#1 Record Retention Memo
st
February 21, 2012
MEMORANDUM
TO: Library Board
FROM: Bryan J. McCormick
RE: Public Code of Behavior and Records Retention
Public Code of Behavior
At the January meeting of the Library Board we approved allowing the use of the Public
Meeting Room for political free speech issues. I have attached language that would allow
for this change in policy to the Public Code of Behavior:
Expression of Political Free Speech:
Circulation of petitions, leaflets and other
activities categorized as political speech are prohibited in the general service areas of the
library, including the library entryways, the Ground Floor coffee shop, and the covered
parking lot. Political speech activities are allowed in the open parking lot, green spaces
surrounding the library and designated sidewalks. The Public Meeting Room has been
designated as a place where political speech activities may take place, provided all rules
for the use of the Public Meeting Room are observed.
Records Retention
The State of Wisconsin created a Records Retention Schedule for public libraries and
public library systems (side note: Sue Braden, Reference Librarian, was a member of this
committee). Public libraries are encouraged to approve this policy and to establish a
standard for records retention. One reason why we would like to approve the Records
Retention Schedule is that we may then begin to record from our video cameras. Without
an approved Records Retention Schedule we have to keep video surveillance stored for 7
years. Once the schedule is approved, we only have to keep video surveillance for 120
days.
A second reason for approving the Records Retention Schedule deals with the destruction
of records after 7 years. The library had some old records that did not serve any purpose,
but since we did not have an approved Records Retention Schedule we had to ask for
permission from the State Historical Society. Once we approve the Records Retention
Schedule we will be able to destroy records on a schedule approved by the Wisconsin
Public Records Board.
A library is encouraged to approve the Schedule as listed, but may make amendments to
the approved retention periods. The staff has noted 7 instances in which we would like to
amend the retention period, two of which will be for longer periods and 5 that would be
for shorter periods of time (see attached letter to be sent to the Public Records Board and
Historical Society). The process states that the Library Board should approve the
schedule as amended and then send the list of amendments to the Public Records Board.
The Public Records Board will then respond to the amendments.
The Records Retention Schedule is 34 pages long so I did not print it out in its entirety,
but here is the link if you are interesting in viewing the document:
http://www.dpi.state.wi.us/pld/pdf/libraryrecordschd.pdf
In the letter to the Public Records Board you will see ACT, FIS, CR, etc. Those acronyms
stand for the following:
ACT = Active period of the document. ACT +5 would mean storing the document for 5
years after the activity is completed.
FIS = Fiscal year
CR = Creation. CR +1 would mean from creation of the document plus 1 year.
EVT = Event
I recommend that the Library Board approve the amended Records Retention Schedule
for Wisconsin’s Public Libraries and Public Library Systems.
Bryan J. McCormick
Library Director