Library & Archives
Library & Archives
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