UW-GS 11 Publication and Library Records

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-A-


Acquisition Record: This series provides a record of items on order. May contain brief catalog information. Once the item is received, the acquisition record becomes a catalog record; however, if the item is not received, the record is purged. 

Official Copy: Any Library
Retention: 0 years if item is never received or error in record
Disposition Method: Shred

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Call Slips: Provides a record of requests for retrievals. The slip contains the patron's name, User No., the item's call number, etc. This series may also be called Manual Checkout Slips or Retrieval Request Forms.

Official Copy: Any Library
Retention: 0 years after return of object on loan
Disposition Method: Shred

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Catalog Records: Provides a record of a library's holdings. The record may contain item information, such as holding location, call number, author, title, notes, etc. and may be in hardcopy or electronic format.

Official Copy: Any Library
Retention: 0 years after withdrawal of material
Disposition Method: Recycle

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Donor Files (Non-Cash Gift Records): Provides a record of non-cash gifts, including both non-appraised and appraised items, received by a Library. May include gift transmittal, gift report form, correspondence, etc. which document the donation to the UW Libraries. All original, relevant documentation should be transferred to Gifts Program.

Official Copy: UW Libraries: Gifts Program
Retention: 10 years after last gift from donor
Disposition Method: Transfer to Archives for review 

Other Copy: Any Library
Retention: 3 years after date created
Disposition Method: Shred

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Editorial Committee/Board Meeting Records-- A record of actions and decisions of a journal's editorial board. Typically includes minutes, agendas, notes, reports, etc. 

Official Copy: Any Journal
Retention: 6 years after the end of the calendar year
Disposition Method Transfer to Archives for review

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Inter-Library Request Documentation: Provides a record of request where a library is the borrower or lender, in response to a patron request for resources. May include invoices, receipts, etc. Once the transaction is completed, the patron information may be deleted from the request.

Official Copy: Any Library
Retention: 6 years after return of the item
Disposition Method: Shred

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Library Card Application: Provides a record of application for a library card.

Official Copy: Any Library
Retention: Varies, see departmental retention schedule
Disposition Method: Shred

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Mailing or Distribution List-- A record of subscribers to a journal.

Official Copy: Any Journal
Retention: Until Superseded
Disposition Method: Shred or Delete

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-P-


Patron Correspondence: Provides a record of correspondence between patrons and library staff. May contain contact information, requested items, or questions, etc.

Official Copy: Any Library
Retention: Destroy when no longer needed
Disposition Method: Shred

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Patron Record: Provides a record of contact information, status and affiliation of patron with the library. May be in electronic or hardcopy.

Official Copy: Any Library
Retention: 0 years after expiration of patron
Disposition Method: Shred

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Permission Request Letter-- Provides a record of requests from individuals or publishers who want to use an article from a journal. May include a copy of the text sent to the individual or publisher.

Official Copy: Any Journal
Retention: 6 years after approval granted or denied
Disposition Method: Transfer to Archives for review 

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Publication History File -- Documentation of the history and development of a journal. May include former board or peer reviewers, distribution statistics, etc.

Official Copy: Any Journal
Retention: 5 years after end of calendar year
Disposition Method: Transfer to Archives for review 

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Publication Working File-- Provides a record of the editing phase of the journal. May include the original submissions for an issue, working drafts, correspondence between the editor and author, reviewers' comments, timelines, task lists, article development, etc.

NOTE: The email or letter from the author granting final approval of the article for publication needs to be filed with the Publishing and/or Copyright Agreement.

Official Copy: Any Journal
Retention: 1 year after issue published
Disposition Method: Shred or Delete

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Publishing and/or Copyright Agreement-- An agreement between the University of Washington and the author regarding the writing of a journal article. May include copyright agreement or related documents, proof of layout, etc. Also includes the final approval of the article.

Official Copy: Any Journal
Retention: 6 years after termination of contract
Disposition Method: Transfer to Archives for review

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Selection Review Process-- Provides a record of how submissions are determined to be publishable or unpublishable.

Official Copy: Any Journal
Retention: Varies, see departmental retention schedule
Disposition Method: Shred or Delete

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Serial Binding Instructions: Provides a record of the binding instructions sent to the vendor.

Official Copy: Any Library
Retention: Varies, see departmental retention schedule
Disposition Method: Recycle

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Subscription Records-- Provides a record of subscriptions received by a journal. May contain the subscription form and financial records.

Official Copy: Any Journal
Retention: 6 years after end of calendar year
Disposition Method: Shred or Delete

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System Down Transaction Log Sheet:  Log is used to record check-out of books in the event of a system crash or when the system is temporarily off line. May include patron name, barcode number of patron and book, check out date, date due, miscellaneous notes, initials of library personnel and date. Information is input into the system once it is up and running.

Official Copy: Any Library
Retention: 1 month after data entered and verified
Disposition Method: Shred

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Transaction Record:  Provides a record of material or services checked out, on hold, ordered, or billed for fines. After the item is returned, the record is destroyed unless a fine is incurred.

Official Copy: Any Library
Retention: 0 years after return of item
Disposition Method: Shred

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-U-


User Agreement: Provides a record of agreements regarding access to and use of materials in a special collection.

Official Copy: Any Library
Retention: 6 years after termination of research
Disposition Method: Shred

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-V-


Vendor Correspondence: Provides a record of correspondence between the office and vendors regarding issues with orders.

International Vendors
Official Copy: Any Office
Retention: 4 years after the end of the biennium
Disposition Method: Recycle 

National Vendors 
Official Copy: Any Library
Retention: 2 years after the end of the biennium
Disposition Method: Recycle

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