Acquisitions Records Retention Schedule
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In accordance with Sec. 149.34, of the Revised Code, a schedule of retention and destruction for the following records is hereby established. No records shall be retained, transferred, destroyed, or otherwise disposed of in violation of this schedule. The records covered by this schedule, upon expiration of the retention period, shall be deemed of no continuing value to the State of Ohio. Unless otherwise specified in this schedule, all records listed herein shall be destroyed within sixty (60) days after the period of retention set forth. No record shall be destroyed so long as in the opinion of the department, office, or institution, it pertains to any pending case, claim, or action. This schedule shall become effective on the date approved by the State Records Administrator, of the Department of Administrative Services.
SUPERCEDES SCHEDULE APPROVED 2/24/82 NOTE: The Acquisitions Department of the OSU Libraries has a computer-driven database, Innovacq, which serves all aspects of the processes or ordering, receiving, and paying for library materials. |
Schedule Number Description of Records (Includes Record Series Title, Purpose of Record, Forms, and Information Contained) Retention Period
8/1-14/1
Innovacq Electronic Order Record:
Data elements include such bibliographic data as author, title, catalog item number, publisher, address, library of destination, person initiating the request, purchase order number, vendor invoice number of vendor and date, price and the fund encumbered for the expense and the date of receipt of the item, the amount of payment and the date of payment.
Retain 5 years after payment, then destroy, provided that audit report of State Auditor has been released. Record can be transferred from electronic to paper medium at any time but cannot be destroyed until 5 years after payment has been issued and audit report of State Auditor for the period has been released.
8/1-14/2
Material Request Form:
Document is a processing slip which originates from someone requesting the purchase of library material and which may lead to the creation of an Innovacq record [if it is desirable or possible to purchase the item]; the form is filed pending the arrival of the item and stays with the material until the item is cataloged and shelved in the library of destination. Information included on the form are the initials of the requesting party, bibliographic information, publisher and address, date submitted, fund to be encumbered, library of destination, and special instructions for handling and cataloging.
Retain ONE Year after material is catalogued and shelved or order is cancelled, then destroy. Dispose of earlier if audited by OSU Internal Audits and audit report is released.
8/1-14/3
Purchase Order:
Copy of purchase order produced by Innovacq and filed with Material Requet Form.
Retain until material is cataloged and shelved or until order is cancelled, then destroy.
8/1-14/4
Posting Register:
Created by Innovacq; chronological listing of all payments to vendor and includes name of vendor, invoice number and date and purchase order number and any disencumberances.
Retain 5 years, then destroy provided that audit report of State Auditor has been released.
8/1-14/5
Fund Ledgers:
Paper record that show budget transfers and cash roll-overs in each fund used to buy library materials; does not include information about individual purchases of library materials.
Retain 5 years, then destroy provided that audit report of State Auditor has been released.
8/1-14/6
Financial Accounting Statements:
Copy; Issued by OSU Controller who retains original permanently; provides monthly information concerning income expenditures, and balances for each account of OSU.
Retain 3 years, then destroy.
8/1-14/7
Packing Slips:
If sent, these are filed with copies of paid invoice [original invoice at OSU Accounts Payable]
Retain 5 years, then destroy provided that audit report of State Auditor has been released.
8/1-14/8
Approval Plan File:
Consists of correspondence and contracts with vendors to provide library materials that fit a particular profile of collection development.
Retain 5 years, then transfer profile statements and interpretive correspondence to University Archives; destroy remainder.
8/1-14/9
Innovacq Development Files:
Includes correspondence with manufacturer, minutes of advisory committee and cost studies.
Retain 5 years, then transfer to University Archives.
8/1-14/10
Monthly Statistical Report:
Report concerns processing of claims, receiving and ordering for statistical comparisons.
Retain until annual report is generated, then destroy.
8/1-14/11
Quarterly Statistical Report:
Same as Monthly Statistical Report but on a quarterly basis.
Retain until annual report is generated, then destroy.
8/1-14/12
Annual Statistical Report:
Same as above but on an annual basis.
Retain 10 years, then destroy.
8/1-14/13
Correspondence with Vendors
Review annually for possible destruction.
8/1-14/14
Gift and Exchange Files:
Contain agreements and correspondence concerning on-going gifts and exchanges of library materials with other libraries.
Retain 5 years, then review annually for possible destruction, provided that audit report of State Auditor has been released.
8/1-14/15
Membership Files:
Contains materials relating to memberships in professional organizations which provide library materials.
Retain 5 years, then review annually for possible destruction, provided that audit report of State Auditor has been released.
8/1-14/16
General Files:
Contains correspondence and reference materials concerning other units of the Libraries, OSU, and external agencies.
Retain 3 years, then destroy provided that information is obsolete.
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