Library Services is responsible for the following services: Archives & Special Collections; Borrowing & Circulation; Government Publications; Interlibrary Loans; Maps, Data, Government Information Centre, Reserves and Media Usage Statistics. For more information, visit library services' web site.
CIRCULATION - General Records
List of Holdings - indefinite
Statistical Reports- generated annually
Personal Information Databanks
Records of Fines Owed
Legal Authority: Trent University Act 1963
Information Maintained: Student/employee number, name, materials and amounts outstanding
Individuals in Bank: Bata Library users
Uses: Administration of fines and tracking of materials
Users: Client Support unit, Manager of Client Support, Systems staff, Durham Branch Library staff
Retention & Disposal: Indefinitely (outstanding accounts)
External Borrowers List
Legal Authority: Trent University Act 1963
Information Maintained: Name, contact information; may include student or employee number
Individuals in Bank: Library users (including faculty, staff, Trent students, borrowers from other universities, and community members)
Uses: Administration of library services
Users: Client Support unit, Manager of Client Support, Systems staff, Durham Branch Library staff
Retention & Disposal: Indefinitely
LIBRARY SYSTEMS - General Records
Statistical Reports - generated annually
Equipment Lists -responsibility of purchasing
Personal Information Databanks
External Users Database
Legal Authority: Trent University Act 1963
Information Maintained: Usernames, passwords for Trent library system access
Individuals in Bank: UOIT and Sir Sandford Fleming College students who access Trent library, external borrowers and visiting scholars.
Uses: Database updating and maintenance
Users: System Administrator
Retention & Disposal: Current year, then delete
Personnel Files
Common to all departments
*Note: System Administrator has access to some parts of SIMS
LIBRARY SERVICES - General Records
Financial Records and Budget Files (for all departments within Library, except Acquisitions) – 7 years
Statistical Reports(OCUL, performance measurements) - indefinite
Committee Meeting Minutes (Library Advisory Subcommittee, Librarians’ Committee) - Indefinite
Personal Information Databanks
Gifts-in-Kind Records
Legal Authority: Trent University Act 1963
Information Maintained: May include name, address, gifts given, notice of tax receipts
Individuals in Bank: Donors to Bata Library
Uses: Historical record, administration of thank-you letters
Users: Gifts librarian, authorized staff
Retention & Disposal: Indefinite
Personnel Files
Common to all departments - current personnel files only; retired files kept in HR
ARCHIVES - General Records
Historical Administrative Records- indefinite
Photocopy Records (in accordance with CanCopy regulations)-indefinite
Personal Information Databanks
Visitor Registration Lists
Legal Authority: Trent University Act 1963
Information Maintained: Name, city of residence, material accessed
Individuals in Bank: Visitors to the Archives
Uses: Statistics, item tracking and security
Users: Archives Office staff
Retention & Disposal: Indefinite
Retrieval Requests
Legal Authority: Trent University Act 1963
Information Maintained: Date, name, address, Trent status, material requested
Individuals in Bank: Requesters of archival material
Uses: Statistics, conservation and preservation, item tracking and security
Users: Archives Office staff
Retention & Disposal: Indefinite
Loan Register
Legal Authority: Trent University Act 1963
Information Maintained: Name, phone number, email address, material borrowed
Individuals in Bank: Borrowers of archival material
Uses: Conservation and preservation, item tracking and security
Users: Archives Office staff
Retention & Disposal: Indefinite
Newsletter Mailing List
Legal Authority: Trent University Act 1963
Information Maintained: Name, address
Individuals in Bank: Newsletter recipients
Uses: Administration of newsletter mailings
Users: Archives Office staff
Retention & Disposal: Indefinite
Publication Sales List
Legal Authority: Trent University Act 1963
Information Maintained: Name, payment information, address
Individuals in Bank: Purchasers of Archives publications
Uses: Tracking sales
Users: Archives Office staff
Retention & Disposal: Indefinite
Donor Files
Legal Authority: Trent University Act 1963
Information Maintained: Name, address, personal circumstances, items donated, appraisal documents and tax receipt notices
Individuals in Bank: Donors to Trent University Archives
Uses: Historical record
Users: Archives staff
Retention & Disposal: Indefinite
Correspondence Files
Legal Authority: Trent University Act 1963
Information Maintained: May include name, date, address, Trent status, material requested
Individuals in Bank: Requesters of archival materials
Uses: Processing of requests for materials, item tracking and security
Users: Archives Office staff
Retention & Disposal: Indefinite
Finding Aid Database
Legal Authority: Trent University Act 1963
Information Maintained: May include donor name, address, biographical information, DOB, information about material donated
Individuals in Bank: Donors to Archives
Uses: Research, locating material
Users: Archives office staff
Retention & Disposal: Indefinite
INTERLIBRARY LOANS (ILL) - General Records
Statistical Reports-indefinite, (records back to 1990)
Personal Information Databanks
OCUL Database (retained at U of T)
Legal Authority: Trent University Act 1963
Information Maintained: May include name, student number, contact information, material requested
Individuals in Bank: Interlibrary loan requesters
Uses: Administration and tracking of interlibrary loans
Users: Scholar’s Portal Operations Team (Toronto), Client support and Technical Services staff; Client Support Manager
Retention & Disposal: Indefinite; periodic clean up per OCUL timelines
Accounts Records
Legal Authority: Trent University Act 1963
Information Maintained: May include name, material requested, contact information, student number, employee number, enrolment status
Individuals in Bank: Interlibrary loan requesters
Uses: Administration of invoicing and collection of payments
Users: Client support and Technical Services staff; Client Support Manager
Retention & Disposal: 7 years, then shred/delete
Personnel Files
Common to all departments
TECHNICAL SERVICES - General Records
Financial Records - 7 years
Acquisitions Records- indefinite
Statistical Reports – minimum 7 years; possible indefinite
Personal Information Databanks
Personnel Files
Common to all departments
MEDIA USAGE STATISTICS - General Records
Statistical Reports - Indefinitely
Media Usage Statistics
Legal Authority: Trent University Act 1963
Information Maintained: statistics on usage of media such as DVD/VHS, Items borrowed through ITIMS, streaming material (e.g. Criterion, McNabb Conolly)
Individuals in Bank: Borrowers of media material
Uses: Administration, processing of requests for materials, item tracking and security
Users: Technical Services and Systems staff
Retention & Disposal: Indefinite