Jason, I would caution against throwing out older invoices IF you are tracking perpetual access. EBSCOnet only keeps the last 5 years of history and perpetual access for e-journals started around 2005. To know whether your journal order 10 years ago was for print only or print + online you will need to have some sort of record. EBSCO may have records that go back that far but they are not easily obtained and it would be very difficult to get old order history for multiple titles.
Like Eric, we have also had to go back many times to older paperwork to prove what we purchased.
Stephanie Larrison
Electronic Resources Librarian
Texas State University
601 University Dr.
San Marcos, TX 78666
512-245-8613
larrison@txstate.edu
From: Serials in Libraries Discussion Forum [mailto:SERIALST@LISTSERV.NASIG.ORG]
On Behalf Of Eric Elmore
Sent: Wednesday, May 06, 2015 3:37 PM
To: SERIALST@LISTSERV.NASIG.ORG
Subject: Re: [SERIALST] How long do you keep EBSCO Invoices?
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 |
++++++++++++++++++++++++++++++++++++++
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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