LIB FRM 005MasterControlPlan 020612 by hr3kATa1

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									                                                     Document Control & Records Identification                                                                                                                                                      Records Control along with identification (to the left)
                                                                                                                                      Document Type/
                                                                                                                                                                                                                                          Retrieval                           Storage              Protection       Retention Disposition
                                                                              Revision                                                 ISO Element
   Document Description/Title (Primary Recognition) also                                                                                                                                                                           INDEX           ACCESS              FILE            STORE        MAINTAIN        RETENTION       DISPOSITION
                                                                             If we are only
    known as Process Name and/or Records Identification                      controlling the                                                                                 Who Will                                                                                                               In what form




                                                                                                                                                                                                              Is it a Record?
                                                                                                                      Environmental



                                                                                                                                         Health/Safety
 Distribution is for the most part controlled electronically (online).   document as a record




                                                                                                                                                                                              Approval Date
                                                                                                   Document Number                                                            Review                                                                              In what physical In what physical   are these     How long are      What is to be
Distribution of an individual document (where we are maintaining         (typically the case for                                                                                                                                  What is the Who has primary




                                                                                                                                                            Quality
                                                                                                                                                                            /Approve It                                                                             area are these   area are these    records      these records     done with the
                                                                              records from                                                                                                                                      order in which    respon. for
copies) is included as an embedded "comment" in the description                                                                                                                                                                                                      records filed  records stored   maintained     kept in long-   records when the
                                                                          subcontractors), the                                                                                                                                   these records controlling access
                          for that document.                                                                                                                                                                                                                          (short-term     (long-term     (electronic,   term storage?     retention time
                                                                            revision is N/A.                                                                                                                                     are indexed? to these records
                                                                                                                                                                                                                                                                         filing)       storage).     hard-copy,       (min time)         expires.
                                                                                                                                                                                                                                                                                                       fiche)?



Action Item List                                                                   2                COD-FRM-007                                                  5.6.3      QMS Team       4/3/2010            X                   Date         Mgmt Rep          Dept Files       Dept Files Hard-copy              1 Year           Discard
                                                                                                                                                                                                                                                                                              Electronic              Until
Audit Checklist                                                               Sys Copy              COD-FRM-009                                                  5.6.3      QMS Team      8/23/2010            X                  Name          Mgmt Rep          Dept Files       Dept Files Back-up               Updated         Overwritten

Audit Plan                                                                    Sys Copy              COD-FRM-014                                                  5.6.3      QMS Team 11/27/2007                X                  Device        Mgmt Rep          Dept Files       Dept Files Hard-copy              1 Year           Discard
Audit Schedule - Annual Plan (or any other type of audit
schedule) records (including those from subcontractors and
calibrations                                                                       1                COD-FRM-004                                                  8.2.2      QMS Team 11/27/2007                X                  Device        Mgmt Rep          Dept Files       Dept Files Hard-copy              1 Year           Discard
those related to an inpact assessment when a device fails
verification or calibration)

CareNow Medical Authorization Form                                               N/A                     N/A                                        4.2.3                      HR            N/A               X                  Vendor          Vendor            Vendor              N/A      N/A                 3 Years             N/A
                                                                                                                                                                                                                                                   CRC                                        Electronic
City Employee Description of Vehicle Collision                                     2                OHS-FRM-017                               4.5.3.1                          HR         5/30/2008            X                   Date          Secretary         HR Files        HR Files    Back-up              3 Years           Discard
                                                                                                                                                                                                                                                                                              Electronic              Until
City of Dallas Master Control Plan                                            Sys Copy              COD-FRM-005                                                4.2.3c       QMS Team         N/A               X                  Name          Mgmt Rep          Dept Files       Dept Files Back-up               Updated         Overwritten

City of Dallas Safety Manual                                                       0                Pub No.09-10/23                                 4.4.6                      HR          2/1/2010
                                                                                                                                                                                                                                                   CRC                                              Electronic
City Supervisor's Description of Vehicle Collision                                 2                OHS-FRM-018                               4.5.3.1                          HR         5/30/2008            X                   Date          Secretary         HR Files         HR Files         Back-up         3 Years          Discard
                                                                                                                                                                                                                                                  Appeal                                            Electronic
City Wide Appeal Board Vote Record                                                 1                OHS-FRM-020                               4.5.3.1                          HR         5/30/2008            X                   Date           Board            HR Files         HR Files         Back-up         3 Years          Discard

City Wide - Management System Document Web Integration                             1                 COD-WKI-001                                               4.2.3d       QMS Team      1/20/2008

Collision Appeal Board                                                           N/A                     N/A                                  4.5.3.1                          HR         5/30/2008

Collision Packet                                                                 N/A                     N/A                                  4.5.3.1                          HR         5/30/2008            X                   Date              HR            HR Files         HR Files       Hard-copy         3 Years          Discard

Collision Report (P-8 Form)                                                      N/A                     N/A                                  4.5.3.1                          HR         5/30/2008            X                   Date              HR            HR Files         HR Files       Hard-copy         3 Years          Discard

Collision Response Program                                                       N/A                     N/A                                  4.5.3.1                          HR         5/30/2008
                                                                                                                                                                                                                                                   CRC                                              Electronic
Collision Review Checklist                                                         2                OHS-FRM-014                               4.5.3.1                          HR         5/30/2008            X                   Date          Secretary         HR Files         HR Files         Back-up         3 Years          Discard
                                                                                                                                                                                                                                                   CRC                                              Electronic
Collision Review Committee Summary                                                 2                OHS-FRM-016                               4.5.3.1                          HR         5/30/2008            X                   Date          Secretary         HR Files         HR Files         Back-up         3 Years          Discard
                                                                                                                                                                                                                                                   CRC                                              Electronic
Collision Review Committee Vote Record                                             3                OHS-FRM-015                               4.5.3.1                          HR         5/30/2008            X                  Name           Secretary         HR Files         HR Files         Back-up         3 Years          Discard

Competence, Training, and Awareness                                                0                OHS-PRO-005                                     4.4.2                      HR         10/16/2008

Contractors and Visitors Brochure                                         Communication            Pub No. 08/09-98                           4.4.3.1                          HR          8/1/2009

Control of Documents                                                               9                COD-PRO-001                 4.4.5               4.4.5        4.2.3      QMS Team       8/6/2010

Control of Nonconforming Product or Service                                        2                COD-PRO-003                                                       8.3   QMS Team 11/27/2007

Control of Records                                                                 8                COD-PRO-001                                                  4.2.4      QMS Team      2/22/2010

Control of Records-OHSAS                                                           1                OHS-PRO-017                                     4.5.4                      HR         10/16/2008




      Revision:Syscopy
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                                                                                                                                                             CRC                                 Electronic
CRC Recording Cover Sheet                                       5       OHS-FRM-012            4.5.3.1   7.2.3c,    HR        5/30/2008    X     Date      Secretary    HR Files    HR Files      Back-up     3 Years     Discard
                                                                                                         8.2.1, &
Customer Feedback Process - Dallas Community                    2       COD-PRO-007                        8.4d
                                                                                                         7.2.3c, QMS Team     1/17/2007
                                                                                                         8.2.1, &
Customer Feedback Process - Internal Customers                  1       COD-PRO-011                        8.4d   QMS Team    9/11/2007

Customer-Related Processes - Service Requested                  1       COD-PRO-013                       4.1a     QMS Team   1/30/2008

Document Approval Form                                          2       COD-FRM-006                       4.2.3a   QMS Team    8/6/2010    X     Date
                                                                                                                                                Date or    Mgmt Rep    Dept Files   Dept Files Hard-copy       1 Year     Discard
                                                                                                                                               document
Document Approval Log                                           5       COD-FRM-003                       4.2.3a   QMS Team   2/22/2010    X      title    Mgmt Rep    Dept Files   Dept Files Hard-copy       1 Year     Discard

Document Template - Visio                                    Sys Copy       N/A                           4.1c     QMS Team 12/30/2009

Document Template - Word                                     Sys Copy       N/A                           4.1c     QMS Team 12/30/2009

Emergency Evacuation Form                                       1       OHS-FRM-006             4.4.7                 HR      12/29/2008

Emergency Preparedness and Response                             0       OHS-PRO-012             4.4.7                 HR      10/16/2008

Environmental Management System                              Sys Copy       N/A         X                            OEQ         N/A

Establishing A Special Process                                  1       COD-PRO-010                      4.1 & 7.1 QMS Team   9/25/2006

Evaluation of Compliance                                        2       OHS-PRO-014             4.5.2                 HR      10/16/2008

External Communication                                          0       OHS-PRO-006            4.4.3.3                HR      10/16/2008
                                                                                                                                                                        Inspector
Facility Risk Assessment Form                                   2       OHS-FRM-004             4.3.1                 HR      3/13/2010    X   Location                   Files                                 N/A       Discard

Hazard Identification and Risk Assessment                       4       OHS-PRO-001             4.3.1                 HR      10/16/2008

Incident Investigation                                          0       OHS-PRO-015            4.5.3.1                HR      10/16/2008

Injury Investigation Forms                                     N/A        AD 3-31              4.5.3.1                HR       2/1/2001    X    Name          HR           HR       HR Files                  30 Years     Shred
                                                                                                                                                                                               Electronic
Intelex                                                      Sys Copy       N/A         X        X          X        OEQ         N/A       X    Activity     OEQ        Network      Network    Back-up       5 Years      Purge
                                                                                                                                                                                               Electronic       Until
Integrated Audit Checklist                                   Sys Copy   COD-FRM-015                       5.6.3    QMS Team    5/4/2011    X    Name       Mgmt Rep    Dept Files   Dept Files Back-up        Updated    Overwritten
                                                                                               4.5.1 &
Internal Audit                                                  5       COD-PRO-002   4.5.5     4.5.5     8.2.2    QMS Team 12/24/2009

Internal Communication                                          0       OHS-PRO-007   4.4.3a   4.4.3.2    5.5.3       HR      10/16/2008
                                                                                                                                                                                                 Electronic    Until
Job Safety Analysis Form                                        4       OHS-FRM-001             4.3.1                 HR      3/13/2010    X     Title       OHS       Safety Files Dept Files    Back-up     Updated    Overwritten

Legal and Other Requirements                                    0       OHS-PRO-002   4.3.2     4.3.2                 HR      10/16/2008

Legal and Other Requirements Form                               3       OHS-FRM-003             4.3.2                 HR      10/16/2008

Maintaining Monitoring & Measurement Devices (Calibration)      2       COD-PRO-006                         7.6    QMS Team   8/10/2007
                                                                                                         6.3, 6.4,
Maintenance                                                     2       COD-PRO-008                      & 7.5.1c QMS Team    1/30/2008

Management Review                                               4       COD-PRO-009    4.6      4.6        5.6     QMS Team    2/2/2010    X
Management Review Meeting Minutes (and other such
management review records)                                      3       COD-FRM-001                        5.6     QMS Team    2/2/2010    X     Date      Mgmt Rep    Dept Files   Dept Files Hard-copy       1 Year      Shred
                                                                                                                                                                                               Electronic
Near-Miss-Incident Form                                         2       OHS-FRM-009            4.5.3.1                HR      11/17/2009   X     Date      Mgmt Rep    Dept Files   Dept Files Back-up         1 Year     Discard

Non-Conformance Form                                            5       COD-FRM-013                        8.5     QMS Team    6/1/2011    X     Date      Mgmt Rep    Dept Files   Dept Files Hard-copy       1 Year      Shred

Nonconformity, Corrective Action and Preventative Action        9       COD-PRO-004   4.5.3    4.5.3.2     8.5     QMS Team    6/7/2011

Objectives & Program(s)                                         0       OHS-PRO-003             4.3.3                 HR      10/16/2008



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Objectives and Programs Form                                          0          OHS-FRM-005              4.5.3.1                 HR         5/30/2008
                                                                                                          4.5.1 &                                                                                              Electronic    Until
OHSAS Internal Audit Checklist                                        0          OHS-FRM-012               4.5.5                  HR         12/24/2009   X    Name      Mgmt Rep    Dept Files   Dept Files    Back-up     Updated   Overwritten

Operational Control                                                   0          OHS-PRO-011      4.4.6    4.4.6                  HR         10/16/2008

Opportunities & Incidents Log                                         1          COD-FRM-008                         5.6.3    QMS Team          N/A       X    Date      Mgmt Rep    Dept Files   Dept Files Hard-copy      1 Year     Discard

OSHA & NFPA Compliance Standards                                      0          OHS-FRM-003               4.3.3                  HR         10/16/2008
                                                                                                                                                                            Dept
Outsourced Process Evaluation                                         1          COD-FRM-010                         7.4.1    QMS Team       1/22/2008    X   Supplier   Purchasing Purchasing Purchasing Hard-copy         1 Year      Shred

Participation & Consultation                                          0          OHS-PRO-008              4.4.3.2                 HR         2/22/2010

Performance Measurement and Monitoring                                0          OHS-PRO-013               4.5.1                  HR         10/16/2008

Planning For Success                                                   1
                                                                      See        COD-PRO-010                        4.1 & 7.1 QMS Team       9/25/2007
                                                                  Improvement   See Improvement
Preventive Action                                                   System           System               4.5.3.2    8.5.3    QMS Team 12/29/2009

