Incorporation, chartering and registration records

retention: PERMANENT

Accession records

retention: 1 year after accessioning procedure period becomes obsolete

Directory of public library system and member libraries (member library copy)

retention: 0 after suspended or obsolete

Borrowing or loaning records (including interlibrary loan) (AT MID YORK)

retention: 0 after no longer needed

Catalog of holdings
       a.   manuscript or published catalog
       b.   continuously updated catalog

(AT MID YORK)

retention: PERMANENT
retention: 0 after suspended or obsolete

Individual title purchase requisition (which has been filled or found to be unfillable)

retention: 1 year

Records documenting selection of books and other library materials

retention: 0 after no longer needed

Library material censorship and complaint records (including staff evaluations by staff, patrons' complaints and record of final decision)

retention: 1 year after last entry

Patron's registration (for use of rare, valuable or restricted non-circulating materials) (AT MID YORK)

retention: 6 years

Type of Document

Minimum Requirement

Accounts payable ledgers and schedules

7 years

Audit Reports

Permanently

Bank Reconciliations

2 years

Bank Statements

3 years

Checks (for important payments and purchases)

Permanently (N/A)

Contracts, mortgages, notes and leases (expired)

7 years

Contracts, mortgages, notes and leases (still in effect)

Permanently

Correspondence (general)

1 year

Correspondence (legal and important matters)

Permanently

Correspondence (with customers and vendors)

1 year

Deeds, mortgages, and bills of sale

Permanently

Depreciation Schedules

Permanently

Duplicate deposit slips

2 years

Employment Applications

6 MONTHS AS PER CIVIL SERVICE

Expense Analyses/expense distribution schedules

7 years

Year end financial statements

Permanently

Insurance Policies (expired)

3 years

Insurance records, current accident reports, claims, policies etc

Permanently

Internal audit reports

3 years

Inventories of products, materials and supplies

7 years (N/A)

Invoices (to customers, from vendors)

 4 years

Minute books, bylaws and charter

Permanently

Patents and related papers

Permanently (N/A)

Payroll records and summaries

7 years

Personnel files (terminated employees)

7 years

Retirement and pension records

Permanently (N/A)

Tax returns and worksheets

Permanently

Timesheets

7 years

Trademark registrations and copyrights

Permanently (N/A)

Withholding tax statements

7 years