Library records consist of information documented in performance of the Library’s official business. This policy is meant to establish the requirements for record maintenance and disposition, including setting a clear schedule for destruction of records, identifying records to be maintained permanently, and ensuring that privacy standards are met. As a 501(c)3 organization, the Scarborough Public Library is not subject to public records laws.
Confidentiality of Library Records
The library protects the privacy and confidentiality of its patrons and staff. See the Privacy Policy for more information.
Records
Records fall into two categories: permanent and non-permanent. For the purposes of this policy, “records” refers to both paper and electronic documents and files, including email. Therefore, any electronic records that fall into one of the document types on the Record Retention and Disposition Schedules will also be maintained for the appropriate amount of time. Retention of records may be in the form of electronic media, print, or tape.
Records Retention
The Director shall serve as the library’s records management officer in charge of the administration of and monitoring compliance with this policy.
Documents will be separated into relevant categories as defined in the Records Retention and Disposition Schedules for destruction or archiving. Paper copies of permanent records will be bound and stored in designated area. No documents will be retained beyond their scheduled destruction date unless they are reasonably needed as reference materials.
Electronic documents will be retained as if they were paper documents. Therefore, any electronic files that fall into one of the document categories on the retention schedule will be maintained for the appropriate amount of time. If a user has sufficient reason to keep an email message, the message should be printed in hard copy and kept in the appropriate file or moved to an “archive” e-mail folder.
Certain documents such as Library Board of Trustee meeting minutes and library policies will be maintained on the library website so that they are easily accessible to the public. Information can be removed from or added to the website at the discretion of the Library Director.
Digitization
The Library digitizes certain organizational records as a strategy for saving space, increasing access, reducing retrieval time, or creating back-ups. In such instances, the Library will ensure that the digitized images will accurately and completely reproduce all the information in the records being imaged and will not be rendered unusable due to changing or proprietary technology before their retention and preservation requirements are met.
Digitized items will be retained in accordance with this policy and in consideration of appropriate confidentiality and copyright standards. Original paper copies of digitized items should be retained if the retention period is permanent.
Document Destruction & Disposal
The Director and supervisors are responsible for the ongoing process of identifying records which have met the required retention period and overseeing their destruction and disposal. Destruction of financial, personnel-related, and other confidential records will be accomplished by shredding.
Suspension of Disposal
Document destruction will be suspended immediately upon any indication of an official investigation or when a lawsuit is filed or appears imminent. Destruction will be reinstated upon conclusion of the investigation.
No officer or volunteer of the library shall knowingly destroy, dispose of, conceal, or alter any record or document that is or may be relevant to an anticipated or ongoing investigation or legal proceeding conducted by or before a federal, state, or local agency, including tax and regulatory agencies, law enforcement agencies, civil or criminal courts, or an anticipated or ongoing internal investigation, audit, or review.
Compliance
Unauthorized modification or removal of records from the Library is not permitted. Destruction or disposition of records not in accordance with the Records Retention Schedule is prohibited.
Retention Schedule
The Scarborough Public Library’s Records Retention and Disposition Schedules are subject to periodic review and approval by the Board of Trustees. The purpose of these schedules is to:
- establish retention requirements for temporary records and ensure records are retained as long as needed for administrative, legal and fiscal purposes;
- ensure records with enduring historical and other research value are identified and retained permanently; and
- facilitate the systematic disposal of unneeded records.
Approved October 2026; supersedes and replaces all prior versions.