Process/Opportunity for Improvement Form                              5          COD-FRM-002                           8.5   QMS Team 6/1/2011            X    Date      Mgmt Rep    Dept Files   Dept Files Hard-copy      1 Year      Shred
                                                                                                                    4.1, 7.4
Purchasing                                                            2          COD-PRO-012                         & 8.4d QMS Team 11/26/2007
Quality, Environmental, and Occupational Health & Safety                                                            4.2.1b &
Management System Manual                                              6          COD-MSD-001       X        X         4.2.2 QMS Team 6/3/2009

Resources, Roles, Responsibility, Accountability, and Authority       0          OHS-PRO-004               4.4.1                  HR         10/16/2008
                                                                                                                                                                           CRC                                 Electronic
Team Collision Response checklist                                     2          OHS-FRM-014                        4.5.3.1       HR         5/30/2008    X    Name      Secretary   HR Files     HR Files      Back-up     3 Years    Discard

Training                                                              5          COD-PRO-005      4.2.2    4.2.2      6.2     QMS Team       7/24/2009

Training/Meeting Sign-In Form                                         4          COD-FRM-012       X        X        4.2.3a   QMS Team       5/20/2010    X    Date      Mgmt Rep    Dept Files   Dept Files Hard-copy      1 Year     Discard
                                                                                                                                                                           Dept.
Visual Housekeeping Inspection Form                                   3          OHS-FRM-007               4.3.1                  HR         2/25/2010    X    Date      Inspector   Dept Files   Dept Files Hard-copy      1 Year     Discard
                                                                                                                                                                           CRC                               Electronic
Witness Description of Vehicle Collision                              2          OHS-FRM-019              4.5.3.1                 HR         5/30/2008    X    Date      Secretary   HR Files     HR Files    Back-up       3 Years    Discard
                                                                                                                                                                                                             Electronic       Until
Workplace Exposure Checklist                                          3          OHS-FRM-008               4.5.2                  HR          Oct-98      X    Name      Mgmt Rep    Dept Files   Dept Files Back-up        Updated   Overwritten
                                                                                                                                                                                                             Electronic       Until
Library Services Master Control Plan                                  16         COD-FRM-005                          4.2.3. Corinne Hill
                                                                                                                         4.1                 12/06/2010   X    Name      Mgmt Rep    Network       Network    Back-up       Updated   Overwritten
                                                                                                                    (outsour                                                                                 Electronic       Until
Library Services                                                      24         COD-FRM-005                          cing), Corinne Hill    09/01/2011   X    Name      Mgmt Rep    Network       Network    Back-up       Updated   Overwritten
                                                                                                                     7.5, 8.2.3,
                                                                                                                      8.2.4 in    Miriam
Circulation                                                           2          LIB-PRO-002                             ISO     Rodriquez   12/03/2010
                                                                                                                    7.5.1a,e,&
                                                                                                                      f, 7.5.3,   Miriam
Page Activities                                                       6          LIB-PRO-011                         7.5.5, ISO Rodriquez    09/09/2011
                                                                                                                     4.2.4, 7.5,
                                                                                                                     7.5.3, 8.3,  Miriam
Check in of Customer Returns – Pages                                  5          LIB-WKI-121                          8.5 ISO    Rodriquez   08/30/2011
                                                                                                                     4.2.4, 7.5,
                                                                                                                        7.5.3,    Miriam
Check in of In-Transit Items                                          3          LIB-WKI-122                         7.5.5, 8.3, Rodriquez   08/30/2011
                                                                                                                     4.2.4, 7.5,
                                                                                                                    7.5.1a,e,&    Miriam
In-House Use Count                                                    3          LIB-WKI-123                          f, 7.5.3,  Rodriquez   08/30/2011
                                                                                                                     4.2.4, 7.5,
                                                                                                                    7.5.1a,e,&f   Miriam
Page Task Definitions                                                 3          LIB-WKI-125                           , 7.5.3,  Rodriquez   08/30/2011
                                                                                                                     4.2.4, 7.5,
                                                                                                                    7.5.1a,e,&    Miriam
Page Duties Checklist                                                 3          LIB-WKI-126                          f, 7.5.3,  Rodriquez   08/30/2011
                                                                                                                        7.2.2,
                                                                                                                    7.5.1e-f of   Miriam
CSR Functions - (Customer Services Representative)                    9          LIB-PRO-012                             ISO     Rodriquez   09/09/2011
                                                                                                                     4.2.4, 7.5,
                                                                                                                    7.5.1a, 8.3,  Miriam
Company card                                                          2          LIB-PRO-142                        8.5 of ISO Rodriquez     10/07/2011
                                                                                                                     4.2.4, 7.5,
                                                                                                                     8.3, 8.5 of  Miriam
Mail revenue Preparation – Customer Service Representatives           2          LIB-PRO-143                         ISO 9001 Rodriquez      10/07/2011
                                                                                                                                  Miriam                                                                       Electronic    Until
Garage Sale Permit Procedures                                         2          LIB-PRO-144                            4.2.3.   Rodriquez   10/07/2011   X    Date      Mgmt Rep    Network      Network       Back-up     Updated   Overwritten



      Revision:Syscopy
      3 of 113                                                                                                                                            COD-FRM-005.LIB                                                                           A printed copy of this document is obsolete 10 days from 8/7/2012 at 5:33 PM
                                                                            4.2.4, 7.5,
                                                                              7.5.3,       Miriam
Check in of Customer Returns - Circulation Counter       2   LIB-WKI-120    7.5.5, 8.3,   Rodriquez   12/15/2010
                                                                            4.2.4, 7.5,
                                                                           7.5.1a, 8.3,    Miriam
Issuing a Library Card                                   3   LIB-WKI-124   8.5 of ISO
                                                                             4.2.4,       Rodriquez   08/30/2011
                                                                              7.5,         Miriam
New Materials Processing                                 4   LIB-WKI-127     7.5.3,       Rodriquez   08/30/2011
                                                                           4.2.4, 7.5,
                                                                           7.5.1, 8.3,     Miriam
Check out of Materials                                   4   LIB-WKI-128   8.4, 8.5 of    Rodriquez   08/30/2011
                                                                           4.2.4, 7.5,
                                                                           7.5.3, 8.3,     Miriam
Processing the Hold Request to Fill List                 3   LIB-WKI-129   8.5 of ISO     Rodriquez   12/15/2010
                                                                           4.2.4, 7.5,
                                                                             7.5.1b,       Miriam
Processing Incoming Requests and Unclaimed List          4   LIB-WKI-130   7.5.3, 8.3,    Rodriquez   11/30/2010 Ver
                                                                           4.2.4, 7.5,
                                                                           8.3, 8.5 of     Miriam                sio
Renewals                                                 1   LIB-WKI-131   ISO 9001       Rodriquez   07/15/2009 n 1
                                                                           4.2.4, 7.5,
                                                                           8.3, 8.5 of     Miriam
Claim Returned Process                                   2   LIB-WKI-132   ISO 9001       Rodriquez   12/15/2010
                                                                           4.2.4, 7.5,
                                                                           8.3, 8.5 of     Miriam
Deposit Preparation – Customer Service Representatives   2   LIB-WKI-133   ISO 9001       Rodriquez   01/12/2011
                                                                           4.2.4, 7.5,
                                                                           8.3, 8.5 of     Miriam
Cash Drawer Procedures                                   2   LIB-WKI-134   ISO 9001       Rodriquez   12/17/2009
                                                                           4.2.4, 7.5,
                                                                           8.3, 8.5 of     Miriam
PayPal Credit Card Transactions                          1   LIB-WKI-136   ISO 9001       Rodriquez   07/20/2009
                                                                           4.2.4, 7.5,
                                                                           8.3, 8.5 of     Miriam
Deposit Preparation – Office Assistants                  1   LIB-WKI-137   ISO 9001       Rodriquez   07/20/2009

                                                         1   LIB-WKI-138
                                                                           4.2.4, 7.5,
                                                                           8.3, 8.5 of     Miriam
Petty Cash Fund Audits                                   1   LIB-WKI-139   ISO 9001       Rodriquez   07/20/2009
                                                                            2.4, 7.5,
                                                                           8.3, 8.5 of     Miriam
Change Fund Audits                                       1   LIB-WKI-140   ISO 9001       Rodriquez   07/20/2009
                                                                           4.2.4, 7.5,
                                                                           8.3, 8.5 of     Miriam
Opening Procedures Central Circulation Unit              1   LIB-WKI-141   ISO 9001       Rodriquez   07/20/2009
                                                                           4.2.4, 7.5,
                                                                           7.5.1, 8.3,     Miriam
Check Out and Check-In of Electronic Devices             1   LIB-FRM-356   8.4, 8.5 of    Rodriquez   02/03/2012   X    Date     Sr. CSR   Dept Files   Dept Files Hard-copy     5 yrs     shred
                                                                                           Miriam
Damaged Material Letter                                  1   LIB-FRM-150      4.2.3.      Rodriquez   07/30/2009   X    Date     Sr. CSR   Dept Files   Dept Files Hard-copy    90 days    Shred
                                                                                           Miriam
Materials Gift Form                                      1   LIB-FRM-151      4.2.3.      Rodriquez   07/30/2009   X    Date     Sr. CSR   Dept Files   Dept Files Hard-copy     5yrs      Shred
                                                                                           Miriam
Monetary Gift Receipt Form                               2   LIB-FRM-152      4.2.3.      Rodriquez   10/23/2009   X    Date     Sr. CSR   Dept Files   Dept Files Hard-copy     5yrs      Shred
                                                                                           Miriam
Pick Up and Delivery Record                              1   LIB-FRM-161      4.2.3.      Rodriquez   07/30/2009   X    Date     Sr. CSR   Dept Files   Dept Files Hard-copy     5yrs      Shred
                                                                                           Miriam
Cash Short/Long Record                                   2   LIB-FRM-162      4.2.3.      Rodriquez   12/15/2010   X     Date    Sr. CSR   Dept Files   Dept Files Hard-copy     5yrs      Shred
                                                                                           Miriam                        Not
Problem Slip                                             2   LIB-FRM-164      4.2.3.      Rodriquez   11/29/2009   X   Indexed   Sr. CSR      N/A         N/A        N/A       Ephemeral   Discard
                                                                                           Miriam
Search Failed Notice                                     1   LIB-FRM-165      4.2.3.      Rodriquez   07/20/2009   X    Date     Sr. CSR   Dept Files   Dept Files Hard-copy    90 days    Shred
                                                                                           Miriam
Fee Card Record                                          1   LIB-FRM-166      4.2.3.      Rodriquez   07/30/2009   X    Date     Sr. CSR   Dept Files   Dept Files Hard-copy     5yrs      Shred
                                                                                           Miriam
Copy Card Sold/Replaced                                  1   LIB-FRM-167      4.2.3.      Rodriquez   07/30/2009   X    Date     Sr. CSR   Dept Files   Dept Files Hard-copy     5yrs      Shred
                                                                                           Miriam
Central Units Change Fund Safe Log                       1   LIB-FRM-170      4.2.3.      Rodriquez   07/27/2009   X    Date     Sr. CSR   Dept Files   Dept Files Hard-copy      1yr      Discard
                                                                                           Miriam
Central Library Parking Log                              1   LIB-FRM-171      4.2.3.      Rodriquez   07/27/2009   X    Date     Sr. CSR   Dept Files   Dept Files Hard-copy     5yrs      Shred
                                                                                           Miriam
Open Desk Check List                                     1   LIB-FRM-172      4.2.3.      Rodriquez   07/27/2009   X    Date     Sr. CSR   Dept Files   Dept Files Hard-copy      1yr      Discard
                                                                                           Miriam
Newspaper Check in Log                                   1   LIB-FRM-173      4.2.3.      Rodriquez   07/27/2009   X     Date    Sr. CSR   Dept Files   Dept Files Hard-copy      1yr      Discard
                                                                                           Miriam                        Not
Proof of Payment                                         1   LIB-FRM-185      4.2.3.      Rodriquez    9/9/209     X   Indexed   Sr. CSR      N/A         N/A        N/A       ephemeral   discard
                                                                                           Miriam
Mail Revenue Log                                         1   LIB-FRM-186      4.2.3.      Rodriquez    9/9/209     X    Date     Sr. CSR   Dept Files   Dept Files Hard-copy     5 yrs     shred
                                                                                           Miriam
Ereader Agreement                                        1   LIB-FRM-310                  Rodriquez   02/03/2012   X    Date     Sr. CSR   Dept Files   Dept Files Hard-copy     5 yrs     shred



