Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 7-16
Procedures, Records, and Forms
509-335-2005

All-University Records Retention Schedules:
Library Services Records

PDF link

Title
Library Services Records

Record Series Title--Function/Purpose Location
(*Official Copy)
Retention and Disposition Action Disposition Authority No. Remarks
CATALOG
Records describing the library information sources owned by the University.
Campus Libraries* Retain until
no longer needed,
then destroy.
GS 15021 Essential
CIRCULATION
Records relating to the borrowing, lending, and returning of items in the library's collection. Includes, but is not limited to:
- Item circulation history
- User/patron records (applications for membership, borrow registration, parent/guardian permissions).
Excludes interlibrary loans covered by GS 15023 (Collection Control--General) or GS 15024 (Collection Control--Special Collections).
Campus Libraries*
OR
Manuscripts, Archives, and Special Collections*
Retain until
no longer needed,
then destroy.
GS 15022
COLLECTION CONTROL--GENERAL
Records documenting the physical control of the library's collection. Includes, but is not limited to:
- Accession and deaccession (discard) of items
- Interlibrary loans
- Shelf list/inventory of holdings
Excludes special collections covered by GS 15025 (Special Collections).
Note: Agreements relating to bequests are covered by GS 01050 (Contracts and Agreements).
Campus Libraries*
OR
Manuscripts, Archives, and Special Collections*
Retain for 6 years after
end of fiscal year,
then destroy.
GS 15023 Essential
COLLECTION CONTROL--SPECIAL COLLECTIONS
Records documenting the physical control of the library's special collections (archival, manuscripts, rare books, etc. Includes, but is not limited to:
- Accession and deaccession (discard) of items
- Interlibrary loans
- Shelf list/inventory of holdings
Note: Agreements related to bequests are covered by GS 01050 (Contracts and Agreements).
Campus Libraries*
OR
Manuscripts, Archives, and Special Collections*
Retain until
no longer needed,
then
Transfer to Archives for appraisal and selective retention.
GS 15024 Archival
(appraisal required)

Essential
SPECIAL COLLECTIONS
Items in the library s special collections, including, but not limited to:
- Archival collections
- Manuscripts
- Rare books
Campus Libraries*
OR
Manuscripts, Archives, and Special Collections*
Retain until
no longer needed,
then
Transfer to Archives for appraisal and selective retention.
GS 15025 Archival
(appraisal required)