[Libs-Or] Drowning in paper library card applications

Tue Jun 18 09:32:08 PDT 2013

I agree with all of you, and the solution I'm pushing for is to NOT have to retain these documents.

However, if I lose this battle, does anyone have any suggestions for the best equipment and software for scanning quickly and efficiently and managing these scanned files?

Kirsten Brodbeck-Kenney
Library Director
Driftwood Public Library
801 SW HWY 101, #201
Lincoln City, OR 97367
(541)996-1251
kbrodbeck-kenney at lincolncity.org>>> "Colin Rea" <crea at fernridgelibrary.org> 6/18/2013 9:25 AM >>>

We don’t even USE a document.  The patron signature as to responsibility is on the card itself.  Fewer trees killed all around.  Even without a signature, a statement on your library card that says using it indicates an acceptance of all library policies should be enough.

Colin M. Rea
Director, Fern Ridge Library District
PO Box 397
88026 Territorial Road
Veneta, OR 97487
541.935.7512     fax 541.935.8013
www.fernridgelibrary.org

From: libs-or-bounces at listsmart.osl.state.or.us [mailto:libs-or-bounces at listsmart.osl.state.or.us] On Behalf Of Leah Griffith
Sent: Monday, June 17, 2013 6:17 PM
To: Kirsten Brodbeck-Kenney
Cc: libs-or at listsmart.osl.state.or.us; cindyg at multcolib.org
Subject: Re: [Libs-Or] Drowning in paper library card applications

Newberg PL also does not retain or scan the documents.  The cost of retaining the signature forms would be much greater than losses with the very few patrons who would demand to see a signature sheet before accepting responsibility.  

And people don't sign every time they check out materials. 

Leah M. Griffith 
Sent from my iPhone

On Jun 17, 2013, at 5:43 PM, "Kirsten Brodbeck-Kenney" <kbrodbeck-kenney at lincolncity.org> wrote:
My understanding from what he's told me is that since the library card application requires the patron to sign and date an agreement to abide by library policies, he feels that it's important to retain the document showing this signature in case we need to legally pursue individuals who willfully detain library property. I can see the argument for it, since it would allow us to prove that  the person did indeed sign up for the card themselves, was made aware of the policies, etc., but at the same time, I am not entirely convinced that this insurance is worth the time and storage space.

Kirsten Brodbeck-Kenney
Library Director
Driftwood Public Library
801 SW HWY 101, #201
Lincoln City, OR 97367
(541)996-1251
kbrodbeck-kenney at lincolncity.org>>> Cindy Gibbon <cindyg at multcolib.org> 6/17/2013 5:24 PM >>>
It would help to know specifically what your attorney believes she/he will be able to do if those docs are retained that can't be done if they aren't retained. Then we could help respond based on those specifics. 

Cindy

Cindy Gibbon 
Access & Information Services Director
Multnomah County Library
Voice: 503.988..5496
Fax: 503.988.5441
cindyg at multcolib.org

On Mon, Jun 17, 2013 at 4:01 PM, Kirsten Brodbeck-Kenney <kbrodbeck-kenney at lincolncity.org> wrote:
Maybe I can use that as ammunition. We didn't retain these in my old system (Free Library of Philadelphia), but my city attorney is fairly adamant.
Kirsten Brodbeck-Kenney
Library Director
Driftwood Public Library
801 SW HWY 101, #201
Lincoln City, OR 97367
(541)996-1251
kbrodbeck-kenney at lincolncity.org>>> "Rawles-Heiser, Carolyn" <Carolyn.Rawles-Heiser at corvallisoregon.gov> 6/17/2013 3:58 PM >>>
Kirsten,
Same here in Corvallis-Benton County.
Carolyn
Carolyn Rawles-Heiser
Library Director
Corvallis-Benton County Public Library
645 NW Monroe Ave. 
Corvallis, OR 97330
(541) 766-6910
From: libs-or-bounces at listsmart.osl.state.or.us [mailto:libs-or-bounces at listsmart.osl.state.or.us] On Behalf Of Cindy Gibbon
Sent: Monday, June 17, 2013 3:51 PM
To: Kirsten Brodbeck-Kenney
Cc: libs-or at listsmart.osl.state.or.us
Subject: Re: [Libs-Or] Drowning in paper library card applications
Kirsten--Here at MCL we shred our paper applications after entering them. We have never retained them. This has not prevented us from successfully sending library accounts to our collection agency when that has become necessary. We've been doing that for many years as well. Given that we have something like 460,000 patrons we'd be in a pickle if we had to retain all those pieces of paper!
Cindy

Cindy Gibbon
Access & Information Services Director
Multnomah County Library
Voice: 503.988.5496
Fax: 503.988.5441
cindyg at multcolib.org
On Mon, Jun 17, 2013 at 3:38 PM, Kirsten Brodbeck-Kenney <kbrodbeck-kenney at lincolncity.org> wrote:
We are trying to get a handle on our massive collection of old library card applications. Our city attorney feels that the applications for current accounts need to be retained due to the signature, but we are drowning in paper and need to figure out a way to organize this paper, securely store what we need, and destroy what we don't.
I would like to scan all of the applications and store them as electronic searchable files. My first thought was that we need something like the Neat Desk portable scanner (http://www.officemax.com/technology/scanners/portable-scanners/product-prod2460408), but I doubt it's made for the kind of heavy use we would need to put it through. Ideally I'd like to be able to scan both sides of the application at once, for speed reasons.
I'm curious how other libraries have handled this paper issue. Do you retain your library card applications? In what form? And have you found a durable scanner that works well for this application?
Kirsten Brodbeck-Kenney
Library Director
Driftwood Public Library
801 SW HWY 101, #201
Lincoln City, OR 97367
(541)996-1251
kbrodbeck-kenney at lincolncity.org

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