      Revision:Syscopy
      4 of 113                                                                                                     COD-FRM-005.LIB                                                                   A printed copy of this document is obsolete 10 days from 8/7/2012 at 5:33 PM
                                                                            7.5, 8.2.3,
                                                                              8.2.4 of
Technical Services                                       2    LIB-PRO-003       ISO        Corinne Hill 11/24/2009
                                                                             4.1, 7.4,
                                                                            7.1, 8.2.4,
Acquisitions, Receiving, Cataloging, and Processing      4    LIB-PRO-031   8.3, & 8.4d    Corinne Hill 12/17/2009
                                                                               4.2.3,
                                                                            4.2.4, 7.5,
Naming Conventions Order Lists & Purchase Orders         1    LIB-PRO-221   8.3, 8.5 of    Corinne Hill 07/20/2009
                                                                            4.2.4, 7.1,
                                                                             7.5, 8.3,
Order Calendar                                           1    LIB-PRO-223   8.5 of ISO     Corinne Hill 07/20/2009
                                                                            4.1, 4.2.4,
                                                                             7.4, 7.5,
Order Process for Master Agreement Vendors               1    LIB-PRO-224   8.3, 8.5 of    Corinne Hill 07/20/2009
                                                                            4.2.4, 7.4,
                                                                             7.5, 8.3,
Centralized Selection                                    1    LIB-PRO-241   8.5 of ISO     Corinne Hill 07/20/2009
                                                                                             Person
                                                                            7.4 of ISO     designated
Centralized Selection Gift Books                         1    LIB-PRO-242   9001:2008      as approver 07/30/2009
                                                                               4.2.4,
                                                                            7.2.3c, 7.4,
Customer Requests to Purchase                            3    LIB-PRO-244   7.5, 8.2.1,    Corinne Hill 12/06/2010
                                                                             4.2.4, 7.5,
                                                                            8.3, 8.5 of
Selection Review Sources                                 1    LIB-PRO-245       ISO        Corinne Hill 07/20/2009
                                                                            4.1, 4.2.4,
                                                                              5.6, 7.4,
Final Order Preparations & Release                       1    LIB-WKI-205     7.5, 8.3,    Corinne Hill 07/20/2009
                                                                            4.1, 7.4 of
                                                                                ISO
Master Agreement Vendor Website Instructions             1    LIB-WKI-215   9001:2008      Corinne Hill 07/17/2009
                                                                            4.1, 7.4 of
                                                                                ISO
Marking Grids at Vendor Websites                         1    LIB-WKI-217   9001:2008      Corinne Hill 07/17/2009
                                                                             4.1. 4.2.4,
                                                                            7.4 of ISO
Order Records – From Vendor Site to Purchase Order       1    LIB-WKI-219   9001:2008      Corinne Hill 07/20/2009
                                                                             4.1. 4.2.4,
                                                                            7.4 of ISO
Order Records – Special Handling Required                1    LIB-WKI-220   9001:2008      Corinne Hill 07/20/2009
                                                                             4.1. 4.2.4,
                                                                            7.4 of ISO
Creating Order Records & Record Sets for Ordering        1    LIB-WKI-239   9001:2008      Corinne Hill 07/20/2009
                                                                             4.2.4, 7.4
                                                                               of ISO
Direct Order Preparing & Processing                      2    LIB-WKI-240   9001:2008      Corinne Hill 12/11/2009

Street Date Form                                         1    LIB-FRM-250     4.2.3.       Corinne Hill 07/30/2009   X    Date    Cat Dept   Dept Files   Dept Files Hard-copy Ephemeral     Discard

Direct Orders                                            1    LIB-FRM-258     4.2.3.       Corinne Hill 07/30/2009   X   Name     Acq Dept   Dept Files   Dept Files Hard-copy Fiscal Year   Discard
                                                                                                                         Vendor   Delivery    Delivery     Delivery
Receiving Memorandum                                     1    LIB-FRM-251     4.2.3.       Corinne Hill 09/20/2009   X   Name     Services   Services     Services Hard-copy 3 years         Discard

Order Log Sheet                                          1    LIB-FRM-252     4.2.3.       Corinne Hill 07/30/2009   X    Date    Acq Dept   Dept Files   Dept Files Electronic
                                                                                                                                                                        Hard     2 years     Discard
                                                                                                                                                                     Copy/Elec
Centralized Selector Worksheet for Oas                   2    LIB-FRM-253     4.2.3.       Corinne Hill 11/12/2009   X   Name     Acq Dept   Dept Files   Dept Files   tronic   Ephemeral
                                                                                                                                                                                  Until      Discard
                                                                                                                                                                                 Request
Request to Purchase online form                          1    LIB-FRM-254     4.2.3.       Corinne Hill 07/20/2009   X    Date      Unit     Electronic   Electronic Electronic
                                                                                                                                                                        Hard       Has       Delete
                                                                                                                                                                     Copy/Elec
Customer Request Slip                                    1    LIB-FRM-257     4.2.3.       Corinne Hill 07/30/2009   X   Name     Acq Dept   Dept Files   Dept Files   tronic   Ephemeral    Discard

Order Cart/Selection List Print-Out                     N/A      N/A          4.2.3.       Corinne Hill    N/A       X   Name     Acq Dept   Dept Files   Dept Files Hard-copy   1 Year      Shred
                                                                                                                                                                                 FE + 3
Computer Generated Purchase Orders                      N/A      N/A           4.2.3.      Corinne Hill    N/A       X   Name     Computer   Computer     Computer Electronic    years       Delete
                                                                            7.5, 8.2.3,
                                                                              8.2.4 of
Receiving                                                3    LIB-PRO-032       ISO        Corinne Hill 09/16/2011
                                                                            4.2.4, 5.5,
                                                                              7.5, 8.3,
Receiving and Invoicing of Library materials             1    LIB-PRO-210   8.5 of ISO     Corinne Hill 07/14/2009
                                                                              7.5.5 of
                                                                                ISO
Processing materials to go to bindery services           1    LIB-WKI-210   9001:2008      Corinne Hill 07/14/2009
                                                                              7.5.5 of
                                                                                ISO
Receive of circulating materials                         2    LIB-WKI-213   9001:2008      Corinne Hill 11/10/2009
                                                                              7.5.5 of
                                                                                ISO
Invoicing of Library circulating materials in Polaris    2    LIB-WKI-214   9001:2008      Corinne Hill 08/01/2011
                                                                            7.5, 8.2.3,
                                                                              8.2.4 of
Cataloging                                               4    LIB-PRO-033       ISO        Corinne Hill 09/09/2011
                                                                            4.2.4, 7.5,
                                                                             7.5.5, 8.3
Cataloging: Missing                                      1    LIB-PRO-216   and 8.5 of     Corinne Hill 07/20/2009
                                                                              7.5.5 of
                                                                                ISO
Cataloging: Withdrawing                                  2    LIB-PRO-217   9001:2008      Corinne Hill 08/03/2011



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                                                                                     7.1 of ISO
Cataloging: Materials Processing                                   2   LIB-PRO-240   9001:2008      Corinne Hill 08/03/2011
                                                                                      4.2.4, 7.1,
                                                                                       7.5, 8.3,
Cataloging: Materials Processing : Rapids                          2   LIB-PRO-266   8.5 of ISO     Corinne Hill 08/03/2011
                                                                                      4.2.4, 7.5,
                                                                                     8.3 and 8.5
Cataloging: Materials Processing: Techpro                          1   LIB-PRO-267      of ISO      Corinne Hill 07/20/2009
                                                                                       7.5.5 of
                                                                                         ISO          Sherri
Technical Service: Cataloging: Cataloging Workflow                 1   LIB-PRO-269   9001:2008       Lazenby     07/30/2009
                                                                                      4.2.4, 7.1,
                                                                                       7.5, 8.3,
Cataloging: Materials Processing - Music Scores                    1   LIB-WKI-241   8.5 of ISO     Corinne Hill 04/06/2009
                                                                                      4.2.4, 7.1,
Cataloging: Materials Processing : Work Instruction – Processing                       7.5, 8.3,
DVDs                                                               1   LIB-WKI-242   8.5 of ISO     Corinne Hill 04/06/2009
                                                                                      4.2.4, 7.1,
Cataloging: Materials Processing: Work Instruction – Processing                        7.5., 8.3,
Videocassettes                                                     1   LIB-WKI-243   8.5 of ISO     Corinne Hill 04/06/2009
                                                                                        4.2.4,
Cataloging: Materials Processing : Work Instruction – Processing                       7.1,7.5,
MP3 Players                                                        1   LIB-WKI-244   8.3, 8.5 of    Corinne Hill 04/06/2009
                                                                                      4.2.4, 7.1,
Cataloging: Materials Processing : Work Instruction – Processing                       7.5, 8.3,
Audiobooks                                                         1   LIB-WKI-245   8.5 of ISO     Corinne Hill 04/06/2009
                                                                                      4.2.4, 7.1,
                                                                                       7.5, 8.3,
Cataloging: Materials Processing                                   1   LIB-WKI-246   8.5 of ISO     Corinne Hill 04/06/2009
                                                                                     7.1, 7.5.1b
Cataloging: Materials Processing : Work Instruction – Processing                        of ISO
CD/DVD-ROM                                                         1   LIB-WKI-249   9001:2008      Corinne Hill 04/06/2009
                                                                                     4.1, 7.5.1b
                                                                                        of ISO
Cataloging: Materials Processing : Attaching OCLC Holdings         1   LIB-WKI-260   9001:2008      Corinne Hill 07/17/2009
                                                                                      4.1, 7.4.1,
                                                                                     7.1, 8.3 of
Cataloging: Materials Processing: Midwest Vendor File Loading      1   LIB-WKI-262       ISO        Corinne Hill 07/17/2009
                                                                                       4.1, 7.1,
                                                                                      7.4.1, 8.3
Cataloging: Materials Processing : Ingram Vendor File Load         1   LIB-WKI-263      of ISO      Corinne Hill 07/17/2009
                                                                                       4.1, 1.7,
                                                                                      7.4.1, 8.3
Cataloging: Materials Processing : B&T Vendor File Load            1   LIB-WKI-265      of ISO      Corinne Hill 07/17/2009
                                                                                       7.5.5 of
                                                                                         ISO
Cataloging: Materials Processing : MARCIVE Vendor File Load        2   LIB-WKI-274   9001:2008      Corinne Hill 08/03/2011
                                                                                      7.4.3 in
Materials Processing: Vendor Quality Control                       1   LIB-WKI-275   ISO 9001       Corinne Hill 12/07/2009

Street Date Form                                                   1   LIB-FRM-250      4.2.3.      Corinne Hill 07/30/2009   X   Date     Cat Dept   Dept Files   Dept Files Hard-copy Ephemeral   Discard

Cataloging Processing Problems                                     1   LIB-FRM-255      4.2.3.      Corinne Hill 11/20/2009   X   Date     Cat Dept   Dept Files   Dept Files Hard-copy   2 years   Discard

Materials Truck Tracking Form                                      1   LIB-FRM-288      4.2.3.      Corinne Hill 07/20/2009   X   Date     Cat Dept   Dept Files   Dept Files Hard-copy Ephemeral   Discard

OA Monthly Statitstical Sheet                                      1   LIB-FRM-260      4.2.3.      Corinne Hill 08/27/2009   X   Date     Cat Dept   Dept Files   Dept Files Hard-copy   2 years   Discard

Catalogers Statistical Sheet
Office Assistant Training                                          1   LIB-FRM-261      4.2.3.      Corinne Hill 08/27/2009   X   Date     Cat Dept   Dept Files   Dept Files Hard-copy   2 years   Discard
Matching Marion Records
Duplicates
Office Assistant Training                                          1   LIB-FRM-284      4.2.3.      Corinne Hill 09/29/2009   X   Date     Cat Dept   Dept Files   Dept Files Hard-copy   2 years   Discard
Barcode/Item Records
Labeling                                                           1   LIB-FRM-285      4.2.3.      Corinne Hill 09/29/2009   X   Date     Cat Dept   Dept Files   Dept Files Hard-copy   2 years   Discard
Office Assistant Training
Editing LCMarc Records                                             1   LIB-FRM-286      4.2.3.      Corinne Hill 09/29/2009   X   Date     Cat Dept   Dept Files   Dept Files Hard-copy   2 years   Discard
Office Assistant Training
Editing OCLC Records                                               1   LIB-FRM-287      4.2.3.      Corinne Hill 09/29/2009   X   Date     Cat Dept   Dept Files   Dept Files Hard-copy   2 years   Discard
                                                                                       7.5.1a,
                                                                                        7.5.1f,
Delivery                                                           3   LIB-PRO-035   7.5.3, 7.5.5   Corinne Hill 09/16/2011
                                                                                       7.5.1 of
                                                                                         ISO
ProProcessing and Delivery of Incoming Mail                        1   LIB-PRO-230   9001:2008      Corinne Hill 07/20/2009
                                                                                       7.5.5 of
                                                                                         ISO
Processing of Outgoing mail                                        1   LIB-PRO-232   9001:2008      Corinne Hill 07/20/2009
                                                                                      4.2.4, 7.5,
Processing Federal Express ItemsProcessing Federal Express                            7.5.5, 8.3,
Items                                                              1   LIB-WKI-208   8.5 of ISO     Corinne Hill 07/20/2009
                                                                                      4.2.4, 7.5,
                                                                                      7.5.5, 8.3,
Delivery of materials and resources for the Library System         1   LIB-WKI-209   8.5 of ISO     Corinne Hill 07/20/2009
                                                                                       7.5.5 of
Accepting delivery of materials from delivery services and/or                            ISO
freight carriers                                                   1   LIB-WKI-211   9001:2008      Corinne Hill 07/14/2009
                                                                                       7.5.5 of
                                                                                         ISO
Receive non-circulating materials                                  1   LIB-WKI-212   9001:2008      Corinne Hill 07/14/2009



