Purpose

The Metropolitan Library System (“Library System”) takes seriously its obligations to preserve information resulting from organizational operations. The purpose of this Record Retention policy is to ensure that necessary records and documents are adequately protected, maintained and discarded at the appropriate time.

Policy

This document sets forth the general policies to be followed within the Library System regarding the retention of business records (“records”). Records include any and all information created, generated or kept in the course and scope of the business activities of the Library System. Such information may be stored on any type of media including but not limited to paper, computer files, audio, video, microfilm, or microfiche. To the fullest extent possible, records should be indexed, organized and kept in a manner in which they can be effectively used and easily retrieved. Duplication of records between departments and upon various forms of media should be minimized.

Records should be maintained, as outlined in VG 400.1 Record Retention Procedures, for only so long as they are necessary for the business operations and affairs of the Library System or to comply with federal, state or local laws requiring their retention.