General Record Category Type of Record Retention Period OAR #
Appraisal Records Appraisals and valuations reports Permanent 166-475-0085(1)
Appraisal Records Reference materials used by appraisers Permanent 166-475-0085(1)
Appraisal Records Related Documentation and Correspondence Permanent 166-475-0085(1)
Borrowers Registration Records Name, address, phone number, date of birth, signature 3 years for application forms 166-475-0085(2)
Borrowers Registration Records Identification number, expiration date 3 years for application forms 166-475-0085(2)
Borrowers Registration Records Other related information 3 years for application forms 166-475-0085(2)
Borrowers Registration Records Name, address, phone number, date of birth, signature 6 months after last activity for other records 166-475-0085(2)
Borrowers Registration Records Identification number, expiration date 6 months after last activity for other records 166-475-0085(2)
Borrowers Registration Records Other related information 6 months after last activity for other records 166-475-0085(2)
Collection and Artifact Acquisition and Exchange Records Log that lists date of acquisition, acquisition/accession numbers assigned, brief descriptions of artifacts or collections, and donor names Permanent 166-475-0085(3)
Collection and Artifact Acquisition and Exchange Records Gift receipt forms or other acquisition records that list detailed descriptions of artifacts, donors' name(s), addresses, telephone numbers, acquisition numbers, and values (if known) Permanent 166-475-0085(3)
Collection and Artifact Acquisition and Exchange Records Cataloging worksheets listing acquisition numbers, identification and provenance of artifacts or collections, description of artifacts, and donor/owner names and addresses Permanent 166-475-0085(3)
Collection and Artifact Acquisition and Exchange Records Deed of gift listing transfer of legal ownership or custody of artifacts or collections, their descriptions and conditions, declarations as lawful owners of the property, and signatures and dates of transfer Permanent 166-475-0085(3)
Collection and Artifact Acquisition and Exchange Records Object file cards showing each acquired item arranged by nomenclature Permanent 166-475-0085(3)
Collection and Artifact Acquisition and Exchange Records Subject file cards showing each acquired item and its arrangement Permanent 166-475-0085(3)
Collection and Artifact Acquisition and Exchange Records Numerical file cards showing each acquired item arranged in acquisition number sequence Permanent 166-475-0085(3)
Collection and Artifact Acquisition and Exchange Records Wildlife collecting permits which are the legal documentation for having wildlife carcasses Permanent 166-475-0085(3)
Collection and Artifact Acquisition and Exchange Records Guns and weapon registration forms which provide the legal authority for the collection unit to possess firearms Permanent 166-475-0085(3)
Collection and Artifact Acquisition and Exchange Records Condition/conservation records, photographs of objects, and related documentation and correspondence Permanent 166-475-0085(3)
Collection and Artifact Acquisition and Exchange Records Donor correspondence Permanent 166-475-0085(3)
Collection and Artifact Acquisition and Exchange Records Descriptions of property Permanent 166-475-0085(3)
Collection and Artifact Acquisition and Exchange Records Inventory lists Permanent 166-475-0085(3)
Collection and Artifact Acquisition and Exchange Records Incoming loan agreements Permanent 166-475-0085(3)
Collection and Artifact Acquisition and Exchange Records Background data about the collections and/or person associated with the collections Permanent 166-475-0085(3)
Collection and Artifact Acquisition and Exchange Records Receipt of collections documentation Permanent 166-475-0085(3)
Collection and Artifact Acquisition and Exchange Records Donor agreement forms or instruments of donation  Permanent 166-475-0085(3)
Collection and Artifact Acquisition and Exchange Records Purchasing data Permanent 166-475-0085(3)
Collection and Artifact Acquisition and Exchange Records Publicity records Permanent 166-475-0085(3)
Collection and Artifact Acquisition and Exchange Records Foundation equity history reports Permanent 166-475-0085(3)
Collection and Artifact Acquisition and Exchange Records Declaration of charitable gift forms Permanent 166-475-0085(3)
Collection and Artifact Acquisition and Exchange Records Copyright and citation information Permanent 166-475-0085(3)
Circulation Records Name and identification of borrower Until transaction is completed 166-475-0085(3)
Circulation Records Titles of materials borrowed Until transaction is completed 166-475-0085(3)
Circulation Records Due date Until transaction is completed 166-475-0085(3)
Circulation Records Overdue and fine payment notations Until transaction is completed 166-475-0085(3)
Circulation Records Related Documentation and Correspondence Until transaction is completed 166-475-0085(3)
Collection or Artifact Loan Records Signed and legally binding agreements for incoming and outgoing loans between the collection administrators 10 years after the termination of the loan 166-475-0085(4)
Collection or Artifact Loan Records Receipts for loans and return of materials to the legal holder and related forms 10 years after the termination of the loan 166-475-0085(4)
Collection or Artifact Loan Records Documentation and correspondence 10 years after the termination of the loan 166-475-0085(4)
Collections Control Records Accession sheets Permanent 166-475-0085(5)
Collections Control Records Archives transmittal lists Permanent 166-475-0085(5)
