PURPOSE
The Meridian Library District (the “District”) is a public agency and as such considers all records maintained by the District to be public records that may be subject to disclosure pursuant to the Idaho Public Records Law. While Idaho law provides that any "writing" prepared or used in the conduct of public business qualifies as a public record, it also recognizes that records vary tremendously in their utility and significance. For instance, resolutions and minutes are important for day-to-day operation and are also historically significant, and, therefore, should not be destroyed. On the other hand, many types of public records should be kept for the applicable retention period and destroyed once their utility is exhausted. Unlike with other public agencies (such as cities, counties, and highway districts), Idaho law does not specifically provide for how library district records are to be classified and maintained. As such, the Board of Trustees of the District (the “Board”) has established this Record Retention Policy (this “Policy”), together with the incorporated Record Retention Schedule (the “Retention Schedule”), to address how the District manages its public records. This Policy is limited to issues of retention, classification, and management of public records. The District’s Access to Public Records Policy and request form details the process for persons to request access to District records.
DOCUMENTS WHICH CONSTITUTE A PUBLIC RECORD
The definition of "public record" is found in the Idaho Public Records Law in Idaho Code § 74-101(13):
"Public record" includes, but is not limited to, any writing containing information relating to the conduct or administration of the public’s business prepared, owned, used or retained by any state agency, independent public body corporate and politic or local agency regardless of physical form or characteristics. Provided, however, that personal notes created by a public official solely for his own use shall not be a public record as long as such personal notes are not shared with any other person or entity.
Idaho Code § 74-101(17) defines "writing":
"Writing" includes, but is not limited to, handwriting, typewriting, printing, photostating, photographing and every means of recording, including letters, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, magnetic or paper tapes, photographic films and prints, magnetic or punched cards, discs, drums or other documents.
In basic terms, the definition of public record established by Idaho law includes any recorded information, regardless of medium, that relates to the business of a public agency, unless the record is exempt from disclosure by law. Public records can be paper documents, books, maps, pictures, audio/visual recordings, microfilm or microfiche, as well as electronic documents (including computer files). E-mail and texts are considered public records and are subject to the same laws as any other public record.
All District public records are property of the District, and no District official or staff shall have any personal or property right to such records even though he or she may have developed or compiled them. The unauthorized destruction or removal of District records is prohibited.
CLASSIFICATION AND RETENTION OF RECORDS
The District’s records are retained in both paper and electronic format and stored on-site at District locations and on servers, respectively. Routine backups are performed on servers to local and cloud storage mediums. Retention of electronic records is ever-changing and certain vital records will be archived in electronic format because it is the only way to retain such records in a searchable format. Other electronic records will be promptly eliminated because they serve no durable purpose. The following value assessments will determine the District’s records storage and management needs: (i) administrative value, (ii) policy value, (iii) fiscal value, (iv) legal value, and (v) historical value; provided, however, such value assessments shall not alter the record retention periods set for in this Policy and the Retention Schedule.
The Retention Schedule provides a detailed guide for District records retention and ultimate disposal. Each line item in the Retention Schedule identifies the retention policy for a particular records type. The types of records included in the Retention Schedule are:
Accounting, Budget, Finance & Payroll Records
Administrative Records
Board of Trustees & Election Records
Information Systems & Technology Records
Insurance, Risk Management & Safety Records
Legal Records
Library Records
Human Resources & Personnel Records
District records are to be kept and destroyed according to the Retention Schedule.
As indicated, Idaho law does not specifically provide for how District records are to be classified and maintained. Nor does Idaho law define the retention requirements for District records. However, Idaho Code does provide classification and retention requirements for other types of public agencies, and the District considers such statutes, although non-binding as to the District, to be illustrative of appropriate practices and timelines. As such, the District has determined to classify its records as: (1) permanent, (2) semi-permanent, or (3) temporary, as each such category is further described below.
“Permanent records” shall be retained by the District in perpetuity and consist of:
Adopted meeting minutes of the Board;
Resolutions;
Building plans and specifications for District projects and buildings;
Fiscal year-end financial reports;
Records affecting the title to real property or liens thereon;
Election records, including declarations of candidacy, declarations of intent, and notices of election; and
Other documents or records as may be deemed of permanent nature by the District.
“Semi-permanent records” shall be kept for not less than five (5) years after the date of issuance or completion of the matter contained within the record and consist of:
Payments, canceled checks, purchase orders, payable vouchers, receipts, utility, and other financial records;
Contracts;
Departmental reports;
Bond or certificate of participation records; and
Other documents or records as may be deemed of semi-permanent nature by the District.
“Temporary records” do not have a specified period of retention and shall be kept for the applicable period set forth on the Retention Schedule; provided, however, in no event shall financial records be destroyed until completion of the District’s annual independent financial audit to which such records pertain. Temporary records consist of:
Cash receipts subject to audit;
Other documents or records as may be deemed of temporary nature by the District.
DESTRUCTION OF RECORDS
The Library Director serves as custodian of the records of the District (the “Records Custodian”). The alternative for contingencies shall be the Assistant Director.
Permanent Records shall not be destroyed. Semi-permanent records and temporary records may be disposed of under the direction and supervision of the Records Custodian only if the full retention period was met. Disposal of records outside of the authorized Retention Schedule requires approval by the Board.
Destruction shall be by shredding or other appropriate permanent and secure means at the end of the retention period.
Accepted by the Meridian Library Board of Trustees February 21, 2018
Revised October 16, 2024