GL3750: Galleries, Libraries, Archives and Museums – Library Systems Management

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Schedule Number

GL3750

Primary Title

Library Systems Management

Office of Primary Responsibility

UBCV: Library Units responsible for Information Technology Management 

UBCO: Library Services 

Description

Records supporting the administration of Library Systems as well as library systems projects. 

  • For conservation activities and digital preservation see GL3600: Galleries, Libraries, Archives and Museums –Conservation and Preservation Management 
  • For facilities management see PF5100: Property and Facilities Management

More Details

Vital: No

PIB: No

Authority: BoG Policy GA4: Records Management

Date Approved: 20220729

Retention Schedule Secondaries

Secondary No. Secondary Title, Scope & Content Retention, Destruction & Disposition

01  

Policies and Procedures  

EV+5Y, FR    

EV=Date superseded or obsolete   

FR=UA will fully retain records from this series 

05  

General    

EV+5Y, D  

EV=Date superseded or obsolete   

15 

Library Application Management 

Voyager, Summon, LibCal,  

SpringShare, etc.

EV+1Y, D 

EV=Date service expires 

21 

Physical Infrastructure 

Includes inventories.

EV+1Y, D 

EV=Date superseded or obsolete 

25 

Project Management 

Includes application management, web infrastructure, physical infrastructure development and project management records.

EV+7Y, SR 

EV=Date project is complete 

SR=Move key records into associated program areas (Library application management; Web infrastructure etc) at project closure and destroy remainder

35 

Web Infrastructure 

Records supporting resources, software and hardware.

EV+1Y, D 

EV=Date superseded or obsolete

60  

Reporting  

CY+5Y, SR 

SR=UA will selectively retain records from this series 

Acronym Key: AY = Academic Year; CY = Calendar Year; D = Destroy; EV = Event; FY = Fiscal Year; FR = Full Retention by University Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year