The adoption of this record retention policy sets guidelines and facilitates the Board of Library Trustees’ oversight, establishes transparency and ensures compliance. The information listed in the retention schedule below is intended as a guideline.

Documents that should be retained and the period of retention are listed below. In general, documents that are not subject to a retention requirement should be kept only long enough to accomplish the task for which they were generated. This policy applies to all records and documents, including both print (physical) and digital (electronic) formats. All records, regardless of their format, must adhere to the same retention schedules and procedures outlined in this policy.

The Executive Director ensures that staff comply with this retention schedule. On August 31 of each year, documents to be destroyed should be identified. A list of such documents shall be kept by the Executive Assistant, with sufficient specificity that someone outside of the organization could determine which documents were destroyed.

From time to time, the Executive Director or the Board of Library Trustees may issue a notice, known as a “legal hold,” suspending the destruction of records due to pending, threatened or otherwise reasonably foreseeable litigation, audits, government investigations or similar proceedings. No records specified in any legal hold may be destroyed, even if the scheduled destruction date has passed, until the legal hold is withdrawn in writing by the authority that issued it originally or a superior authority.

Document Minimum Retention Requirement

Corporate Records
All Corporate Records In perpetuity:

  • Bylaws and Articles of Incorporation
  • Board Agendas and Minutes
  • Copies of the Annual Audit
  • Memorandum of Understanding
  • Trademark, Copyright and Patent Registrations

Financial Documents
All Financial Documents 7 years following document creation, excepting that:

  • Copies of any document regarding contracts, warranties, grants, or potential litigation should be kept for at least 4 years after the expiration of the contract or warranty, completion of the grant, or dissipation of the potential claim.
  • Daily Remittance – files containing daily cash register tapes and customer credit card charge slips should be retained for 3 years or until all audit requirements have been met, whichever is later, then destroyed.

Human Resources Documents
Applications for employment and resumes 2 years from date of submission for candidates who are not hired. This includes any interview or reference checking notes.
Employee Handbook Previous version to be maintained 3 years from date of modification
Employment Documents Relevant to Discrimination or Other Statutory Claims 6 years after the charge is resolved
Employment Tax Records and Returns 7 years after the tax is paid
FMLA Leave Documents 6 years after the end of the leave period
I-9s 3 years from the date of creation or 1 year after termination of employment, whichever is later
Insurance Records, Accident Reports, & Claims 7 years, except:

  • Workers Compensation Claims – 50 years of close of the matter;
  • Long-term Disability – 10 years after return to work, retirement, or death.
Job Descriptions Previous version to be maintained 2 years from date of modification
OSHA and MOSH Logs 5 years from date of last entry
Personal Medical Information 1 year after termination unless drug testing information is included in which case, retain five years after termination.
Payroll Records and Summaries 7 years from date of last entry
Personnel Files 7 years from date of termination
Retirement and Pension Records In perpetuity
Timesheets 7 years from date of last entry
Unemployment Insurance Documents 7 years
Miscellaneous Documents
Insurance Policies

Indefinitely

Approved by the Board of Library Trustees, March 18, 2025