Collections Control Records Accession reports Permanent 166-475-0085(5)
Collections Control Records Computer cataloging records Permanent 166-475-0085(5)
Collections Control Records Catalogs of holdings Permanent 166-475-0085(5)
Collections Control Records Reference guides and finding aids Permanent 166-475-0085(5)
Collections Control Records Request for permission to publish or reproduce images forms Permanent 166-475-0085(5)
Collections Control Records Collection inquiries Permanent 166-475-0085(5)
Collections Control Records Budget and purchasing data Permanent 166-475-0085(5)
Collections Control Records Related documentation and correspondence Permanent 166-475-0085(5)
Deaccession Records Transfer forms to transfer ownership/custody of materials held within institutional collections to other institutions Permanent 166-475-0085(6)
Deaccession Records Deaccessioning documentation which lists the artifacts by acquisition number and descriptions, names of persons making deaccession recommendations and dates, reasons for desccessioning, documentation that legal searches of donor records have been done to establish that the institution is not precluded from deaccessioning and to establish whether the donors are still living, appraised values (including whether these are estimates or have been appraised) signatures of approval for deaccessioning and dates, and dispositions of materials and dates Permanent 166-475-0085(6)
Deaccession Records Deaccessioning and weeding listings Permanent 166-475-0085(6)
Deaccession Records Reports of deaccessioning Permanent 166-475-0085(6)
Deaccession Records Related Documentation and Correspondence Permanent 166-475-0085(6)
Exhibit Records Research materials concerning the cultural environmental settings surrounding the artifacts Permanent 166-475-0085(7)
Exhibit Records Bibliographies Permanent 166-475-0085(7)
Exhibit Records List of artifacts or items considered for inclusion Permanent 166-475-0085(7)
Exhibit Records Drafts of exhibit descriptions or scripts  Permanent 166-475-0085(7)
Exhibit Records Publicity or advertisements for exhibits Permanent 166-475-0085(7)
Exhibit Records Artifact labels Permanent 166-475-0085(7)
Exhibit Records Photographs of exhibits Permanent 166-475-0085(7)
Exhibit Records Exhibit renderings and layout diagrams Permanent 166-475-0085(7)
Exhibit Records Exhibit scheduling and transport information Permanent 166-475-0085(7)
Exhibit Records Contracts and agreements with architects, artists, engineers, consultants, vendors, and contractors 10 years 166-475-0085(7)
Exhibit Records Evaluation forms 10 years 166-475-0085(7)
Exhibit Records condition forms 10 years 166-475-0085(7)
Exhibit Records Exhibit assembly and presentation instructions 10 years 166-475-0085(7)
Exhibit Records Related Documentation and Correspondence 10 years 166-475-0085(7)
Friends Records Establishing documents Permanent 166-475-0085(8)
Friends Records Bylaws Permanent 166-475-0085(8)
Friends Records Reports Permanent 166-475-0085(8)
Friends Records Brochures Permanent 166-475-0085(8)
Friends Records Newsletters or publications Permanent 166-475-0085(8)
Friends Records Meeting agendas Permanent 166-475-0085(8)
Friends Records Minutes Permanent 166-475-0085(8)
Friends Records Related Documentation and Correspondence Permanent 166-475-0085(8)
Inter-Library Loan (ILL) Records Materials request forms 3 years 166-475-0085(9)
Inter-Library Loan (ILL) Records Invoices for services provided 3 years 166-475-0085(9)
Inter-Library Loan (ILL) Records Related documentation 3 years 166-475-0085(9)
Patron and Visitor Records Weekly visitor statistics 5 years 166-475-0085(10)
Patron and Visitor Records Sign-in sheets 5 years 166-475-0085(10)
Patron and Visitor Records Patron logs 5 years 166-475-0085(10)
Patron and Visitor Records Guest books 5 years 166-475-0085(10)
Records Management Records Records destruction authorizations Permanent 166-475-0085(11)
Records Management Records Records inventory worksheets Permanent 166-475-0085(11)
Records Management Records Special records disposition schedules Permanent 166-475-0085(11)
Records Management Records Records transmittal lists Permanent 166-475-0085(11)
Records Management Records Guides to microfilmed records Permanent 166-475-0085(11)
Records Management Records Related Documentation and Correspondence 5 years 166-475-0085(11)
Reference Request Records Collection service request documentation forms that show requestors' names, addresses, and telephone numbers 5 years 166-475-0085(12)
Reference Request Records The nature/explanation of the requests 5 years 166-475-0085(12)
Reference Request Records Use/purpose of the requests 5 years 166-475-0085(12)
Reference Request Records Dates of receipt and completion of requests 5 years 166-475-0085(12)
Reference Request Records Staff member handling the requests 5 years 166-475-0085(12)
Reference Request Records Amount of time spent on handling the requests 5 years 166-475-0085(12)
Reference Request Records Disposition of the requests 5 years 166-475-0085(12)
Reference Request Records Related Documentation and Correspondence 5 years 166-475-0085(12)
Serials Records Periodical check-in cards Until superseded by permanent cataloging record for check-in cards 166-475-0085(13)
Serials Records Shelf lift cards Until input and verified for shelf list cards 166-475-0085(13)
Serials Records Payment cards 5 years 166-475-0085(13)
Serials Records Serials data input work form sheets 5 years 166-475-0085(13)
Serials Records Data base reports 5 years 166-475-0085(13)
Serials Records Item records 5 years 166-475-0085(13)
Serials Records Related documentation 5 years 166-475-0085(13)