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CITY OF PHILADELPHIA / DEPT.

OF RECORDS

Record Series Report - FREE LIBRARY OF PHILADELPHIA


Department ID

Department Name

/LIB/

Free Library of Philadelphia


Series ID

Description

LB-

FREE LIBRARY OF PHILADELPHIA

Confidential

Vital

Total
Retention
Requirement

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 15, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

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Department ID

Department Name

/LIB/CL/

Central Library
Series ID

Description

LB-

FREE LIBRARY OF PHILADELPHIA

LB-CL-

CENTRAL LIBRARY DIVISION

LB-CL-0001-

BOOKS AND MATERIAL INVENTORIES - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

SUP

Complete listing of the library's holdings including books, periodicals, films, and other materials
available at the library.
(Retention based on PA County Records Manual, 1996 edition, pg. 2-Q-1.)

LB-CL-0002-

BOOK PURCHASE AND DISPOSAL RECORDS - HOLD ON SITE

CR+2

Listing of books, periodicals, films and other materials added to or deleted from the library's
holdings
(Retention based on PA County Records Manual, 1996 edition, pg. 2-Q-1.)

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 15, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

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Department ID

Department Name

/LIB/ES/

Extension Services - Regional and Branch Libraries


Series ID

Description

LB-

FREE LIBRARY OF PHILADELPHIA

LB-ES-

EXTENSION SERVICES - REGIONAL AND BRANCH LIBRARIES

LB-ES-0001-

PATRON REGISTRATION FILES - EVENT DATE REQUIRED

Confidential

Vital

Total
Retention
Requirement

ACT+3

EVENT IS EXPIRATION OF CARD OR SETTLEMENT OF DELINQUENCIES


Master listing of library patrons. Information includes date, patron's name, address and
telephone number, bar code number of card, and expiration date of card.
(Retention based on PA County Records Manual, pg. 2-Q-3.)

LB-ES-0002-

RECORDS OF LIBRARY USE

CR+2

Consists of daily, weekly, monthly and annual circulation statistics. NOTE: RETAIN ANNUAL
STATISTICS PERMANENTLY IF NOT INCORPORATED IN ANNUAL REPORT
Retention per PA County Records Manual, page 2-Q-3

LB-ES-0003-

LIBRARY REGULATIONS AND PROCEDURES

SUP+5

Rules and regulations relating to the use of library buildings and collections.
(Retention based on PA County Records Manual, pg. 2-Q-2.)

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 15, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

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Department ID

Department Name

/LIB/IT/

Information Technology
Series ID

Description

LB-

FREE LIBRARY OF PHILADELPHIA

LB-IT-

INFORMATION TECHNOLOGY

LB-IT-0001-

LIBRARY CIRCULATION RECORDS - EVENT DATE REQUIRED

Confidential

Vital

Total
Retention
Requirement

ACT+1

EVENT IS RETURN OF MATERIALS


Automated records of library materials checked out to and returned by library patrons. Needed to
send out notices and bills for overdue materials and to provide statistics of library use.

LB-IT-0002-

BORROWER DATABASE

CR+3

Automated records of registered borrowers including name, address, date of birth and gender.
Needed for circulation, mailings and statistics

LB-IT-0003-

HELP DESK RECORDS - HOLD ON SITE

CR+3

Records of technology, software and hardware questions and problems including current status.
Tickets are assigned to Free Library Information Technology Staff and contracted vendors. Used
to track current problems, resolution and to provide statistical reports

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 15, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

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Department ID

Department Name

/LIB/IT/

Information Technology
Series ID

Description

LB-IT-0004-

LIBRARY STATISTICS

Confidential

Vital

Total
Retention
Requirement

CR+1

Database of Free Library statistics submitted by staff members via the web. Includes statistics
on reference questions, library programs, hours of operation, turnstile counts as well as narrative
about staff, facilities and public relations
RETAIN ELECTRONIC RECORDS FOR ONE YEAR THEN ARCHIVE ON LIBRARY SYSTEMS
ANNUALLY.

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 15, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

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Department ID

Department Name

/LIB/PD/

Processing - Acquisitions/Cataloging
Series ID

Description

LB-

FREE LIBRARY OF PHILADELPHIA

LB-PD-

PROCESSING - ACQUISITIONS/CATALOGING

LB-PD-0001-

LIBRARY MATERIAL ORDERS - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

CR+3

Manual and on-line order records used for tracking specific orders of books and audiovisual
materials

LB-PD-0002-

SERIAL ORDER RECORDS - HOLD ON SITE

CR+3

Order records for serial publications placed by the library. Includes both periodicals and standing
orders. Used to document that such orders were generated and in the correct quantities

LB-PD-0003-

LOGBOOK FILES - HOLD ON SITE

CR+3

Computer database for all purchase orders for materials generated by the library. It is also a
record for all invoices received for these material orders. Used to record the purchase orders
and to accompany invoices that follow for each fiscal year.

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 15, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

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