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) |