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<DIV>I agree with all of you, and the solution I'm pushing for is to NOT have to retain these documents.</DIV>
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<DIV>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?</DIV>
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<DIV>Kirsten Brodbeck-Kenney<BR>Library Director<BR>Driftwood Public Library<BR>801 SW HWY 101, #201<BR>Lincoln City, OR 97367<BR>(541)996-1251<BR><A href="mailto:kbrodbeck-kenney@lincolncity.org">kbrodbeck-kenney@lincolncity.org</A>>>> "Colin Rea" <crea@fernridgelibrary.org> 6/18/2013 9:25 AM >>><BR></DIV>
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<P class=MsoNormal><SPAN style="FONT-FAMILY: 'Calibri','sans-serif'; COLOR: #1f497d; FONT-SIZE: 11pt">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.<o:p></o:p></SPAN></P>
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<P class=MsoNormal><SPAN style="FONT-FAMILY: 'Calibri','sans-serif'; COLOR: #76923c; FONT-SIZE: 11pt">Colin M. Rea<o:p></o:p></SPAN></P>
<P class=MsoNormal><SPAN style="FONT-FAMILY: 'Calibri','sans-serif'; COLOR: #76923c; FONT-SIZE: 11pt">Director, Fern Ridge Library District<o:p></o:p></SPAN></P>
<P class=MsoNormal><SPAN style="FONT-FAMILY: 'Calibri','sans-serif'; COLOR: #76923c; FONT-SIZE: 11pt">PO Box 397<o:p></o:p></SPAN></P>
<P class=MsoNormal><SPAN style="FONT-FAMILY: 'Calibri','sans-serif'; COLOR: #76923c; FONT-SIZE: 11pt">88026 Territorial Road<o:p></o:p></SPAN></P>
<P class=MsoNormal><SPAN style="FONT-FAMILY: 'Calibri','sans-serif'; COLOR: #76923c; FONT-SIZE: 11pt">Veneta, OR 97487<o:p></o:p></SPAN></P>
<P class=MsoNormal><SPAN style="FONT-FAMILY: 'Calibri','sans-serif'; COLOR: #76923c; FONT-SIZE: 11pt">541.935.7512 fax 541.935.8013<o:p></o:p></SPAN></P>
<P class=MsoNormal><SPAN style="FONT-FAMILY: 'Calibri','sans-serif'; COLOR: #76923c; FONT-SIZE: 11pt"><A href="http://www.fernridgelibrary.org">www.fernridgelibrary.org</A><o:p></o:p></SPAN></P>
<P class=MsoNormal><A href="http://www.facebook.com/pages/Veneta-OR/Fern-Ridge-Public-Library/113165985463"><SPAN style="FONT-FAMILY: 'Calibri','sans-serif'; FONT-SIZE: 11pt; TEXT-DECORATION: none"><IMG id=Picture_x0020_1 border=0 alt=button-facebook src="cid:MUISSNCLUYLL.IMAGE.png" width=24 height=24></SPAN></A><A href="http://twitter.com/fernridgelib"><SPAN style="FONT-FAMILY: 'Calibri','sans-serif'; FONT-SIZE: 11pt; TEXT-DECORATION: none"><IMG id=Picture_x0020_2 border=0 alt=twitter-button src="cid:ACTPJFRQZFZS.IMAGE_1.png" width=24 height=24></SPAN></A><SPAN style="FONT-FAMILY: 'Calibri','sans-serif'; COLOR: #76923c; FONT-SIZE: 11pt"><o:p></o:p></SPAN></P></DIV>
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<P class=MsoNormal><B><SPAN style="FONT-FAMILY: 'Tahoma','sans-serif'; FONT-SIZE: 10pt">From:</SPAN></B><SPAN style="FONT-FAMILY: 'Tahoma','sans-serif'; FONT-SIZE: 10pt"> libs-or-bounces@listsmart.osl.state.or.us [mailto:libs-or-bounces@listsmart.osl.state.or.us] <B>On Behalf Of </B>Leah Griffith<BR><B>Sent:</B> Monday, June 17, 2013 6:17 PM<BR><B>To:</B> Kirsten Brodbeck-Kenney<BR><B>Cc:</B> libs-or@listsmart.osl.state.or.us; cindyg@multcolib.org<BR><B>Subject:</B> Re: [Libs-Or] Drowning in paper library card applications<o:p></o:p></SPAN></P></DIV></DIV>
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<P class=MsoNormal>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. <o:p></o:p></P></DIV>
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<P class=MsoNormal>And people don't sign every time they check out materials. <BR><BR>Leah M. Griffith <o:p></o:p></P>
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<P class=MsoNormal>Sent from my iPhone<o:p></o:p></P></DIV></DIV>
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<P style="MARGIN-BOTTOM: 12pt" class=MsoNormal><BR>On Jun 17, 2013, at 5:43 PM, "Kirsten Brodbeck-Kenney" <<A href="mailto:kbrodbeck-kenney@lincolncity.org">kbrodbeck-kenney@lincolncity.org</A>> wrote:<o:p></o:p></P></DIV>
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<P class=MsoNormal>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.<o:p></o:p></P></DIV>