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                                                                                        7.5.5 of
                                                                                          ISO
Sorting of Bulk Mail                                                 1   LIB-WKI-231   9001:2008     Corinne Hill 07/14/2009
                                                                                        7.5.5 of
                                                                                          ISO
Sorting of Incoming Mail for Individuals and all units               1   LIB-WKI-232   9001:2008     Corinne Hill 07/14/2009
                                                                                        7.5.5 of
                                                                                          ISO
Distribution of Incoming Mail                                        1   LIB-WKI-233   9001:2008     Corinne Hill 05/07/2009
                                                                                        7.5.5 of
                                                                                          ISO
Sorting of Circulating materials – Delivery Services                 1   LIB-PRO-235   9001:2008     Corinne Hill 11/24/2009
                                                                                        7.5.5 of
                                                                                          ISO
Sorting of Requests and Street dated materials                       2   LIB-WKI-236   9001:2008     Corinne Hill 11/24/2009
                                                                                         4.2.4,
                                                                                       7.5.3, 8.3,
Sorting of Returned materials                                        2   LIB-WKI-237   8.5 of ISO    Corinne Hill 11/24/2009
                                                                                         4.2.4,
                                                                                       7.5.3, 8.3,
Sorting of New materials                                             1   LIB-WKI-238   8.5 of ISO    Corinne Hill 07/14/2009
                                                                                        7.5.5 of
                                                                                          ISO
Process mail through mail meter unit                                 1   LIB-WKI-256   9001:2008     Corinne Hill 07/14/2009
                                                                                        7.5.5 of
                                                                                          ISO
Sorting of outgoing mail                                             1   LIB-WKI-257   9001:2008     Corinne Hill 07/14/2009
                                                                                        7.5.5 of
                                                                                          ISO
Manual processing of outgoing mail                                   1   LIB-WKI-259   9001:2008     Corinne Hill 07/15/2009
                                                                                                                                   Vendor   Delivery   Delivery     Delivery
Receiving Memorandom                                                 1   LIB-FRM-251     4.2.3.      Corinne Hill 09/20/2009   X   Name     Services   Services     Services   Hard-copy    3 yrs     Discard
                                                                                                                                            Delivery   Delivery     Delivery
Daily Equipment Checklist                                            1   LIB-FRM-289      4.2.3.     Corinne Hill 07/30/2009   X    Date    Services   Services     Services   Hard-copy   90 days    Discard
                                                                                       7.5, 8.2.3,
                                                                                        8.2.4 in
Inter-Library Loan - (ILL)                                           1   LIB-PRO-280       ISO       Corinne Hill 10/09/2009
                                                                                        7.5.5 of
                                                                                           ISO
Interlibrary Loan: Check out lending requests                        1   LIB-WKI-281   9001:2008     Corinne Hill 07/17/2009
                                                                                        7.5.5 of
                                                                                           ISO
Interlibrary Loan: Create invoice for lost material                  1   LIB-WKI-282   9001:2008     Corinne Hill 07/17/2009
                                                                                        7.5.5 of
                                                                                           ISO
Interlibrary Loan: Package Requests                                  1   LIB-WKI-283   9001:2008     Corinne Hill 07/17/2009
                                                                                        7.5.5 of
                                                                                           ISO
Interlibrary Loan: Page Floors                                       1   LIB-WKI-284   9001:2008     Corinne Hill 07/17/2009
                                                                                       4.2.4, 7.5,
                                                                                       7.5.3, 8.3,
Interlibrary Loan: Awaiting requests in ILLiad                       1   LIB-WKI-285   8.4 of ISO    Corinne Hill 07/17/2009
                                                                                       4.2.4, 7.5,
                                                                                         7.5.1a,
Inter Library Loan: Process Borrowed Requests                        1   LIB-WKI-286     7.5.1b,     Corinne Hill 07/01/2009
                                                                                        7.5.5 of
                                                                                           ISO
Interlibrary Loan: Process borrowed returned                         1   LIB-WKI-287   9001:2008     Corinne Hill 07/07/2009
                                                                                        7.5.5 of
                                                                                           ISO
Interlibrary Loan: Process conditional requests                      1   LIB-WKI-288   9001:2008     Corinne Hill 07/17/2009
                                                                                        7.5.5 of
                                                                                           ISO
Interlibrary Loan: Process payment for lost Dallas Public material   1   LIB-WKI-289   9001:2008     Corinne Hill 07/07/2009
                                                                                        7.5.5 of
                                                                                           ISO
Interlibrary Loan: Process unfilled requests                         1   LIB-WKI-290   9001:2008     Corinne Hill 07/07/2009
                                                                                        7.5.5 of
                                                                                           ISO
Interlibrary Loan: Processing lending Requests                       1   LIB-WKI-291   9001:2008     Corinne Hill 07/07/2009
                                                                                        7.5.5 of
                                                                                           ISO
Interlibrary Loan: Shipped by lending library.                       1   LIB-WKI-292   9001:2008     Corinne Hill 07/07/2009
                                                                                        7.5.5 of
                                                                                           ISO
Interlibrary Loans: Update article requests                          1   LIB-WKI-293   9001:2008     Corinne Hill 07/07/2009
                                                                                        7.5.5 of
                                                                                           ISO
Inter Library Loan: Monthly ILLiad Statistics for lending            1   LIB-WKI-295   9001:2008     Corinne Hill 07/07/2009
                                                                                        7.5.5 of
                                                                                           ISO
Interlibrary Loan: Monthly ILLiad Statistics for borrowing           1   LIB-WKI-296   9001:2008     Corinne Hill 06/17/2009

ILL Invoice                                                          1   LIB-FRM-280     4.2.3.      Corinne Hill 07/30/2009   X    N/A     ILL Dept   Dept Files   Dept Files Hard-copy    1 yr      Discard

Illiad Monthly Statistic Tally Sheet                                 1   LIB-FRM-283     4.2.3.      Corinne Hill 07/20/2009   X    N/A     ILL Dept   Dept Files   Dept Files Hard-copy    1 yr      Discard

ILL Requested Information Return Postcard                            1   LIB-FRM-211     4.2.3.      Corinne Hill 10/03/2009   X    N/A     ILL Dept   Dept Files   Dept Files Hard-copy Until Used   Discard

ILL Mailing Label To                                                 1   LIB-FRM-213     4.2.3.      Corinne Hill 10/03/2009   X    N/A     ILL Dept   Dept Files   Dept Files Hard-copy Until Used   Discard
                                                                                       .5, 8.2.3,
                                                                                        8.2.4 of
Serials                                                              2   LIB-PRO-290      ISO        Corinne Hill 11/24/2009



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                                                                                         4.1, 7.4,
                                                                                         8.2.4 of       Sherri
Serials                                                              1   LIB-PRO-270        ISO        Lazenby       730/2009
                                                                                       7.5.1 7.5.3
                                                                                          of ISO
Adding Gift Periodicals                                              2   LIB-WKI-268   9001:2008      Corinne Hill 11/30/2009
                                                                                       7.5.1, 7.5.3
                                                                                          of ISO
Acquisitions/Serials: Opening and Sorting Serials Mail               1   LIB-WKI-269   9001:2008      Corinne Hill 07/20/2009
                                                                                           4.2.4,
                                                                                        7.4.3, 7.5,
Acquisitions/Serials: Periodicals Check-in                           2   LIB-WKI-270    7.5.5, 8.3,   Corinne Hill 11/30/2009
                                                                                        4.24, 7.1,
Acquisitions/Serials: Processing Serial Purchase Orders and                              7.4, 7.5,
Invoices in Polaris                                                  2   LIB-WKI-271    7.5.3, 8.3,   Corinne Hill   11/24/2009
                                                                                        7.5, 8.2.3,
                                                                                         8.2.4 of       Miriam
Public Services                                                      1   LIB-PRO-004        ISO       Rodriquez      10/09/2009
                                                                                          7.5.1f,
                                                                                           7.5.3,       Miriam
Collections Development                                              2   LIB-PRO-041   7.5.4, 7.5.5   Rodriquez      11/10/2009
                                                                                        4.2.4, 7.5,
                                                                                          7.5.1f,       Miriam
Weeding                                                              3   LIB-PRO-320       7.5.3,     Rodriquez      08/11/2011
                                                                                        4.1, 4.2.4,
                                                                                         7.4, 7.5,      Miriam
Binding-Central Collections                                          2   LIB-PRO-326    7.5.3, 8.3,   Rodriquez      08/11/2011
                                                                                         7.5.1a in
                                                                                            ISO         Miriam
Reference Services                                                   7   LIB-PRO-042   9001:2008      Rodriquez      09/16/2011
                                                                                        4.2.4, 7.5,
Reference Service at Dallas Public LibraryReference Service at                         7.5.1a, 8.3,     Miriam
Dallas Public Library                                                3   LIB-PRO-310    8.5 in ISO    Rodriquez      08/12/2011
                                                                                       4.2.4,7.5,7.
                                                                                       5.1a,8.3,8.      Miriam
Opening and Closing Branch Library Public Service Units              2   LIB-PRO-311     5 in ISO     Rodriquez      11/30/2009
                                                                                        4.2.4, 7.5,
                                                                                       7.5.1a, 8.3,     Miriam
Opening and Closing Central Library Public Service Units             2   LIB-PRO-312    8.5 in ISO    Rodriquez      08/12/2011
                                                                                        4.2.4, 7.5,
                                                                                          7.5.1c,       Miriam
Public Service Computer Assistance                                   2   LIB-PRO-313      7.5.1d,     Rodriquez      11/30/2010
                                                                                       4.2.4, 5.1a
                                                                                         & 5.5.3,       Miriam
Customer Service Issues                                              2   LIB-PRO-322      8.2.1&      Rodriquez      08/12/2011
                                                                                       4.2.4, 5.1a
                                                                                         & 5.5.3,       Miriam
Public Service Staff Scheduling                                      2   LIB-PRO-323     7.5, 8.3,    Rodriquez      12/21/2009
                                                                                          7.5.1f,
                                                                                           7.5.3,       Miriam
Special Collections                                                  5   LIB-PRO-043   7.5.4, 7.5.5   Rodriquez      09/16/2011
                                                                                          List of
                                                                                        applicable      Miriam
File Delivery Service                                                1   LIB-PRO-317     clauses      Rodriquez      12/01/2010
                                                                                        4.2.4, 7.5,
                                                                                          7.5.1f,       Miriam
Weeding – Texas/Dallas History and Fine Books Divisions              3   LIB-PRO-321       7.5.3,     Rodriquez      08/12/2011
                                                                                        4.2.4, 7.5,
                                                                                          7.5.1f,       Miriam
Weeding Government Documents Collections                             2   LIB-PRO-324       7.5.3,     Rodriquez      08/09/2011
                                                                                        4.1, 4.2.4,
                                                                                        7.4.3, 7.5,     Miriam
Federal Documents Processing - Marcive                               1   LIB-PRO-325    8.3, 8.5 in   Rodriquez      07/14/2009
                                                                                        4.2.4, 7.5,
                                                                                        7.5.3, 8.3,     Miriam
Photograph Collection Processing                                     2   LIB-PRO-328    8.5 in ISO    Rodriquez      08/12/2011
                                                                                        4.2.4, 7.5,
                                                                                        7.5.1, 8.3,     Miriam
Community Information Database Maintenance Process                   2   LIB-PRO-330    8.4, 8.5 in   Rodriquez      08/10/2011
                                                                                        4.2.4, 7.5,
                                                                                        7.5.3, 8.3,     Miriam
Archives-Manuscript Collection Processing                            1   LIB-PRO-340    8.5 in ISO    Rodriquez      07/14/2009
                                                                                        4.2.4, 7.5,
                                                                                        8.3, 8.5 of     Miriam
Special Collections – Retrieval of materials for Interlibrary Loan   1   LIB-PRO-341   ISO 9001:      Rodriquez      10/12/2009
                                                                                        4.1, 4.2.4,
                                                                                        7.2.2, 7.3,     Miriam
LDS Microfilm Request                                                2   LIB-PRO-342    7.5, 7.5.3,   Rodriquez      08/16/2011
                                                                                        4.2.4, 7.5,
                                                                                        8.3, 8.5 of     Miriam
Genealogy Section Volunteer Coordination                             1   LIB-PRO-343   ISO 9001:      Rodriquez      10/12/2009
                                                                                       4.1, 7.4, &
Processing Periodicals for Texas/Dallas History, Fine Books, and                         8.2.4 of       Miriam
Genealogy divisions                                                  1   LIB-PRO-345        ISO       Rodriquez      10/12/2009
                                                                                        4.2.4, 7.5,
                                                                                            7.1,        Miriam
Federal Documents - Check In                                         2   LIB-WKI-330   7.4,7.5.1b,    Rodriquez      08/11/2011
                                                                                        4.2.4, 7.5,
                                                                                          7.5.1f,       Miriam
Federal Documents Claiming Process                                   1   LIB-WKI-331       7.5.3,     Rodriquez      07/14/2009
                                                                                        4.1, 4.2.4,
                                                                                        7.2.2, 7.3,     Miriam
Photograph Order Processing                                          2   LIB-WKI-333    7.5, 7.5.3,   Rodriquez      12/01/2010
                                                                                        4.2.4, 7.5,
                                                                                          7.5.1f,       Miriam
Photograph Cataloging                                                1   LIB-WKI-334       7.5.3,     Rodriquez      07/17/2009
                                                                                        4.2.4, 7.5,
                                                                                           7.4.3,       Miriam
Federal Depository Maps Processing                                   2   LIB-WKI-335    7.5.3, 8.3,   Rodriquez      08/16/2011



