Library & Archives includes the following departments: Library Services, Library Systems, Library Collections (Acquisitions), Library Administration, and Archives. For more information, visit Library & Archives' website.
General Records
Financial and budget files - 7 years
Acquisitions records - Indefinite
Committee Meeting Minutes & Working Documents - Indefinite
Statistical Reports- generated annually
List of Library & Archives Holdings - indefinite
Signed Archives Copyright forms (in accordance with CanCopy regulations) - Indefinite
Historical Archives Administrative Records - Indefinite
Personal Information Databanks
Personnel Files
Retention: Current personnel.
LIBRARY SERVICES
Library Users
Legal Authority: Trent University Act 1963
Information Maintained: name, email address, gender, Trent student/employee number or borrower barcode number (community and external borrowers), fines (current and historical), circulation history
Individuals in Bank: Bata Library users including Tent students, staff, faculty, external borrowers from other universities, community borrower members
Uses: Administration of Library Services, fines tracking, material tracking
Users: Library staff
Retention & Disposal: Trent students, staff, faculty - disposed after 3 years of inactivity; Community and external borrowers - retained indefinitely
OCLC Worldshare Interlibrary Loan Requests
Legal Authority: Trent University Act 1963
Information Maintained: Name, material requested
Individuals in Bank: Individuals with interlibrary loan requests fulfilled through OCLC's Worldshare service
Uses: Interlibrary Loan service delivery
Users: Library staff
Retention & Disposal: Names are purged from records 1 month after a request closes (an electronic request is delivered, or a physical request is returned to the lending library)
LIBRARY SYSTEMS
EZ Proxy Audit Logs
Legal Authority: Trent University Act 1963
Information Maintained: Trent University student/employee number
Individuals in Bank: Library users who have accessed online subscription resources via the Library's off campus authentication system
Uses: Monitoring electronic resource usage patterns, detecting suspicious activity
Users: System Administrator, Discovery and Systems Librarian
Retention & Disposal: Indefinite
LIBRARY ADMINISTRATION
Gifts-in-Kind Records
Legal Authority: Trent University Act 1963
Information Maintained: Name, address, gifts given, notice of tax receipts
Individuals in Bank: Donors to Library & Archives
Uses: Historical record
Users: University Librarian, University Archivist
Retention & Disposal: Indefinite
ARCHIVES
Historical Visitor Registration Lists
Legal Authority: Trent University Act 1963
Information Maintained: Name, city of residence, material accessed
Individuals in Bank: Visitors to the Trent University Archives (pre-2023, no longer maintained)
Uses: Statistics, material tracking, security, historical record
Users: Archives staff
Retention & Disposal: Indefinite
Researcher Bookings
Legal Authority: Trent University Act 1963
Information Maintained: Date, time, name
Individuals in Bank: Requesters of Archival material
Uses: Statistics and security
Users: Archives staff
Retention & Disposal: Indefinite
Retrieval Requests
Legal Authority: Trent University Act 1963
Information Maintained: Date, name, Trent ID or borrower barcode number, Trent status, material requested
Individuals in Bank: Individuals requesting access to Archival material
Uses: Statistics, conservation and preservation, material tracking, and security
Users: Archives staff
Retention & Disposal: Indefinite
Community Borrower Registration Forms
Legal Authority: Trent University Act 1963
Information Maintained: Name, address, phone number, email address
Individuals in Bank: Archival researchers without a Trent ID number
Uses: Archives service delivery, conservation and preservation, material tracking, and security
Users: Archives staff
Retention & Disposal: Indefinite
Newsletter Mailing List
Legal Authority: Trent University Act 1963
Information Maintained: Name, address
Individuals in Bank: Newsletter recipients (pre-2021, no longer maintained)
Uses: Newsletter mailings, historical record
Users: Archives staff
Retention & Disposal: Indefinite
Donor Files
Legal Authority: Trent University Act 1963
Information Maintained: Name, address, circumstances of donation, items donated, gift agreement, appraisal documents and tax receipt notices
Individuals in Bank: Donors of archival records and rare books to Trent University Archives
Uses: Collection management, historical record, proof of ownership
Users: Archives staff
Retention & Disposal: Indefinite
Correspondence Files
Legal Authority: Trent University Act 1963
Information Maintained: Name, address, Trent status, material requested, date
Individuals in Bank: Requesters of archival materials
Uses: Archives service delivery, material tracking and security, research
Users: Archives staff
Retention & Disposal: Indefinite
Finding Aid Database
Legal Authority: Trent University Act 1963
Information Maintained: May include donor name, address, biographical information, date of birth, information about material donated
Individuals in Bank: Donors to the Archives
Uses: Research, locating material, collection management
Users: Archives staff
Retention & Disposal: Indefinite