Discovery Pass Ticket System

The current online ticket system for Discovery Passes is ending on December 31st, 2024. We are working on implementing a new system currently, but it will not be ready for use for a few weeks. Passes will not be available to reserve for dates past December 30 until our new system is in place. Please contact 712-323-7553, option 2, or email circ@councilbluffslibrary.org with any questions. 

The Library will be closing early Tuesday, December 31

The Library will be closing at 5 p.m. on Tuesday, December 31 in observance of New Year's Eve.

The Library will be closed Tuesday, December 24 and Wednesday, December 25

The Library will be closed Tuesday, December 24 and Wednesday, December 25 in observance of Christmas.

Records Retention

Policy Type
Policy Audience

(Public Record Law Implementation Responsibility – Library Director)

 

A. LIBRARY BOARD OF TRUSTEES

Record Title

Retention Period

Reason

Active Use

Inactive Storage

Audio Recordings

1 year from date of meeting; unless required to retain due to pending legislation

Code of Iowa, 21.5(4). Administrative and legal value ends.

1 year

Destroy

Board Packets

Permanent

Continuing administrative, historical, and legal values

10 years

Archived/Special Collections

Minutes of the Board

Permanent

Continuing administrative, historical, and legal values

10 years

Archived/Special Collections

Bills Reports

Permanent

Continuing administrative, historical, and legal values

10 years

Archived/Special Collections

Resolutions

Permanent

Continuing administrative, historical, and legal values

10 years

Archived/Special Collections

Rosters of Previous Board Members

Permanent

Continuing administrative, historical, and legal values

10 years

Archived/Special Collections

Correspondence

As long as administratively useful; appraise for permanent retention

Possible long-term administrative use and historical value

Saved electron-ically

Saved electron-ically

B. FINANCIAL

Record Title

Retention Period

Reason

Active Use

Inactive Storage

Capital Improvement Projects

5 years after project completion

Administrative value ends

5 years

Records kept by City

Grant Reports

10 year minimum, depending on grant requirements

Fiscal value ends

10 years

Records kept by City

Accounts Payable

a. Invoices, statements, bills

10 years

Fiscal value ends

10 years

Records kept by City Finance

b. Purchase orders

10 years

Fiscal value ends

10 years

Records kept by City Finance

c. Requisitions

10 years

Fiscal value ends

10 years

Records kept by City Finance

Accounts Receivable

a. Gifts & Memorials

10 years or 5 years after expended

Fiscal value ends

10 years

Destroy

b. Daily cash receipt tabulation (cash register tapes,
tallies, etc.)

10 years

Fiscal value ends

10 years

Destroy

c. Invoices, statements, bills

10 years

Fiscal value ends

10 years

Records kept by City Finance

Bids, Quotes & Proposals

a. Official Copy, Bid/ Proposal RFP

10 years after completion of contract

Administrative value ends

10 years

Destroy

b. Copies of Bids Received and Related Documents for Public Improvement Projects and Acted on by Board

10 years after completion of contract; accepted bids retained permanently

Administrative value ends; continuing administrative value

10 years

Destroy

C. CIRCULATION

Record Title

Retention Period

Reason

Active Use

Inactive Storage

Borrower’s registration database files

Purge after 3 years of inactivity and following approved procedure

As per Iowa State Library Certification

Follow approved procedure

Delete

Circulation Records

5 years

Administrative value ends

5 years

Delete

D. ADMINISTRATION & LEGAL

Record Title

Retention Period

Reason

Active Use

Inactive Storage

Agreements

10 years after expiration

Administrative value ends

10 years

Destroy

Annual Report

Permanent

Continuing historical value

10 years

Archived/Special Collections

Contracts for Service with Other Entities

10 years after expiration

Administrative value ends

10 years

Destroy

Building design blueprints, specifications and construction documents

Permanent

Continuing administrative & historical value

10 years

Archived/Special Collections

Patron comment forms possibly requiring legal action

Permanent, or until patron is no longer living

Administrative and legal values end

Permanent

Destroy

Patron comment form about staff services

Staff personnel folder

 

While staff is active

Terminated Employee Files

Patron Comment Forms and emails from library service area users

Until answered; no longer than 6 months (do not include comments from persons outside the library service area)

Administrative value ends

6 or less months

Administrative Office Files

Incident Reports

1 year non-critical; 5 years critical; indefinitely for lifetime bans

Administrative and legal value ends

1 to 5 years or indefinitely

Destroy

Ban Notices

1 year non-critical; 5 years critical; indefinitely for lifetime bans

Administrative and legal values end

1 to 5 years or indefinitely

Destroy

Security DVR Files

Rolling 30 days; unless related to an incident (ban, crime, investigation, insurance, etc.)

Advice of City Attorney

Rolling 30 days or determined by incident

Destroy

Leases

5 years after expiration, 5-year minimum

Administrative value ends

5 years

Destroy

Major bequest files

Indefinitely; 5 years after expended

Administrative value ends

5 years after expended

Destroy

Surveys & Report to State Library Commission

Permanent

Continuing historical value

Permanent

Administrative Office Files

Individual Employee Files

a. Job Description & History

Permanent

Continuing historical value

10 years

Terminated Employee Files

b. Application & Resume

60 years

Administrative value ends

10 years

Terminated Employee Files

c. Evaluations, discipline, demotion, promotion, awards, patron comments

60 years

Administrative value ends

10 years

Terminated Employee Files

c. Continuing Education

60 years

Administrative value ends

10 years

Terminated Employee Files

c. Medical Information (separate file)

60 years

Administrative value ends

10 years

Terminated Employee Files

c. Resignation, Reasons for Leaving

60 years

Administrative value ends

10 years

Terminated Employee Files

c. Claim for IPERS

60 years

Administrative value ends

10 years

Records kept by City HR

Applications of Those Not Hired

5 years

Administrative value ends

5 years

Destroy

Personnel Polices, Pay Plans, Etc.

Permanent

Continuing historical value

Permanent

Administrative Office Files or City HR

 

Download Policy