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<P class=MsoNormal>Kirsten Brodbeck-Kenney<BR>Library Director<BR>Driftwood Public Library<BR>801 SW HWY 101, #201<BR>Lincoln City, OR 97367<BR>(541)996-1251<BR><A href="mailto:kbrodbeck-kenney@lincolncity.org">kbrodbeck-kenney@lincolncity.org</A>>>> Cindy Gibbon <<A href="mailto:cindyg@multcolib.org">cindyg@multcolib.org</A>> 6/17/2013 5:24 PM >>><o:p></o:p></P></DIV>
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<P class=MsoNormal>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. <o:p></o:p></P>
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<P class=MsoNormal>Cindy<o:p></o:p></P></DIV></DIV>
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<P class=MsoNormal><B>Cindy Gibbon</B> <o:p></o:p></P>
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<P class=MsoNormal>Access & Information Services Director<o:p></o:p></P></DIV>
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<P class=MsoNormal>Multnomah County Library<o:p></o:p></P></DIV>
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<P class=MsoNormal><I>Voice:</I> 503.988..5496<o:p></o:p></P></DIV>
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<P class=MsoNormal><I>Fax:</I> 503.988.5441<o:p></o:p></P></DIV>
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<P class=MsoNormal><A href="mailto:cindyg@multcolib.org" target=_blank>cindyg@multcolib.org</A><o:p></o:p></P></DIV>
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<P class=MsoNormal>On Mon, Jun 17, 2013 at 4:01 PM, Kirsten Brodbeck-Kenney <<A href="mailto:kbrodbeck-kenney@lincolncity.org" target=_blank>kbrodbeck-kenney@lincolncity.org</A>> wrote:<o:p></o:p></P>
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<P style="MARGIN-BOTTOM: 12pt" class=MsoNormal><SPAN style="FONT-FAMILY: 'Tahoma','sans-serif'; FONT-SIZE: 10pt">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.<o:p></o:p></SPAN></P></DIV>
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<P class=MsoNormal><SPAN style="FONT-FAMILY: 'Tahoma','sans-serif'; FONT-SIZE: 10pt">Kirsten Brodbeck-Kenney<BR>Library Director<BR>Driftwood Public Library<BR>801 SW HWY 101, #201<BR>Lincoln City, OR 97367<BR><A href="tel:%28541%29996-1251" target=_blank>(541)996-1251</A><o:p></o:p></SPAN></P></DIV>
<P class=MsoNormal><SPAN style="FONT-FAMILY: 'Tahoma','sans-serif'; FONT-SIZE: 10pt"><A href="mailto:kbrodbeck-kenney@lincolncity.org" target=_blank>kbrodbeck-kenney@lincolncity.org</A>>>> "Rawles-Heiser, Carolyn" <<A href="mailto:Carolyn.Rawles-Heiser@corvallisoregon.gov" target=_blank>Carolyn.Rawles-Heiser@corvallisoregon.gov</A>> 6/17/2013 3:58 PM >>><o:p></o:p></SPAN></P></DIV>
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<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal><SPAN style="FONT-FAMILY: 'Calibri','sans-serif'; COLOR: #1f497d; FONT-SIZE: 11pt">Kirsten,</SPAN><o:p></o:p></P>
<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal><SPAN style="FONT-FAMILY: 'Calibri','sans-serif'; COLOR: #1f497d; FONT-SIZE: 11pt">Same here in Corvallis-Benton County.</SPAN><o:p></o:p></P>
<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal><B><I><SPAN style="FONT-FAMILY: 'Lucida Calligraphy'; COLOR: teal; FONT-SIZE: 11pt">Carolyn</SPAN></I></B><o:p></o:p></P>
<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal><SPAN style="FONT-FAMILY: 'Calibri','sans-serif'; COLOR: #1f497d; FONT-SIZE: 11pt">Carolyn Rawles-Heiser</SPAN><o:p></o:p></P>
<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal><SPAN style="FONT-FAMILY: 'Calibri','sans-serif'; COLOR: #1f497d; FONT-SIZE: 11pt">Library Director</SPAN><o:p></o:p></P>
<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal><SPAN style="FONT-FAMILY: 'Calibri','sans-serif'; COLOR: #1f497d; FONT-SIZE: 11pt">Corvallis-Benton County Public Library</SPAN><o:p></o:p></P>
<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal><SPAN style="FONT-FAMILY: 'Calibri','sans-serif'; COLOR: #1f497d; FONT-SIZE: 11pt">645 NW Monroe Ave. </SPAN><o:p></o:p></P>
<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal><SPAN style="FONT-FAMILY: 'Calibri','sans-serif'; COLOR: #1f497d; FONT-SIZE: 11pt">Corvallis, OR 97330</SPAN><o:p></o:p></P>
<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal><SPAN style="FONT-FAMILY: 'Calibri','sans-serif'; COLOR: #1f497d; FONT-SIZE: 11pt"><A href="tel:%28541%29%20766-6910" target=_blank>(541) 766-6910</A></SPAN><o:p></o:p></P>