      Revision:Syscopy
      8 of 113                                                                                                                    COD-FRM-005.LIB   A printed copy of this document is obsolete 10 days from 8/7/2012 at 5:33 PM
                                                                                     4.2.4, 7.5,
                                                                                        7.4.3,      Miriam
Non-Depository Map Processing                                     1   LIB-WKI-336    7.5.3, 8.3,   Rodriquez   11/11/9009
                                                                                     4.2.4, 7.5,
                                                                                    7.5.1b, 8.3,    Miriam
Watermarking Photographs                                          1   LIB-WKI-339    8.5 in ISO    Rodriquez   07/17/2009
                                                                                     4.1, 4.2.4,
                                                                                     7.4.2, 7.5,    Miriam
Photo Order Bookkeeping                                           1   LIB-WKI-342      8.3, 8.4,   Rodriquez   07/15/2009
                                                                                     4.2.4, 7.5,
                                                                                    7.5.1b, 8.3,    Miriam
Photograph Master Scan Process                                    1   LIB-WKI-343    8.5 in ISO    Rodriquez   07/17/2009
                                                                                     4.2.4, 7.5,
Texas/Dallas History Vertical File Newsclips Database                                7.5.1, 8.3,    Miriam
Management                                                        1   LIB-WKI-350    8.4, 8.5 in   Rodriquez   07/15/2009
                                                                                      4.24, 7.5,
                                                                                      7.53, 8.3,    Miriam
Texas Dallas History Maps Collection Process                      1   LIB-WKI-351    8.5 of ISO    Rodriquez   12/10/2009
                                                                                     4.2.4, 7.5,
                                                                                     7.5.3, 8.3,    Miriam
Fine Books Processing                                             1   LIB-WKI-352    8.5 of ISO    Rodriquez   09/29/2009
                                                                                     ISO 9001,
                                                                                    ISO 14001,      Miriam
Exhibits Loan Procedure at Dallas Public Library                  1   LIB-WKI-353       and/or     Rodriquez   11/29/2010
                                                                                     4.2.4, 7.5,
                                                                                     8.3, 8.5 of    Miriam
Genealogy Section Gift Requests for Family Histories              1   LIB-WKI-355    ISO 9001:     Rodriquez   10/12/2009
                                                                                                    Miriam
Special Collections Interlibrary Loan (ILL) Log                   1   LIB-FRM-341      4.2.3.      Rodriquez   09/29/2009   X   Date      Unit   Dept Files   Dept Files Hard-copy    AV          Discard
                                                                                                    Miriam                                                                         Until input
CGC Patron Sign-In Sheet                                          1   LIB-FRM-346      4.2.3.      Rodriquez   10/08/2009   X   Date      Unit   Dept Files   Dept Files Hard-copy & verified      Shred
                                                                                                    Miriam                                                                         Until input
CGC Volunteer Desk Timesheet                                      3   LIB-FRM-347      4.2.3.      Rodriquez   10/14/2011   X   Date      Unit   Dept Files   Dept Files Hard-copy & verified      Shred
                                                                                                    Miriam                                                                         Until input
Map Worksheet                                                     1   LIB-FRM-348      4.2.3.      Rodriquez   12/09/2009   X   Date      Unit   Dept Files   Dept Files Hard-copy & verified      Shred
                                                                                                    Miriam                                                                                       LA -Life of
LDS Notification Letter                                           1   LIB-FRM-349      4.2.3.      Rodriquez   08/14/2011   X   Date      Unit   Dept. Files Dept. Files Hard-copy     AV          Asset
                                                                                                    Miriam
Mail Reference Form Letter                                        2   LIB-FRM-350      4.2.3.      Rodriquez   10/14/2011   X   Date      Unit   Dept Files   Dept Files Hard-copy     AV          Shred
                                                                                                    Miriam
Mail Reference Log                                                1   LIB-FRM-351      4.2.3.      Rodriquez   10/10/2009   X   Date      Unit   Dept Files   Dept Files Hard-copy     1 yr        Shred
                                                                                                    Miriam
Exhibit Loan Agreement Form                                       1   LIB-FRM-370      4.2.3.      Rodriquez   10/10/2009   X   Date      Unit   Dept. Files Dept. Files Hard-copy     AV        Retained
                                                                                                    Miriam
Loan Agreement to DPL                                             1   LIB-FRM-385      4.2.3.      Rodriquez   10/10/2009   X   Date      Unit   Dept Files   Dept Files Hard-copy     AV        Retained
                                                                                                    Miriam
Condition Report                                                  1   LIB-FRM-386      4.2.3.      Rodriquez   10/10/2009   X   Date      Unit   Dept Files   Dept Files Hard-copy     AV        Retained
Conditions Governing the Loan of Objects from the Dallas Public                                     Miriam
Library                                                           1   LIB-FRM-387      4.2.3.      Rodriquez   10/10/2009   X   Date      Unit    Online       Online    Electronic    AV        Retained
                                                                                                    Miriam
Exhibit Receipt Form                                              1   LIB-FRM-388      4.2.3.      Rodriquez   10/10/2009   X   Date      Unit   Dept. Files Dept. Files Hard-copy     AV         Retained
                                                                                                    Miriam                                                                                       LA -Life of
Loan Agreement from DPL                                           1   LIB-FRM-389      4.2.3.      Rodriquez   10/10/2009   X   Date      Unit   Dept. Files Dept. Files Hard-copy     AV          Asset
                                                                                                    Miriam
LDS Microfilm Extension Sheet                                     1   LIB-FRM-393      4.2.3.      Rodriquez   10/08/2009   X    Date     Unit   Dept Files   Dept Files Hard-copy    1 yr         Shred
                                                                                                    Miriam                      Patron             With         With               5 months or
LDS Indefinite Loan Slip                                          1   LIB-FRM-394      4.2.3.      Rodriquez   10/08/2009   X   name      Unit   microfilm    microfilm Hard-copy     less        Discard
                                                                                                    Miriam                      Patron
LDS Microfilm Indefinite Loan Sheet                               1   LIB-FRM-398       4.2.3.     Rodriquez   10/08/2009   X   name      Unit   Dept Files   Dept Files Hard-copy     AV        Retained
                                                                                     7.5, 8.2.3,
                                                                                      8.2.4 of      Miriam
Public Services                                                   5   LIB-PRO-034        ISO       Rodriquez   09/16/2011
                                                                                    7.5.1, 7.5.3
                                                                                       in ISO       Miriam
Laptop Checkout Procedure                                         1   LIB-PRO-314   9001:2008      Rodriquez   11/30/2010
                                                                                    7.5.1, 8.2.4
                                                                                       in ISO       Miriam
UnitGift Material Recycling Sales                                 2   LIB-PRO-315   9001:2008      Rodriquez   08/12/2011
                                                                                     4.2.4, 7.5,
                                                                                     7.5.1, 8.3,    Miriam
Fine Arts Division Listening Center Process                       2   LIB-PRO-316    8.4, 8.5 in   Rodriquez   08/12/2011
                                                                                     4.2.4, 7.5,
                                                                                       7.5.1a,      Miriam
In-House Use Count – Uncatalogued Items                           1   LIB-PRO-318    7.5.3, 8.3,   Rodriquez   10/20/2009
                                                                                    7.5.1b ISO      Miriam
PC Reservation System                                             2   LIB-WKI-344   9001:2008      Rodriquez   01/30/2010
                                                                                    7.5.1b ISO      Miriam
Central Library Security                                          2   LIB-WKI-345   9001:2008      Rodriquez   01/30/2010
                                                                                     4.2.4, 7.5,
General Instructions for the Hamon Video Conference Training                        7.5.1b, 8.3,    Miriam
Room                                                              1   LIB-WKI-346    8.5 in ISO    Rodriquez   10/02/2009



      Revision:Syscopy
      9 of 113                                                                                                              COD-FRM-005.LIB                                                                    A printed copy of this document is obsolete 10 days from 8/7/2012 at 5:33 PM
                                                                             4.4.4, 7.5,
                                                                              8.3, 8.5,
Publications and Supply Form Services (Reprographics)     1   LIB-WKI-706    ISO 9001      Corinne Hill 04/06/2009
                                                                             4.4.4, 7.5,
                                                                              8.3, 8.5,
Equipment Maintenance and Copy Card Services              1   LIB-WKI-707    ISO 9001      Corinne Hill 04/06/2009
                                                                             4.4.4, 7.5,
                                                                              8.3, 8.5,
Distribution Services (Reprographics)                     1   LIB-WKI-708    ISO 9001      Corinne Hill 07/06/2009
                                                                            4.2.4,7.5,8.
                                                                              3,8.5 of
Reserving Display Equipment (Reprographics)               1   LIB-WKI-717    ISO 9001      Corinne Hill 07/06/2009

Monthly Highlights                                        1   LIB-WKI-719   4.2.4, 8.2.1   Jo Giudice   09/30/2011

Monthly Highlights                                        1   LIB-FRM-319                  Corinne Hill 12/01/2010
                                                                                                                                                                              Until input
Reference Desk Statistics Sheet                           2   LIB-FRM-301      4.2.3.      Corinne Hill 01/12/2011   X     Date      Unit   Dept Files   Dept Files Hard-copy & verified     Discard

Document Tally Statistics Worksheet                       2   LIB-FRM-303      4.2.3.      Corinne Hill 08/09/2011   X     Date      Unit   Dept Files   Dept Files Hard-copy      1 yr      Discard

Restroom Check Form                                       1   LIB-FRM-304      4.2.3.      Corinne Hill 07/17/2009   X     Date      Unit   Dept Files   Dept Files Hard-copy      1 yr      Discard
                                                                                                                           Photo                                        or
Photograph Reproduction Order Form                        2   LIB-FRM-305      4.2.3.      Corinne Hill 12/01/2010   X    Order #    Unit   Dept Files   Dept Files electronic     AV        Retained

Historic Photograph Services Price Quote                  2   LIB-FRM-306      4.2.3.      Corinne Hill 10/14/2011   X     Date      Unit   Dept Files   Dept Files Hard-copy      AV         Shred

Heat Ticket Log                                           1   LIB-FRM-307      4.2.3.      Corinne Hill 07/30/2009   X     Date      Unit   Dept Files   Dept Files Hard-copy      1 yr      Discard

Special Reference Loan                                    1   LIB-FRM-308      4.2.3.      Corinne Hill 07/30/2009   X     Date      Unit   Dept Files   Dept Files Hard-copy      AV         Shred

Government Information Monthly Statistics Sheet           2   LIB-FRM-309      4.2.3.      Corinne Hill 08/10/2011   X     Date      Unit   Dept Files   Dept Files Hard-copy      AV        Discard

Patron Request for Reconsideration of Library Materials   1   LIB-FRM-311      4.2.3.      Corinne Hill 07/14/2009   X     Date
                                                                                                                          Collec.    Unit   Dept Files   Dept Files Hard-copy    1 yr        Discard
                                                                                                                         Accession                                            LA - Life of    Library
Deed of Gift                                              2   LIB-FRM-312      4.2.3.      Corinne Hill 10/14/2011   X       #       Unit   Dept Files   Dept Files Hard-copy   Asset        Archives

Laptop sign in Sheet for Hamon Room                       2   LIB-FRM-313      4.2.3.      Corinne Hill 10/14/2011   X     Date      Unit   Dept Files   Dept Files Hard-copy      1 yr      Discard

Videoconference Center Log Sheet                          1   LIB-FRM-314      4.2.3.      Corinne Hill 10/02/2009   X     Date      Unit   Dept Files   Dept Files Hard-copy      1 yr      Discard

Listening Stations Sign-In Sheet                          2   LIB-FRM-317      4.2.3.      Corinne Hill 08/12/2011   X     Date      Unit   Dept Files   Dept Files Hard-copy      1 yr      Discard
                                                                                                                                             System       System                              Library
Monthly Highlights Form                                   2   LIB-FRM-319      4.2.3.      Corinne Hill 12/03/2010   X     Date      Unit     Files        Files    Hard-copy      AV        Archives

Duplication Request Form                                  1   LIB-FRM-372      4.2.3.      Corinne Hill 07/20/2009   X     Date      Unit   Dept Files   Dept Files Hard-copy      1 yr      Discard

New Publication Form                                      1   LIB-FRM-373      4.2.3.      Corinne Hill 03/09/2010   X     Date      Unit   Dept Files   Dept Files Hard-copy      1 yr      Discard

