OAR 166-475-0085
This General Schedule is applicable to the
Libraries, Museums & Other Collections records of the Oregon University System. Retention periods apply to
the record copy of all public records, regardless of medium or physical format, created or stored by the above
specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 before disposing of records.
Appraisal Records
OAR 166-475-0085(1)
This series documents monetary value appraisals of institutional artifacts, objects, and collections that have
been completed by private parties. This series may include but is not limited to: appraisals and valuations reports;
reference materials used by appraisers; and related documentation and correspondence.
Retention: Permanent
Collection
and Artifact Acquisition and Exchange Records
OAR 166-475-0085(2)
This series documents the acquisition, accessioning, use, preservation, storage, transfer and disposition of artifacts
and collections at an institution's museum, archives or library special collection, herbarium, or other repository
which is used for research purposes. This series may include but is not limited to: a log that lists the date of
acquisition, acquisition/accession numbers assigned, brief descriptions of artifacts or collections, and donor
names; 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); cataloging worksheets listing acquisition
numbers, identification and provenance of artifacts or collections, description of artifacts, and donor/owner names
and addresses; 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; object file
cards showing each acquired item arranged by nomenclature; subject file cards showing each acquired item and its
arrangement; numerical file cards showing each acquired item arranged in acquisition number sequence; wildlife
collecting permits which are the legal documentation for having wildlife carcasses; guns and weapons registration
forms which provide the legal authority for the collection unit to possess firearms; condition/conservation records,
photographs of objects, and related documentation and correspondence. The series may also include donor correspondence;
descriptions of property; inventory lists; incoming loan agreements; background data about the collections and/or
persons associated with the collections; receipt of collections documentation; donor agreement forms or instruments
of donation; purchasing data; publicity records; foundation equity history reports; declaration of charitable gifts
forms; copyright and citation information.
Retention: Permanent
Circulation
Records
OAR 166-475-0085(3)
This series documents the borrowing of circulating library materials by qualified patrons. This series may include
but is not limited to: the name and identification of the borrower; the titles of materials borrowed; the due date;
overdue and fine payment notations; and related documentation and correspondence.
Retention: Until the transaction is completed
NOTE: Records may be exempt from public disclosure per ORS 192.501(10)
Collection
or Artifact Loan Records
OAR 166-475-0085(4)
This series documents artifact and material loans contracted between units of the institution or between the institution
and either other institutions or individuals. These records include: signed and legally binding agreements for
incoming and outgoing loans between the collection administrators; receipts for loans and return of materials to
the legal holder; and related forms, documentation and correspondence.
Retention: 10 years after the termination of the loan
Collections
Control Records
OAR 166-475-0085(5)
This series documents the maintenance of materials
which typically involve accessioning, cataloguing, preserving, and/or referencing. This series may include but
is not limited to: accession sheets; archives transmittal lists; accession reports; computer cataloging records;
catalogs of holdings; reference guides and finding aids; request for permission to publish or reproduce images
forms; collection inquiries; budget and purchasing data; and related documentation and correspondence.
Retention:
(a) Reference guides and finding aids: Until superceded or
obsolete;
(b) All other records: Permanent
Courtesy
Borrowers Records
OAR 166-475-0085(6)
Series documents guest borrowers of library materials. Records include applications forms and a database which
include a guest borrower's name, address, telephone number, company or institution name, and patron status.
Retention:
(a) 3 years for application forms;
(b) 6 months after
last activity for individual borrower's database record
Deaccession
Records
OAR 166-475-0085(7)
This series documents recommendations concerning
deaccessioning of specific holdings and action upon those recommendations. This series may include but is not limited
to: transfer forms to transfer ownership/custody of materials held within institutional collections to other institutions;
deaccessioning documentation which lists the artifacts by acquisition numbers and descriptions, names of persons
making deaccession recommendations and dates, reasons for deaccessioning, 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; deaccessioning and
weeding listings; reports of deaccessioning; and related documentation and correspondence.
Retention: Permanent
Exhibit Records
OAR 166-475-0085(8)
This series documents the display and use of artifacts and materials held by the collection units or displays created
by the units. This series may include but is not limited to: research materials concerning the cultural environmental
setting surrounding the artifacts; bibliographies; lists of artifacts or items considered for inclusion; drafts
of exhibit descriptions or scripts; publicity or advertisements for exhibits; artifact labels; photographs of exhibits;
exhibit renderings and layout diagrams; exhibit scheduling and transport information; contracts and agreements;
evaluation forms; condition forms; exhibit assembly and presentation instructions; and related documentation and
correspondence.
Retention:
(a) Permanent for exhibit descriptions or scripts,
exhibit renderings and layout diagrams, photographs of exhibits, lists of artifacts or items considered for inclusion,
and publicity or advertisements for the exhibits;
(b) 10 years for all other records
Friends Records
OAR 166-475-0085(9)
This series documents the efforts of special
interest support groups to establish relationships with community agencies, individuals, businesses, and groups
to gain their assistance with the development and coordination of institutional programs. This series may include
but is not limited to: establishing documents; bylaws; reports; brochures; newsletters or publications; meeting
agendas; minutes; and related documentation and correspondence.
Retention: Permanent
Inter-Library
Loan (ILL) Records
OAR 166-475-0085(10)
This series documents requests made of the
institution for materials from outside sources and also institution requests for materials from other institutions.
This series may include but is not limited to: materials request forms; invoices for services provided; and related
documentation.
Retention: 3 years
Patron
and Visitor Records
OAR 166-475-0085(11)
This series documents the public tours or
individual visits to the collection or research facility. The series may include but is not limited to: weekly
visitor statistics; sign-in sheets; patron logs; and guest books.
Retention: 5 years
Records
Management Records
OAR 166-475-0085(12)
This series documents the retention and disposition
of records created by the institution's offices and the production of an institutional records retention and disposition
schedule approved and authorized by the State Archivist. This series may include but is not limited to: records
destruction authorizations; records inventory worksheets; special records disposition schedules; records transmittal
lists; guides to microfilmed records; and related documentation and correspondence.
Retention:
Record Copy:
(a) Permanent for records destruction authorizations,
records transmittal lists, and guides to microfilmed records;
(b) 5 years for all other records
Other copies:
(a) Permanent for records destruction authorizations,
records transmittal lists, and guides to microfilmed records;
(b) 5 years for all other records
Reference
Request Records
OAR 166-475-0085(13)
This series documents scholarly requests for
information about or access to items within the institution's collections. This series may include but is not limited
to: collection service request forms that show requestors' names, addresses, and telephone numbers; the nature/explanation
of the requests; use/purpose of the requests; dates of receipt and completion of requests; staff member handling
the requests; amount of time spent on handling the requests; disposition of the requests; and related documentation
and correspondence.
Retention: 5 years
Serials Records
OAR 166-475-0085(14)
This series documents the receipt and payment
history for serials purchased by the libraries. This series may include but is not limited to: periodical check-in
cards; shelf list cards; payment cards; serials data input work form sheets; data base reports; item records; and
related documentation.
Retention:
(a) Until input and verified for shelf list cards;
(b) until superceded by permanent cataloging record for check-in cards;
(c) 5 years for all other records
Maintained by OUS Records Management Services
ryan_hagemann@ous.edu
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