Recently Asked Questions (RAQs)

Many libraries use a form of “registration card” when signing people up for a library card; a small form filled out by a patron before receiving a library card. We’d like some clarity regarding the retention of physical registration cards as they pertain to “Library Card Application Records” in the LGS-1.

Here are the questions:
1. How would you define a Library Card Application Record?

2. Does duplicating all information from a simple registration card into the ILS patron record relieve the retention period of the physical registration card?

3. The registration card would not have unique information or signatures. Does retention change if there is unique information on the registration card that is not duplicated in the ILS, including signatures?

4. If retention applies to a simple registration card (no signatures or unique information), is it possible to define it as a temporary data transfer tool rather than an application through policy, to relieve the retention requirement?

Does a contractor have to comply with FOIL request if they are contracted to a county government?

We have a [person] requesting information about a Security Guard who is a Contract Employee (employed by another government entity). All I know is the Guard's 1st name- which is on no paperwork we have. I have already told the requestor that the Guard is employed by an outside company. We are [REDACTED] County government and contract through [REDACTED Other Public Agency] - What do we have to do legally?

I am writing to update the excellent advice on the RAQ page from November 2020 in regards to the retention of health screening records in a school district, local government, or state agency (under a separate retention schedule.)

I just called the state archives to confirm the retention period of library employee daily health screenings using LGS-1. They referred me to item 792c (positive health screening) with a 6 year retention and 792d (negative health screening) with a 1 year retention. (pg: 210-211 in the schedule.)

They have also updated their guidance on records related questions for COVID-19 http://www.archives.nysed.gov/records/documenting-government-response-to-covid-19

Thank you for answering the original question in November. I hope this update to the response is helpful.

We got a question regarding how the new rules for records retention (the "LGS-1") impacts the retention of school library borrowing records.

Under the new LGS-1, how long must school library borrowing records be retained?  How does that impact BOCES, district, and school library records purging?