Publication (Systemwide) Inventory Request                1   LIB-FRM-374      4.2.3.      Corinne Hill 07/30/2009   X     Date      Unit   Dept Files   Dept Files Hard-copy      1 yr      Discard

Supply Order Form                                         1   LIB-FRM-375      4.2.3.      Corinne Hill 07/30/2009   X     Date      Unit   Dept Files   Dept Files Hard-copy      1 yr      Discard

Display Equipment Request Form                            1   LIB-FRM-376      4.2.3.      Corinne Hill 07/30/2009   X     Date      Unit   Dept Files   Dept Files Hard-copy      1 yr      Discard

Photocopy Card Issuance Record Form                       1   LIB-FRM-380      4.2.3.      Corinne Hill 09/20/2009   X     Date      Unit   Dept Files   Dept Files Hard-copy    1 yr        Discard
                                                                                                                                                                             Unit input &
In-House Use Count                                        1   LIB-FRM-382      4.2.3.      Corinne Hill 10/20/2009   X     Date      Unit   Dept Files   Dept Files Hard-copy Verified       Discard

Laptop Rules                                              2   LIB-FRM-383      4.2.3.      Corinne Hill 11/30/2010   X     Date      Unit   Dept Files   Dept Files Hard-copy      1 yr       Shred

Laptop Sign Up Sheet                                      2   LIB-FRM-384     4.2.3.
                                                                              7.5,   Corinne Hill       11/30/2010   X     Date      Unit   Dept Files   Dept Files Hard-copy     1 mo        Shred
                                                                             8.2.3,    Miriam
Multicultural Services                                    1   LIB-PRO-005   8.2.4 of Rodriquez          10/09/2009
                                                                                       Miriam                                                                                 GR 1000-
Library Meeting Room Information                          1   LIB-FRM-480     4.2.3. Rodriquez          10/05/2009   X     Date      Unit   Dept Files   Dept Files Hard-copy   26C          Discard
                                                                                       Miriam                                                                                 GR 1000-
Library Staff Meeting Room Request Form                   1   LIB-FRM-481     4.2.3. Rodriquez          11/12/2009   X     Date      Unit   Dept Files   Dept Files Hard-copy   26C          Discard
Library Meeting Room Request Form - City of Dallas                                     Miriam                                                                                 GR 1000-
Departments                                               1   LIB-FRM-482     4.2.3. Rodriquez          10/05/2009   X     Date      Unit   Dept Files   Dept Files Hard-copy   26C          Discard



      Revision:Syscopy
      10 of 113                                                                                                      COD-FRM-005.LIB                                                                    A printed copy of this document is obsolete 10 days from 8/7/2012 at 5:33 PM
                                                                                       7.5, 8.2.3,
                                                                                        8.2.4 of        Miriam
Bookmobile                                                       2     LIB-PRO-051        ISO         Rodriquez    12/01/2009
                                                                                                        Miriam
Bookmobile Request                                               1     LIB-WKI-430       4.2.3.       Rodriquez    07/16/2009
                                                                                       4.2.4, 7.5,
                                                                                       8.3, 8.5 of      Miriam
Bookmobile Pick up                                               1     LIB-WKI-435        ISO         Rodriquez    07/16/2009
                                                                                                        Miriam                              Bookmobile
Operator’s Inspection Guide and Trouble Report                   1     LIB-FRM-460        4.2.3.      Rodriquez    07/27/2009   X    date     drivers  Dept Files    Dept Files Hard-copy    1 year    Discard
                                                                                       7.1, 7.2,.2,
                                                                                         7.5.1a,        Miriam
Special Events                                                   3     LIB-PRO-052       7.5.1e,      Rodriquez
                                                                                                        Person     12/02/2009
                                                                                                      designated
Africa Day Festival                                              1     LIB-PRO-420       4.2.3.         as the     07/17/2009
                                                                                         4.2.3,
                                                                                       4.2.4, 7.5,      Miriam
Organizing Authorspeak Event                                     1     LIB-PRO-421     8.3, 8.5 of    Rodriquez    07/20/2009
                                                                                         4.2.3,
                                                                                       4.2.4, 7.5,      Miriam
Organizing International Book Fair Event                         1     LIB-PRO-423     8.3, 8.5 of    Rodriquez    07/20/2009
                                                                                         4.2.3,
                                                                                       4.2.4, 7.5,      Miriam
Organizing Tulisoma Event                                        1     LIB-PRO-424     8.3, 8.5 of    Rodriquez    07/20/2009
                                                                                                        Miriam
2009 Dallas International Book Fair - Author Registration Form   1     LIB-FRM-425       4.2.3.       Rodriquez    12/01/2009   X   Date    Mgmt Rep    Dept Files   Dept Files Hard-copy    2 years   Discard
4th Annual International Book Fair, October 31-Nov 1- Vendor                                            Miriam
Registration Form                                                1     LIB-FRM-426       4.2.3.       Rodriquez    11/30/2009   X   Date    Mgmt Rep    Dept Files   Dept Files Hard-copy    2 years   Discard
2009 Dallas International Book Fair - OFFICIAL ENTRY FORM -                                             Miriam
Short Story Contest Rules                                        1     LIB-FRM-427       4.2.3.       Rodriquez    12/01/2009   X   Date    Mgmt Rep    Dept Files   Dept Files Hard-copy    2 years   Discard
                                                                                       7.5, 8.2.3,
                                                                                        8.2.4 of        Miriam
Library Tours                                                    1     LIB-PRO-053        ISO         Rodriquez    10/09/2009
                                                                                         4.2.3,
                                                                                       4.2.4, 7.5,     Mary Jo
Children’s Center Tours                                          1     LIB-PRO-455     8.3 & 8.5       Giudice     10/02/2009
                                                                                                       Mary Jo
Request for Children’s Center Tour                               1     LIB-FRM-454       4.2.3.        Giudice     10/05/2009
                                                                                       7.5, 8.2.3,
                                                                                        8.2.4 of        Miriam
Children's Programs Procedures                                   1     LIB-PRO-054        ISO         Rodriquez    10/09/2009
                                                                                         4.2.3,
                                                                                       4.2.4, 7.5,
Born to Read Program                                             1     LIB-PRO-410     8.3, 8.5 of    Jo Giudice   07/05/2009
                                                                                       4.2.4, 7.5,
                                                                                       8.3, 8.5 of
Children’s Book and Literary Festival                            1     LIB-PRO-411     ISO 9001       Jo Giudice   05/27/2009
                                                                                        Hispanic
                                                                                        Heritage
Hispanic Heritage Drawing Contest                                1     LIB-PRO-412      Drawing       Jo Giudice   05/27/2009
                                                                                         4.2.3,
                                                                                       4.2.4, 7.5,
Mayor's Summer Reading Program                                   1     LIB-PRO-413     8.3, 8.5 of    Jo Giudice   07/05/2009
                                                                                         4.2.3,
                                                                                       4.2.4, 7.5,
Express Yourself! Poetry Competition                             1     LIB-PRO-414     8.3, 8.5 of    Jo Giudice   05/30/2009

Born to Read Survey                                              1   LIB-FRM-430 ENG     4.2.3.       Jo Giudice   07/01/2009   X   Date    Mgmt Rep    Dept Files   Dept Files Electronic    1 yr     Discard

Born to Read Survey Nací Para Leer Encuesta                      1   LIB-FRM-430 SPA     4.2.3.       Jo Giudice   07/01/2009   X   Date    Mgmt Rep    Dept Files   Dept Files Electronic    1 yr     Discard

Program Presenter Invoice                                        1     LIB-FRM-450       4.2.3.       Jo Giudice   07/01/2009   X   Date    Mgmt Rep    Dept Files   Dept Files Electronic    3 yrs    Discard

Photography Consent                                              1     LIB-FRM-452       4.2.3.       Jo Giudice   07/01/2009   X   Date    Mgmt Rep    Dept Files   Dept Files Electronic AC+4 year   Discard

Friends' Invoice Payment                                         1     LIB-FRM-453       4.2.3.       Jo Giudice   07/01/2009   X   Date    Mgmt Rep    Dept Files   Dept Files Electronic    3 yrs    Discard

Dallas Public Library Program Survey                             1     LIB-FRM-463       4.2.3.       Jo Giudice   07/20/2009   X   Date       Unit     Dept Files   Dept Files Hard-copy     1 yr     Discard
                                                                                       7.5, 8.2.3,
                                                                                        8.2.4 of        Miriam
Grants                                                           2     LIB-PRO-055        ISO         Rodriquez    01/06/2010
                                                                                         4.2.3,
                                                                                       4.2.4, 7.5,      Miriam
Grant Preparation                                                1     LIB-PRO-480     8.3, 8.5 of    Rodriquez    10/12/2009
                                                                                                        Miriam
Gift letter (Donor)                                              1     LIB-FRM-410       4.2.3.       Rodriquez    12/28/2009   X   Date       Unit     Dept Files   Dept Files Hard-copy     1 yr     Shred
                                                                                                        Miriam
Gift letter (Notify)                                             1     LIB-FRM-411       4.2.3.       Rodriquez    12/28/2009   X   Date       Unit     Dept Files   Dept Files Hard-copy     2 yr     Shred
                                                                                                        Miriam
Specific Greatest Need Letter                                    1     LIB-FRM-412       4.2.3.       Rodriquez    12/28/2009   X   Date       Unit     Dept Files   Dept Files Hard-copy     3 yr     Shred
                                                                                                        Miriam
Non-specific Greatest Need Letter                                1     LIB-FRM-413       4.2.3.       Rodriquez    12/28/2009   X   Date       Unit     Dept Files   Dept Files Hard-copy     4 yr     Shred



