Schedule No. 70 Library and Museum Records

Print this records schedule

Issued: July 2012

General Description: Records relating to library and museum or Denver history operations.

No record may be destroyed under this General Retention Schedule without the approval from the Records Department and the City and County of Denver’s Records Manager. Additionally, no record may be destroyed if the record is subject to an active litigation hold (refer to Executive Order 143-C). For additional information about the records program or records retention refer to Executive Order 143-B. The Records Management Program Policies and Procedures Manual for instruction about records creation, management, and disposition of individual records. The minimum retention periods specified in this schedule apply to the information contained within the record, regardless of the format of the record (paper, microfilm, electronic, etc.). Each agency must decide on the format for retention of each type of record, ensuring authenticity, readability, and accessibility for the entire retention period. Duplicate copies are NOT records. Copies that are created for administrative, convenience, reference or other purpose are NOT records and should be retained only until no longer useful. Electronic Records and Data must remain accessible, authentic, reliable, and useable through any kind of system change, update, or system end of life for the entire period of its retention, which shall be defined by information-type, as presented in this General Retention Schedule. Provided the data is an accurate representation of the information contained in the source documents from which the data was derived, the source documents need not be retained unless they contain other record information not contained in the electronic repository.

70.10 LIBRARY RECORDS

Records pertaining to the operation of Denver Public library. [CRS 24-90-109]

  1. Catalogs

    Finding aids in card or computer form that provide patrons with access to library holdings.

    Retention: Until superseded

  2. Gift Register

    Retention: Permanent

  3. Interlibrary Loan Transactions/Reciprocal Borrowing Sheets

    Retention: 3 years

  4. Patrons' Registration Forms

    Retention: 6 years

  5. User Records

    Records of use of specific library materials by individual patron. [CRS 24-90-119 addresses privacy of library user records]

    Retention: 3 years

70.11 BOOK REQUISITIONS [Reference: County Schedule 7.270]

Retention: 2 years

70.12 CIRCULATION STATISTICS [Reference: County Schedule 7.270]

Retention: Permanent

70.020 MUSEUM RECORDS

Records documenting the acquisition and ownership of museum materials in museums, Denver history collections, and similar collections or repositories, including: raw (untouched) image files of museum artifacts; temporary custody forms documenting chain of custody of materials held for review pending a decision on permanent acquisition; contracts of gift or deeds of gift forms documenting permanent acquisitions; loan forms documenting the chain of custody of materials loaned to the museum or loaned by the museum to other repositories; and de-accession records documenting the removal of materials from the collection.

Retention: Permanent

Cross References

Agreements and contracts – 40.030*, Agreements and Contracts

Board of trustees records – Schedule 20, Entities Appointed by The City and County of Denver Correspondence – Schedule 145*, Correspondence Records

Fee collections – 30.020*, Accounts Receivable (A/R) Records

Policies and procedures – 40.220*, Policies and Procedures Documentation Reports – 40.290, Reports

Rules, regulations and standards – 40.310, Rules, Regulations and Standards

Back to top