Information Management and Technology IM31 - Acquisitions - Libraries

Accessed:	2026-07-17
Purpose of series:	Records series documenting the acquisition of information assets for the libraries of the university that support teaching, learning and research.
Scope and contents:	Includes (but not limited to): purchase orders, vendor information, negotiations, donations, appraisals, licenses, agreements, proof of purchase, subscription renewals, supporting documentation and related correspondence.
Cross reference:	For the development of library collections see: Collection Development- Libraries (IM30); For the management of collections and information assets see: Collection Management - Libraries (IM32); For Endowments see: Endowments (FN33) or Endowment Management (FN34)
Exceptions:

Primary offices:	University Libraries; Sir James Dunn Law Library
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Transfer to University Archives
Primary office retention period:	7 years
Primary office retention instructions:	S/O (Superseded/Obsolete) = License terminated, asset(s) removed from collection, or subscription not renewed. Records are to be closed at the end of the fiscal year (FY) and retained for an additional seven (7) FY years, then transferred to the University Archives for selective retention.

Secondary offices:	N/A
Secondary office retention trigger:
Secondary office disposition:
Secondary office retention period:
Secondary office retention instructions:

Retention rationale:

Expected operational use.

Vital records	Electronic systems	Personal information	Official media
Yes	Outlook Email, Banner, Alma, GOBI, Oasis, Rialto	No	Paper, Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2024-05-17	2024-06-25 10:32:48	cr618206	Internal

Notes:

This includes acquisitions of the University Archives that are acquired through the records management program. This includes acquisitions by Document Delivery for the Libraries.