       Revision:Syscopy
       11 of 113                                                                                                                COD-FRM-005.LIB                                                                  A printed copy of this document is obsolete 10 days from 8/7/2012 at 5:33 PM
                                                                                             Miriam
Pet Memorial (Donor)                                       1   LIB-FRM-414     4.2.3.       Rodriquez   12/28/2009    X   Date      Unit   Dept Files   Dept Files Hard-copy    5 yr       Shred
                                                                                             Miriam
Pet Memorial (Notify)                                      1   LIB-FRM-415     4.2.3.       Rodriquez   12/28/2009    X   Date      Unit   Dept Files   Dept Files Hard-copy    6 yr       Shred
                                                                              6.2, 7.1,
                                                                             7.2, 7.5.1,     Miriam
BookEnds                                                   2   LIB-PRO-058     7.5.3,       Rodriquez   09/16/2011
                                                                              6.2, 7.1,
                                                                             7.2, 7.5.1,     Miriam
BookEnds Opening and Closing Procedures                    1   LIB-PRO-060     7.5.3,       Rodriquez   09/07/2011
                                                                              6.2, 7.1,
                                                                             7.2, 7.5.1,     Miriam
Organizing Transfer Materials                              1   LIB-WKI-403     7.5.3,       Rodriquez   09/07/2011
                                                                              6.2, 7.1,
                                                                             7.2, 7.5.1,     Miriam
Daily Counting Report - Cash Coins                         1   LIB-FRM-409     7.5.3,       Rodriquez   09/07/2011
                                                                              6.2, 7.1,
                                                                             7.2, 7.5.1,     Miriam
Voids Form                                                 1   LIB-FRM-416     7.5.3,       Rodriquez   09/07/2011
                                                                              7.1, 7.2,
                                                                             7.3, 7.5.1,     Miriam
PrintZone                                                  2   LIB-PRO-059     7.5.3,       Rodriquez   01/25/2011
                                                                                             Miriam
General Process                                            1   LIB-PRO-401     4.2.3.       Rodriquez   07/20/2009
                                                                              7.1, 7.2,
                                                                             7.3, 7.5.1,     Ronnie       Launch
PrintZone Design Process                                   1   LIB-WKI-401     7.5.3,        Jessie        date
                                                                              7.1, 7.2,
                                                                             7.3, 7.5.1,     Ronnie
PrintZone Office Assistant – Job Tracking                  1   LIB-WKI-402     7.5.3,        Jessie     07/20/2009
                                                                                             Ronnie
New Publication Request                                    1   LIB-FRM-403     4.2.3.        Jessie     07/17/2009    X   Date      Unit   Dept Files   Dept Files Hard-copy    5 yrs      Shred
                                                                                             Ronnie
PrintZone Estimate                                         1   LIB-FRM-422     4.2.3.        Jessie     10/01/2008    X   Date      Unit   Dept Files   Dept Files Hard-copy    5 yrs      Shred
                                                                                             Ronnie
PrintZone Invoice                                          1   LIB-FRM-423     4.2.3.        Jessie     10/01/2008    X   Date      Unit   Dept Files   Dept Files Hard-copy    5 yrs      Shred
                                                                                             Ronnie
PrintZone Job Log                                          1   LIB-FRM-448     4.2.3.        Jessie     10/01/2008    X   Date      Unit   Dept Files   Dept Files Hard-copy    5 yrs      Shred
                                                                                             Miriam
Every Child Ready to Read                                  1   LIB-PRO-422     4.2.3.       Rodriquez   07/20/2009
Every Child Ready to Read @ Dallas Parents: Pre-Workshop                                     Miriam
Survey                                                     1   LIB-FRM-464     4.2.3.       Rodriquez   09/20/2009    X   Date      Unit   Dept Files   Dept Files Hard-copy    5 yrs      Shred
Cada Niño Listo Para Leer @ Dallas Padres: Encuesta Pre-                                     Miriam
Entrenamiento                                              1   LIB-FRM-464     4.2.3.       Rodriquez   07/20/2009    X   Date      Unit   Dept Files   Dept Files Hard-copy    5 yrs      Shred
                                                                             7.5, 8.2.3,
                                                                              8.2.4 of       Miriam
Teen Centers                                               5   LIB-PRO-056      ISO         Rodriquez   03/10/2011
                                                                               4.2.3,
                                                                             4.2.4, 7.5,     Miriam
Organizing a Teen Center Workshop                          1   LIB-PRO-417   8.3, 8.5 of    Rodriquez   10/02/2009
                                                                                             Miriam
Teen Center Laptop Reservation Form                        3   LIB-FRM-471     4.2.3.       Rodriquez   03/08/2011    X   Date      Unit   Dept Files   Dept Files Hard-copy    2 yrs      Shred
                                                                                             Miriam
Teen Center Laptop Rules                                   2   LIB-FRM-473     4.2.3.       Rodriquez   03/08/2011    X   Date      Unit   Dept Files   Dept Files Hard-copy    2 yrs      Shred
                                                                                             Miriam
Reglas para usar un "laptop"                               2   LIB-FRM-473     4.2.3.       Rodriquez   03/08/2011    X   Date      Unit   Dept Files   Dept Files Hard-copy    2 yrs      Shred
                                                                                             Miriam
Teen Center Program Survey                                 2   LIB-FRM-475     4.2.3.       Rodriquez   12/22/2009    X   Date      Unit   Dept Files   Dept Files Hard-copy    2 yrs      Shred
                                                                                             Miriam
Program Record                                             1   LIB-FRM-478     4.2.3.       Rodriquez   10/01/2009    X   Date      Unit   Dept Files   Dept Files Hard-copy    2 yrs      Shred
                                                                                             Miriam
Teem Center Game Instructions                              1   LIB-FRM-484     4.2.3.       Rodriquez   11/20/2009    X   Date      Unit   Dept Files   Dept Files Hard-copy    2 yrs      Shred
                                                                                             Miriam
Teen Center Game Day Sign-Up Sheet                         1   LIB-FRM-485     4.2.3.       Rodriquez   11/20/2009    X   Date      Unit   Dept Files   Dept Files Hard-copy   2 yrs       Shred
                                                                                ISO
                                                                             9001:2008,      Miriam                                                                         Unit input &
Volunteer inquiry procedures                               1   LIB-WKI-418      ISO         Rodriquez   09/07/2011    X   Date      Unit   Dept Files   Dept Files Hard-copy Verified      Discard
                                                                                             Miriam                                                                         Unit input &
Monthly Volunteer Hours Report                             1   LIB-FRM-417     4.2.3.       Rodriquez   10/12/2009    X   Date      Unit   Dept Files   Dept Files Hard-copy Verified      Discard
                                                                                             Miriam                                                                         Unit input &
Volunteer Application                                      1   LIB-FRM-418      4.2.3.      Rodriquez   11/20/2009    X   Date      Unit   Dept Files   Dept Files Hard-copy Verified      Discard
                                                                             7.5, 8.2.3,
                                                                               8.2.4 of
Virtual Library                                            3   LIB-PRO-006       ISO        Corinne Hill 09/16/2011
                                                                             4.2.4, 7.5,
                                                                             8.3, 8.5 for
Method for identifying broken links                        1   LIB-PRO-510       ISO        Corinne Hill 06/04/2009
                                                                             4.2.4, 7.5,
                                                                             8.3, 8.4 for
Dallas Library URLs                                        1   LIB-PRO-511       ISO        Corinne Hill 06/04/2009



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                                                                                   4.2.4, 7.5,
                                                                                  7.5.1b, 8.3,
Enacting approved changes to a Library Controlled website      1    LIB-PRO-512   8.5 for ISO    Corinne Hill 06/04/2009
                                                                                   4.2.4, 7.5,
                                                                                    8.3, and
Managing Remote Databases                                      1    LIB-PRO-513   8.5 for ISO    Corinne Hill 07/16/2009
                                                                                   4.2.4, 7.5,
                                                                                     8.3, 8.5
Processing Requested Changes to a Library Controlled Website   1    LIB-PRO-514   and 7.1 for    Corinne Hill 07/17/2009
                                                                                   4.2.4, 7.5,
                                                                                     8.3, 8.4
Method for requesting customization to a website               2    LIB-PRO-515   and 8.5 for    Corinne Hill 09/07/2011
                                                                                   4.2.4, 7.5,
                                                                                     8.3, 8.4
Instituting New Developments to a library Controlled website   1    LIB-PRO-516   and 8.5 for    Corinne Hill 06/11/2009
                                                                                    4.2.4 for
                                                                                       ISO
Method for Receiving Online Donations                          1    LIB-PRO-517   9001:2008      Corinne Hill 08/27/2009
                                                                                   4.2.4, 7.5,
                                                                                  8.3, 8.5 for
Web Procedure for Library Closures                             1    LIB-PRO-518        ISO       Corinne Hill 09/07/2011
                                                                                   4.2.4, 7.5,
                                                                                  8.3, 8.5 for
Web Procedure for Opening a New Branch                         1    LIB-PRO-519        ISO       Corinne Hill 09/07/2011
                                                                                   4.2.4, 7.5,
                                                                                  8.3, 8.5 for
Responding to Library Controlled Website Being Down            1    LIB-PRO-520        ISO       Corinne Hill 09/07/2011
                                                                                   4.2.4, 7.5,
Web Style Guide for New Development on Library Controlled                         8.3, 8.5 for
Website                                                        1    LIB-PRO-521        ISO       Corinne Hill 09/07/2011
                                                                                   4.2.4, 7.5,
                                                                                  8.3, 8.5 for
User Blocked by Securelive from Library Controlled Website     1    LIB-PRO-522        ISO       Corinne Hill 09/07/2011
                                                                                   4.2.4, 7.5,
                                                                                  8.3, 8.5 for
Posting Responses on Social Media Outlets                      1    LIB-PRO-523        ISO       Corinne Hill 09/07/2011
                                                                                   4.2.4, 7.5,
                                                                                  8.3, 8.5 for
Approving Comments and Responses on Our Blogs                  1    LIB-PRO-524        ISO       Corinne Hill 09/07/2011
                                                                                   4.2.4, 7.5,
                                                                                  8.3, 8.5 for
Answering Customer Emails                                      1    LIB-PRO-525        ISO       Corinne Hill 09/07/2011
                                                                                   7.5, 8.2.3,
                                                                                     8.2.4 in
Administration                                                 3    LIB-PRO-001        ISO       Corinne Hill 09/16/2011
                                                                                      7.5.1,
                                                                                  8.2.3, 8.2.4     Miriam
Library Business Office and Finance                            10   LIB-PRO-071      of ISO      Rodriquez 09/16/2011
                                                                                   4.5.4, 7.4,
                                                                                  8.3 of ISO
Purchasing Process for Goods and Services Other Than Books     2    LIB-PRO-601   9001:2008      Corinne Hill 08/31/2011
                                                                                   4.2.4, 7.5,
                                                                                    8.3, 8.5 ,
Parking                                                        2    LIB-PRO-604     8.2.3 for    Corinne Hill 12/15/2010
                                                                                   4.2.4, 7.1,
                                                                                   8.3 in ISO
Accounts Payable for Goods and Services Other Than Books       1    LIB-PRO-605   9001:2008      Corinne Hill 06/30/2011
                                                                                     4.2.3 of
                                                                                       ISO
Mileage Procedure                                              1    LIB-PRO-610   9001:2008      Corinne Hill 10/01/2011
                                                                                   ISO 9001,
Library Contract Management                                    1    LIB-PRO-620        ISO       Corinne Hill 10/01/2011
                                                                                     8.4c for
                                                                                       ISO
Collect Parking Revenueand Make Deposit                        1    LIB-WKI-609   9001.2008      Corinne Hill 08/31/2011
                                                                                     8.4c for
                                                                                       ISO
Preparing Financial Target Analysis Report                     2    LIB-WKI-611   9001.2008      Corinne Hill 08/31/2011
                                                                                    4.2.1d in
                                                                                  ISO9001:2
BGEX                                                           1    LIB-WKI-612        008       Corinne Hill 07/20/2009
                                                                                    4.2.1d for
                                                                                       ISO
Inter-departmental transfer (ITA)                              1    LIB-WKI-614   9001:2008      Corinne Hill 07/17/2009
                                                                                    4.2.1d for
                                                                                       ISO
Journal Voucher                                                2    LIB-WKI-615   9001:2008      Corinne Hill 08/31/2011
                                                                                  8.4c in ISO
Preparation of Library Special Fund reports                    3    LIB-WKI-616   9001:2008      Corinne Hill 08/31/2011
                                                                                  8.4c in ISO
Branch Unit Deposit and Reconcile                              1    LIB-WKI-617   9001:2008      Corinne Hill 10/14/2011
                                                                                  8.4c in ISO
Central Units Deposit                                          3    LIB-WKI-618   9001:2008      Corinne Hill 10/14/2011
                                                                                   4.2.1.d of
                                                                                      ISO
ADV.3 Report for Revenue and Special Fund Exp                  1    LIB-WKI-619   9001.2008      Corinne Hill 08/31/2011
                                                                                     4.2.1d
                                                                                   ISO9001,
Business Office: Petty Cash Reimbursement Process              3    LIB-WKI-620       2008       Corinne Hill 09/09/2011
                                                                                    7.5.1f of
                                                                                   ISO9001,
Business Office – Processing NSF Checks                        1    LIB-WKI-621       2008       Corinne Hill 07/20/2009
                                                                                    4.2.1d of
                                                                                   ISO9001,
Advantage 3 Monthly Expenditure Reports – General Funds        1    LIB-WKI-622       2008       Corinne Hill 07/20/2009



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                                                                              7.4.3 and
                                                                              4.2.1d of
P-Card Monthly Reconciliation – Business Office            3   LIB-WKI-624   ISO 9001,     Corinne Hill 09/09/2011
                                                                               8.4c for
                                                                                 ISO
Preparation of Federal and State Grant Reports             1   LIB-WKI-625   9001:2008     Corinne Hill 07/20/2009
                                                                             4.2.4, 7.1,
                                                                             8.3 of ISO
Inter-departmental Transfer (ITI)                          1   LIB-WKI-626   9001:2008     Corinne Hill 06/17/2009
                                                                             4.2.4, 7.1,
                                                                             8.3 of ISO
BusOffice Survey Process                                   1   LIB-WKI-627   9001:2008     Corinne Hill 09/01/2011
                                                                             7.4 of ISO
Office Max                                                 1   LIB-WKI-630   9001: 2008    Corinne Hill 10/01/2011

Administrative Actions                                     2   LIB-WKI-640   ISO 9001,     Corinne Hill 10/01/2011
                                                                                                                                                     BSOF
Administrative Action Council Resolution Encumbrance Log   1   LIB-FRM-601     4.2.3.      Corinne Hill 08/03/2011   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
ITI log in sheet                                           1   LIB-FRM-602     4.2.3.      Corinne Hill 07/20/2009   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
ITA log in sheet                                           2   LIB-FRM-603     4.2.3.      Corinne Hill 10/01/2011   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
DPL Business Office Invoice Log - CCO                      1   LIB-FRM-604     4.2.3.      Corinne Hill 07/20/2009   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
Purchase request to Business Office                        2   LIB-FRM-605     4.2.3.      Corinne Hill 04/08/2010   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
Invoice Log for outside City Customer                      1   LIB-FRM-606     4.2.3.      Corinne Hill 07/20/2009   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
Branch Delivery Revenue Log                                1   LIB-FRM-607     4.2.3.      Corinne Hill 09/01/2010   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
Central Library Income Report                              2   LIB-FRM-608     4.2.3.      Corinne Hill 08/31/2011   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
Central Library Journal Voucher Control Log                1   LIB-FRM-609     4.2.3.      Corinne Hill 07/30/2009   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
Dallas Public Library Staff Parking Registration Form      2   LIB-FRM-610     4.2.3.      Corinne Hill 10/07/2011   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
Dallas Public Library Payroll Deduction Authorization      1   LIB-FRM-611     4.2.3.      Corinne Hill 07/21/2009   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
Special Fund Monthly Report Blank Form                     1   LIB-FRM-612     4.2.3.      Corinne Hill 12/15/2010   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
DO/RQS log-in sheet                                        3   LIB-FRM-613     4.2.3.      Corinne Hill 10/14/2011   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
Advance Petty Cash Form                                    1   LIB-FRM-614     4.2.3.      Corinne Hill 07/20/2009   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
DPL AA Approval List Form                                  1   LIB-FRM-615     4.2.3.      Corinne Hill 08/31/2011   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
Petty Cash Refund Form: Materials Lost/Damaged -                                                                                                     BSOF
Miscellaneous Refunds                                      1   LIB-FRM-616     4.2.3.      Corinne Hill 07/20/2009   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
Book Material Outstanding Invoices                         1   LIB-FRM-617     4.2.3.      Corinne Hill 10/07/2011   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
Petty Cash/Change Fund Information Sheet                   1   LIB-FRM-618     4.2.3.      Corinne Hill 07/30/2009   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
Petty Cash Audit Worksheet                                 1   LIB-FRM-619     4.2.3.      Corinne Hill 07/30/2009   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
Change Fund Reconciliation Audit Worksheet                 1   LIB-FRM-620     4.2.3.      Corinne Hill 07/30/2009   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
Petty Cash/Change Fund Reconciliation                      1   LIB-FRM-621     4.2.3.      Corinne Hill 07/30/2009   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
Central Library Expense Budget Control Log                 1   LIB-FRM-622     4.2.3.      Corinne Hill 07/21/2009   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
Name Badge Order/Reorder Form                              3   LIB-FRM-623     4.2.3.      Corinne Hill 04/01/2011   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
Rubber Stamp Purchase Request to Business Office           2   LIB-FRM-624     4.2.3.      Corinne Hill 01/12/2010   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
Program Presenter Invoice                                  1   LIB-FRM-625     4.2.3.      Corinne Hill 07/22/2009   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
Special Events/Meetings Parking Request Form               1   LIB-FRM-626     4.2.3.      Corinne Hill 09/03/2009   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard
                                                                                                                                                     BSOF
No Bank Deposit Form                                       1   LIB-FRM-627     4.2.3.      Corinne Hill 10/01/2009   X   Date    Unit Supv   BSOF   storage   Hard-copy FE + 3yrs.   Discard



