We have also rethought our retention for electronic resource invoices. While our institutional policy requires 7 years, we have found we need proof of purchase for electronic resources that have perpetual access. Those go back further than 7 years. (How time flies!) Sometimes the invoice is the only proof we have. We also have a scanning solution in place now that we are using.
 
 

_____________________________
Penny Lochner
Head of Collection Resource Management 
Serials & Electronic Resources Librarian
Trexler Library
Muhlenberg College
2400 Chew Street
Allentown, PA 18104-5564
USA
email: plochner@muhlenberg.edu
voice: 484-664-3561
fax: 484-664-3511
>>> Eric Elmore <Eric.Elmore@UTSA.EDU> 5/6/2015 4:36 PM >>>

Texas requires we keep most records for certain periods, but after that we can dispose of them.  I like to keep invoices for purchases as every year we have to go back and “remind” vendors that yes, we did purchase so-and-so resource.  We’ve made the policy decision to pdf almost everything and keep it on our server.  Storage is cheap and we have to go back and dig up old paperwork often enough for the effort to be worth it.

 

++++++++++++++++++++++++++++++++++++++

Eric Elmore                                                             |

Electronic Resources Coordinator                     |

The University of Texas at San Antonio            |

One UTSA Circle                                                     |

San Antonio, TX.  78249-0671                             |

(O)210-458-4916/(F)210-458-4577                    |

Eric.elmore@utsa.edu                                         |

++++++++++++++++++++++++++++++++++++++

 

From: Serials in Libraries Discussion Forum [mailto:SERIALST@LISTSERV.NASIG.ORG] On Behalf Of Paulette Thompson
Sent: Wednesday, May 06, 2015 3:24 PM
To: SERIALST@LISTSERV.NASIG.ORG
Subject: Re: [SERIALST] How long do you keep EBSCO Invoices?

 

Hi Jason,

 

We keep current year, plus 3 previous years for audit purposes.

 

Have a great day.

 

 

Paulette Thompson

Periodicals Supervisor, Regent University Library

1000 Regent University Drive LIB 109

Virginia Beach, VA  23464-9892

Office: 757.352.4163| Fax: 757.352.4179

 

 

 

 

 

 

From: Serials in Libraries Discussion Forum [mailto:SERIALST@LISTSERV.NASIG.ORG] On Behalf Of Jason Skoog
Sent: Wednesday, May 06, 2015 4:08 PM
To: SERIALST@LISTSERV.NASIG.ORG
Subject: [SERIALST] How long do you keep EBSCO Invoices?

 

I found many, many, invoices in a former colleague's desk and am trying to determine what is a good cut-off range for throwing out.

 

Thank you!
--

Jason Skoog

Archivist and Systems Librarian
Viterbo University, La Crosse, WI
608-796-3262

 

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