Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 9-13
Procedures, Records, and Forms
335-2005

All-University Records Retention Schedules:
Library Services Records

PDF link

Title
Library Services Records

Record Series Title--Function/Purpose

Location
(*Official Copy)

Cutoff

Retention
Period

Disposition
Authority No.

Remarks

CATALOG
Records describing the library information sources owned by the University.
Campus Libraries* no longer needed 0 GS 15021 Essential
CIRCULATION
Records relating to the borrowing, lending, and returning of items in the library's collection. Includes, but is not limited
- Item circulation history;
- User/patron records (applications for membership, borrower registration,
- Parent/guardian permissions).
Excludes interlibrary loans covered by GS 15023 (Collection Control--General) or GS 15025 (Special Collections).
Campus Libraries* no longer needed 0 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. Note: Agreements relating to bequests are covered by GS 01050 (Contracts and Agreements).
Campus Libraries* fiscal year 6 yrs GS 15023 Essential
COLLECTION CONTROL--SPECIAL COLLECTIONS
Records documenting the physical control of the library's special collections (archival, manuscript, rare books, etc.). Includes, but is not limited to:
- Accession and deaccession (discard) of items;
- Interlibrary loans;
- Shelf list/inventory of holdings.
Note: Agreements relating to bequests are covered by GS 01050 (Contracts and Agreements).
Campus Libraries* no longer needed 0 GS 15024 Archival

Essential
SPECIAL COLLECTIONS
Items in the library's special collections, including, but not limited to:
- Archival collections;
- Manuscripts;
- Rare books.
Campus Libraries* no longer needed 0 GS 15025 Archival