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                                                                                                                                                                      BSOF
Invoice Sent to Outside Customer                                  1   LIB-FRM-628      4.2.3.      Corinne Hill 10/07/2009   X   Date    Unit Supv       BSOF        storage   Hard-copy FE + 3yrs.    Discard
                                                                                                                                                                      BSOF
Central Units Cash Collections Log                                1   LIB-FRM-629      4.2.3.      Corinne Hill 10/23/2009   X   Date    Unit Supv       BSOF        storage   Hard-copy FE + 3yrs.    Discard
                                                                                                                                                                      BSOF
Cash Receipt                                                      1   LIB-FRM-640      4.2.3.      Corinne Hill 08/31/2011   X   Date    Unit Supv       BSOF        storage   Hard-copy FE + 3yrs.    Discard
                                                                                                                                                                      BSOF
Do Not Mail Checks                                                1   LIB-FRM-641      4.2.3.      Corinne Hill 08/16/2011   X   Date    Unit Supv       BSOF        storage   Hard-copy FE + 3yrs.    Discard
                                                                                                                                                                      BSOF
Deposit Warrant Log                                               1   LIB-FRM-642      4.2.3.      Corinne Hill 09/01/2011   X   Date    Unit Supv       BSOF        storage   Hard-copy FE + 3yrs.    Discard
                                                                                                                                                                      BSOF
Petty Cash Receipt Distribution Record                            1   LIB-FRM-670      4.2.3.      Corinne Hill 08/19/2011   X   Date    Unit Supv       BSOF        storage   Hard-copy FE + 3yrs.    Discard
                                                                                                                                                                      BSOF
PC-CF Request Form                                                1   LIB-FRM-671       4.2.3.     Corinne Hill 08/19/2011   X   Date    Unit Supv       BSOF        storage   Hard-copy FE + 3yrs.    Discard
                                                                                     7.5, 8.2.3,
                                                                                       8.2.4 in
Capital Bond Projects and Facilities                              4   LIB-PRO-072        ISO       Corinne Hill 09/16/2011
                                                                                    5.1a, 5.5.3,
                                                                                    7.5.1c and
Facilities Branch Libraries Recycling                             1   LIB-PRO-630    6.3 of ISO    Corinne Hill 07/15/2009
                                                                                    5.1a, 5.5.3,
                                                                                      7.5.1a of
Facilities Branch Libraries Trash Issues                          1   LIB-PRO-631   ISO9001:2      Corinne Hill 07/15/2009
                                                                                      4.2, 5.5,
                                                                                    7.1 and 8.1
Facilities Central Library Issues                                 1   LIB-PRO-632      in ISO      Corinne Hill 07/15/2009
                                                                                      4.2, 5.5,
                                                                                    7.1 and 8.1
Facilities Electrical                                             1   LIB-PRO-633      in ISO      Corinne Hill 07/16/2009
                                                                                      4.2, 5.5,
                                                                                    7.1 and 8.1
Facilities HVAC                                                   1   LIB-PRO-634      in ISO      Corinne Hill 07/16/2009
                                                                                    5.1a, 5.5.3,
                                                                                      7.5.1a of
Facilities Landscaping/Irrigation                                 2   LIB-PRO-635   ISO9001:2      Corinne Hill 08/30/2011
                                                                                      4.2, 5.5,
                                                                                    7.1 and 8.1
Facilities Plumbing                                               1   LIB-PRO-636      in ISO      Corinne Hill 07/17/2009
                                                                                                     Person                                                                                  Until
                                                                                       5.1a of
                                                                                    ISO9001:2      designated                             Facilities                                      decommissi
Facilities Keys and Locks                                         1   LIB-PRO-637        008         as the     07/15/2009   X   Date     Manager      Dept Files   Dept Files Electronic    oned
                                                                                                                                                                                             Until     Erased
                                                                                      4.2, 5.5,
                                                                                    7.1 and 8.1                                           Facilities                                      decommissi
Facilities Inventory Control                                      2   LIB-PRO-638      in ISO      Corinne Hill 08/30/2011   X   Date     Manager      Dept Files   Dept Files Electronic    oned      Erased
                                                                                      4.2, 5.5,
                                                                                    7.1 and 8.1
Facilities Telecommunications                                     1   LIB-PRO-639      in ISO      Corinne Hill 07/15/2009
                                                                                       5.1a &
                                                                                    5.5.3, 8.2.1                                          Facilities
Incident Report                                                   1   LIB-PRO-640    & 7.2.3 in    Corinne Hill 11/30/2010   X   Year     Manager      Dept Files   Dept Files Hard-copy    7 yrs      Shred
                                                                                     4.2.4, 7.5,
                                                                                     8.3, 8.5 of
Accident and Illness Report Procedure                             1   LIB-PRO-641    ISO 9001      Corinne Hill 10/06/2009
                                                                                                     Person
                                                                                     4.2.4, 7.5,
                                                                                     8.3, 8.5 of   designated
Branch Library Maintenance Procedure                              1   LIB-PRO-642    ISO 9001        as the     10/06/2009
                                                                                     4.2.4, 7.5,
                                                                                     8.2.4, 8.3,
Visual Housekeeping Inspection                                    1   LIB-PRO-643    8.5 of ISO    Corinne Hill 10/06/2009
                                                                                      4.2, 5.5,
Capital Bond Projects: Process for Library Project Management                       7.1 and 8.1      Laurie
of Construction of New Facilities                                 1   LIB-WKI-650      in ISO        Evans      07/15/2009
                                                                                      4.2, 5.5,
Capital Bond Projects: Process for Library Project Management                       7.1 and 8.1
of Renovation of Facilities                                       1   LIB-WKI-651      in ISO      Corinne Hill 07/15/2009
                                                                                      4.2, 5.5,
Capital Bond Projects and Facilities: Process for Monitoring of                     7.1 and 8.1
Contracted Security for all Library Locations                     1   LIB-WKI-652      in ISO      Corinne Hill 07/14/2009
                                                                                      4.2, 5.5,
                                                                                    7.1 and 8.1
Process for Liaison between Library and EBS Services              1   LIB-WKI-653      in ISO      Corinne Hill 07/15/2009
                                                                                                     Laurie
Employee Supervision Process                                      1   LIB-WKI-654      4.2.3.        Evans      06/25/2009
                                                                                                                                          Facilities                                                   View &
Branch Library Maintenance Log                                    2   LIB-FRM-630      4.2.3.      Corinne Hill 11/11/2009   X   Date     Manager         N/A         N/A        N/A        N/A        Discard
                                                                                                                                           Safety
Accident and Illness Report Form                                  1   LIB-FRM-631      4.2.3.      Corinne Hill 10/07/2009   X   Date      Officer        HR         HR-City   Hard-copy  5 Yrs        Shred
                                                                                                                                                                                         GR 1000-
Errand Delivery Form                                              1   LIB-FRM-725      4.2.3.      Corinne Hill 07/20/2009   X   Date       Unit       Dept Files   Dept Files Hard-copy   26C         Discard
                                                                                      5.1a &
                                                                                    5.5.3, 8.2.1                                          Facilities
Incident Report Form                                              1   LIB-FRM-633    & 7.2.3 in    Corinne Hill 11/30/2010   X   Year     Manager      Dept Files   Dept Files Hard-copy    7 yrs      Shred
                                                                                       7.5.1,
                                                                                    8.2.3, 8.2.4     Miriam
Administration Support Services                                   3   LIB-PRO-700     of ISO       Rodriquez 09/16/2011
                                                                                       7.5.1,
                                                                                    8.2.3, 8.2.4
Agenda Process                                                    2   LIB-PRO-705     of ISO       Corinne Hill 10/19/2011



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                                                              List of
                                                            applicable     Miriam
Opening and Closing the ARD (ARD)        1   LIB-WKI-710     clauses      Rodriquez      10/09/2009
                                                           4.2.4,7.5,8.
                                                             3,8.5 of
Vendor Evaluation Process                2   LIB-WKI-711    ISO 9001      Corinne Hill 10/19/2011
                                                           4.2.4,7.5,8.
                                                             3,8.5 of       Miriam
Public Service and Staff Announcements   1   LIB-WKI-712    ISO 9001      Rodriquez 04/23/2009
                                                           4.2.4,7.5,8.
                                                             3,8.5 of
Vendor Evaluation Form                   1   LIB-FRM-713    ISO 9001      Corinne Hill 08/21/2011
                                                                            Miriam                                                                                 GR 100-
Community Service Appointment Sheet      1   LIB-FRM-707      4.2.3.      Rodriquez 07/30/2009        X   Date     Vol Unit   Dept Files      N/A     Hard-copy     26C         Shred
                                                                            Miriam                                                                                 GR 100-
Community Service Interview Sheet        1   LIB-FRM-708      4.2.3.      Rodriquez 07/30/2009        X   Date     Vol Unit   Dept Files      N/A     Hard-copy     26C         Shred
                                                           4.2.4,7.5,8.
                                                             3,8.5 of
Managing Files in Central File Records   1   LIB-WKI-714    ISO 9001      Corinne Hill   04/06/2009
                                                                            Miriam                                                                                  Until
Records Retention Schedule               1   LIB-FRM-709      4.2.3.      Rodriquez      07/30/2009   X   Date      Unit      Dept. Files Dept. Files Hard-copy    Updated    Overwritten
                                                                            Miriam
Central File Entry Form                  1   LIB-FRM-710      4.2.3.      Rodriquez      07/30/2009   X   Date    Unit Supv   Dept Files      N/A     Hard-copy      AV        Discard
                                                                            Miriam
Request for Disposal Form                1   LIB-FRM-711      4.2.3.      Rodriquez      07/30/2009   X   Date    Unit Supv   Dept Files   Dept Files Hard-copy   AV           Discard
                                                                            Miriam                                                                              GR 1000-
Document Requisition Form                1   LIB-FRM-712      4.2.3.      Rodriquez      07/30/2009   X   Date    Unit Supv   Dept Files   Dept Files Hard-copy   26C          Discard
                                                                                                                                                                GR 1000-
Agenda Item Form                         1   LIB-FRM-714      4.2.3.      Corinne Hill 09/07/2011     X   Date    Unit Supv   Dept Files   Dept Files Hard-copy   26C          Discard
                                                                                                                                                                GR 1000-
Agenda Item Approval List Form           1   LIB-FRM-715      4.2.3.      Corinne Hill 09/07/2011     X   Date    Unit Supv   Dept Files   Dept Files Hard-copy   26C          Discard
                                                           4.2.4,7.5,8.
                                                             3,8.5 of
Audiovisual Services                     1   LIB-WKI-722    ISO 9001      Corinne Hill 07/29/2009
                                                                                                                                                                   GR 1000-
Audiovisual Equipment Loan Form          1   LIB-FRM-724      4.2.3.      Corinne Hill 07/20/2009     X   Date      Unit      Dept Files   Dept Files Electronic     26C       Discard

Instructions for Sample Week             1   LIB-WKI-770   4.2.4, 8.2.1   Corinne Hill 09/25/2009
                                                                                                                                                                 GR 1000-
Library Survey English                   1   LIB-FRM-771      4.2.3.      Corinne Hill 09/25/2009     X   Date      Unit      Dept Files   Dept Files Electronic   41B         Discard
                                                                                                                                                                 GR 1000-
Library Survey Spanish                   1   LIB-FRM-771      4.2.3.      Corinne Hill 09/25/2009     X   Date      Unit      Dept Files   Dept Files Electronic   41B         Discard




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