Records created within the library automated system that indicate name, address, major, class standing, etc. of library patrons. System allows for patrons of different user types including students, staff, and community members. New schedule added due to omission in previous GRS.
Electronic
Format
Yes No Yes
Patron
records
protected
per Wis.
Stat
§43.30
(1)(m), (2)
Retention:
EVENT + 3
years
Event=Date of
last attendance, last day of
employment, or expiration of user agreement
Disposition:
destroy
confidential
UWLIB146
New
Library Bibliographic Record
Shared system catalog records of all library research materials
considered part of the library collection including books, media,
archival, and special collection materials. Records include descriptive metadata on each item. New schedule added due to omission in previous GRS.
Electronic
Format
No No No Retention:
EVENT and
destroy.
Event=Date
last copy of
item is
withdrawn from use.
Disposition:
destroy
UWLIB147
New
Analytics Records
Records of both incomplete and completed circulation and interlending actions created by the library automated system (Alma) that are migrated into a separate database for purpose of statistical analysis. The records include patron data as well as bibliographic. Alma Analytics records are kept 10 years to provide better collection security for special collections materials. New schedule added due to new functionality of the new library automated system (Alma)
Electronic
Format
Yes No Yes
Patron
records
protected
per Wis.
Stat
§43.30
(1)(m), (2)
Retention:
EVENT + 10
years.
Event=Date
item is returned
to the
satisfaction of
staff members.
Disposition:
destroy
confidential
UWLIB130
Amended
Interlending Records
Records that track the request, shipping and return of library and archival items with other libraries through Interlibrary Loan and UW System borrowing and similar systems. Records may include but are not limited to, requests for materials, receipts, patron signed forms, routing slips and other records created in the borrowing and lending process. Records indicate when and where the library item was sent, when it is due back, and when it was returned. Records for materials interlended through UW System are handled by the Alma integrated library system. Alma migrates interlending records into its analytics database. These records are scheduled under UWLIB147 for longer retention.
Electronic
Format
Yes No Yes
Patron
records
protected
per Wis.
Stat
§43.30
(1)(m), (2)
Retention:
EVENT + 1
year
Event= Date
item is returned
or is otherwise
completed
Disposition:
destroy
confidential
UWLIB133
Renewed
Patron Information Update Records
Series pertaining to the updating of library patron records and may include user name, demographic data, NetID, or UW-ID. Records are kept for two weeks to facilitate troubleshooting or to document
possible abuse and then destroyed confidentially.
Electronic
Format
Yes No Yes
Patron
records
protected
per Wis.
Stat
§43.30
(1)(m), (2)
Retention:
CR + 2 weeks
Disposition:
destroy
confidential