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Record Retention Policy
This Record Retention policy & schedule identifies the practice of preserving library records to ensure that citizens have access to public documents while at the same time preserving the efficiency and productivity of Meridian Library District operations. Meridian Library District is a public entity and as such, definition and disclosure of public records is governed by Idaho Code.
This policy is intended to provide guidance to Trustees and Library Staff regarding the retention of essential and non-essential documents related to the history, business and operations of the Library. Meridian Library District's records include information that is retained for a variety of purposes and pursuant to Idaho Code 74-208 identifying information about patrons may be subject to exemption from disclosure. Legal counsel is advised in such matters. A complete index of official records is provided in the library’s Record Retention Schedule. The Record Retention Schedule is a master plan for records storage and ultimate disposal. Each line item in the Records Retention Schedule identifies the retention policy for a particular records series. Active records are to be kept in offices during their useful life. Inactive records are to be transferred to some type of archives or destroyed according to the record retention schedule.
The policy and schedule will be reviewed annually by the Library Board of Trustees.
II. Responsibilities and Record Types
The District’s records are retained in both paper and electronic format and stored on-site at library locations and on servers respectively. Routine backups are performed on servers. Retention of electronic records is ever-changing and certain vital records will be archived in electronic format because it is the only way to retain it in a searchable format. Other electronic records will be promptly eliminated because they serve no durable purpose.
The Library Director serves as custodian of the records of Meridian Library District. The alternative for contingencies shall be the Human Resources Manager.
The types of records included in the Record Retention Schedule are:
- Accounting, Budget, Finance & Payroll Records
- Administrative Records
- Board of Trustee & Election Records
- Election Records
- Information Systems/Technology Records
- Insurance, Risk Management, & Safety Records
- Legal records
- Library Records
- Personnel Records
Consistent with the Idaho State Archives Record Management Program, Meridian Library District’s records are classified into one of the following categories:
- Vital/Historical or Archival Records are irreplaceable and do not have the same value as the original when reproduced,
- Important Records could be reproduced after considerable delay and at substantial expense; records have specific regulatory statutes of limitations.
- Useful Records would cause inconvenience if lost, but could readily be replaced; records are retained in either active or inactive storage to aid office staff in tracking events, transactions, decisions, etc. in the normal process of business.
- Non-essential Records have been previously determined by Retention Schedules to be eligible for destruction.
Idaho Code does not clearly define the retention requirement for most records. The law classifies records as permanent, semi-permanent, or temporary. Permanent records are to be kept for not less than ten (10) years after creation. Semi-permanent records must be kept for five (5) years after creation or completion of the matter for which the record is held. Temporary records do not have a specified period, but is usually less than five (5) years. Temporary records that are subject to audit or are not related to permanent records can be disposed of per approved retention schedules.
Classification and retention of Meridian Library District records is consistent with the manuals provided by the Association of Idaho Cities and the Idaho Counties Risk Management Program:
"Permanent records” shall consist of:
a. Adopted meeting minutes of the city council and city boards and commissions;
b. Ordinances and resolutions;
c. Building plans and specifications for commercial projects and government buildings;
d. Fiscal year-end financial reports;
e. Records affecting the title to real property or liens thereon;
f. Poll books, excluding optional duplicate poll books used to record that the elector has voted, tally books, sample ballots, campaign finance reports, declarations of candidacy, declarations of intent, and notices of election; and
g. Other documents or records as may be deemed of permanent nature by the District. Permanent records shall be retained by the District in perpetuity.
“Semi-permanent records” shall consist of:
a. Claims, canceled checks, purchase orders, vouchers, duplicate receipts, and other financial records;
c. Departmental reports;
d. Bonds and coupons; and
e. Other documents or records as may be deemed of semipermanent nature by the District. Semipermanent records shall be kept for not less than five (5) years after the date of issuance or completion of the matter contained within the record.
"Temporary records” shall consist of:
a. Building applications, plans, and specifications for noncommercial and nongovernment projects after the structure or project receives final inspection and approval;
b. Cash receipts subject to audit;
c. Election ballots and duplicate poll books; and
d. Other documents or records as may be deemed of temporary nature by the District. Temporary records shall be retained for not less than two (2) years, but in no event shall financial records be destroyed until completion of the city’s financial audit as provided in section 67-450B, Idaho Code.
Semi-permanent and temporary records may only be destroyed by resolution of the Library Board of Trustees. Such disposition shall be under the direction and supervision of the Records Custodian.
The following value assessments established by the Idaho State Archive determine the records storage and management needs:
- Administrative Value
- Policy value
- Fiscal Value
- Legal Value
- Historical Value
III. Requesting Records
The Idaho Public Records Law grants every person, during regular office hours, the right to copy and examine any public record of the state except as otherwise provided by law. A Public Record includes, but is not limited to, any writing containing information relating to the conduct or administration of the public’s business prepared, owned, used or retained by any state or local agency regardless of physical form or characteristic. The District’s Access to Public Records Policy and request form details the process for citizens to request access to library records.
Approved by Meridian Library Board of Trustees February 21, 2018
Revised August 15, 2018.