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JEFFERSON COUNTY LIBRARY RECORDS RETENTION POLICY: ADM 08-01

(Adopted March 25, 2008) 

The Jefferson County Library adopts as its Records Retention Policy the specific time frames and categories set forth in the General Records Retention Schedule and the Public Libraries Records Retention Schedule approved by the Missouri Local Records Board, published by the Office of the Secretary of State, State of Missouri, and attached to this policy except as such schedules are amended hereinafter. 

The Custodian of Public Records for the Jefferson County Library District shall be the Assistant Director for Business and Finance, and all records shall be maintained in the Jefferson County Library Central Services Office, 5678 State Road PP, High Ridge MO 63049. All requests to view public records shall be answered in compliance with the requirements of the Missouri Sunshine Law (Chapter 610 RSMo, 2000 as amended). 

General Records Retention Schedule: 

            http://www.sos.mo.gov/archives/localrecs/schedules/general.asp 

The General Records Retention Schedule is hereby amended as follows: 

GS 057 Insurance Claims Minimum Retention is amended to read:  If action is taken retain 10 years after case closed, dismissed or date of last action.  If action is not taken retain for a minimum of 5 years if the claim or potential claim involved a person over the age of 21. If the person is under the age of 21 at the time of the claim or potential claim incident, the files shall be maintained until the person attains the age of 26. 

Public Libraries Records Retention Schedule: 

            http://www.sos.mo.gov/archives/localrecs/schedules/library.asp 

The Public Libraries Records Retention Schedule for Accident Report File is hereby amended to read as follows: 

Accident Report File:  Reports of accidents involving personal injury.  For persons over the age of 21 retain until case is concluded plus 5 years.  For persons under the age of 21 retain until person is 26 years of age plus 5 years.  

The  Jefferson County Library Board of Trustees recognizes that communications sent via electronic media are includible as records.  Records sent via electronic media shall be categorized according to the subject matter therein and retained pursuant to the General Records Retention Schedule and Public Libraries Retention Schedule for said subject matter pursuant to the District’s procedure for storage of electronic media. 

JEFFERSON COUNTY LIBRARY PROCEDURES FOR RETENTION OF ELECTRONIC RECORDS 

Procedures for the retention of electronic records are based on Guidelines for Managing E-mail Records, approved and recommended by the State Records Commission (February 22, 2001), published by the Office of the Secretary of State, State of Missouri and attached to this policy.

All e-mails to, from or among library managers and library trustees that document decisions, policies, procedures, resource expenditures, operations or delivery of services, shall be copied to the Assistant Director of Business and Finance, who shall appropriately store, organize, schedule and dispose of them in compliance with the General Records Retention Schedule and the Public Libraries Records Retention Schedule.   

Guidelines for Managing E-mail Records: 

            http://sos.mo.gov/records/recmgmt/E-MailGuidelines.pdf