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<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal><B><SPAN style="FONT-FAMILY: 'Tahoma','sans-serif'; FONT-SIZE: 10pt">From:</SPAN></B><SPAN style="FONT-FAMILY: 'Tahoma','sans-serif'; FONT-SIZE: 10pt"> <A href="mailto:libs-or-bounces@listsmart.osl.state.or.us" target=_blank>libs-or-bounces@listsmart.osl.state.or.us</A> [mailto:<A href="mailto:libs-or-bounces@listsmart.osl.state.or.us" target=_blank>libs-or-bounces@listsmart.osl.state.or.us</A>] <B>On Behalf Of </B>Cindy Gibbon<BR><B>Sent:</B> Monday, June 17, 2013 3:51 PM<BR><B>To:</B> Kirsten Brodbeck-Kenney<BR><B>Cc:</B> <A href="mailto:libs-or@listsmart.osl.state.or.us" target=_blank>libs-or@listsmart.osl.state.or.us</A><BR><B>Subject:</B> Re: [Libs-Or] Drowning in paper library card applications</SPAN><o:p></o:p></P></DIV>
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<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal>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!<o:p></o:p></P>
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<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal>Cindy<o:p></o:p></P></DIV></DIV>
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<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal><B>Cindy Gibbon</B><o:p></o:p></P>
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<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal>Access & Information Services Director<o:p></o:p></P></DIV>
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<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal>Multnomah County Library<o:p></o:p></P></DIV>
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<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal><I>Voice:</I> <A href="tel:503.988.5496" target=_blank>503.988.5496</A><o:p></o:p></P></DIV>
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<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal><I>Fax:</I> <A href="tel:503.988.5441" target=_blank>503.988.5441</A><o:p></o:p></P></DIV>
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<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal><A href="mailto:cindyg@multcolib.org" target=_blank>cindyg@multcolib.org</A><o:p></o:p></P></DIV></DIV>
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<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal>On Mon, Jun 17, 2013 at 3:38 PM, Kirsten Brodbeck-Kenney <<A href="mailto:kbrodbeck-kenney@lincolncity.org" target=_blank>kbrodbeck-kenney@lincolncity.org</A>> wrote:<o:p></o:p></P>
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<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal><SPAN style="FONT-FAMILY: 'Tahoma','sans-serif'; FONT-SIZE: 10pt">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.</SPAN><o:p></o:p></P></DIV>
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<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal><SPAN style="FONT-FAMILY: 'Tahoma','sans-serif'; FONT-SIZE: 10pt">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 (<A href="http://www.officemax.com/technology/scanners/portable-scanners/product-prod2460408" target=_blank>http://www.officemax.com/technology/scanners/portable-scanners/product-prod2460408</A>), 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.</SPAN><o:p></o:p></P></DIV>
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<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal><SPAN style="FONT-FAMILY: 'Tahoma','sans-serif'; FONT-SIZE: 10pt">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?</SPAN><o:p></o:p></P></DIV>
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<P style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto" class=MsoNormal><SPAN style="FONT-FAMILY: 'Tahoma','sans-serif'; COLOR: #888888; FONT-SIZE: 10pt">Kirsten Brodbeck-Kenney<BR>Library Director<BR>Driftwood Public Library<BR>801 SW HWY 101, #201<BR>Lincoln City, OR 97367<BR><A href="tel:%28541%29996-1251" target=_blank>(541)996-1251</A><BR><A href="mailto:kbrodbeck-kenney@lincolncity.org" target=_blank>kbrodbeck-kenney@lincolncity.org</A></SPAN><o:p></o:p></P></DIV></DIV>
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