This document provides guidance on records management for university libraries. It summarizes the University of Wisconsin System Library General Records Schedule (GRS), which establishes minimum retention periods for various types of library records. The GRS covers 44 record series organized into 9 categories. The document explains how to identify the appropriate record series, retention periods, and disposition of records. It also provides guidance on managing electronic records and records requiring confidential destruction.

1. Brad Houston, University Records Officer July 15, 2008

5. GRS Category Schedule Examples GML Departments Administration Director’s Files, leadership reports, use reports, staff meeting minutes ALL Collection Development Patron requests, donor files, art inventory Collections and Tech Svcs (all), AGSL, Special Collections Special Collections Registration forms, call slips, processing records Archives, Special Collections, AGSL Circulation Patron histories, overdue notices, stack management records Circulation, Shelving Maintenance

6. GRS Category Schedule Examples GML Departments Interlending Interlending records Interlibrary Loan Information Systems Staff client records, patron statistics, ILL server, website Library Systems, Circulation, Interlibrary Loan Publicity Newsletters, Program Files Director’s Office, RIS, Multicultural Svcs., all public service depts. Reference Reference Questions and Statistics, BI records All public service depts. Security Surveillance tapes, accident reports, patron incident files Facilities Management