Library Policies

Loan Periods & Fines

Loan Periods

21 Day Loans: Books, Magazines & Music
7 Day Loans: Video Games, DVDs & VHS (unless otherwise marked) 
Loan periods for Inter-Library Loans are determined by the lending library


$0.15/day: Books, Magazines & Music
$1.00/day: Video Games, DVDs & VHS
Fines on Inter-Library Loans are determined by the lending library

Any patron owing up to $25 must pay at least 10% of his fine each visit to borrow materials 
Any patron owing $25 or more can not borrow library materials 

Fines must be paid in full in order to use the internet

Fee Schedule

Faxing: $1.00 for the 1st page (cover page free)
$0.20 each additional page
$0.20 per page to receive fax
Photocopies: $0.20 per 8 ½ X 11 sheet
$0.25 per 11 X 17 sheet
$0.05 per sheet if you bring your own paper
$0.50 for color copies
Print-Outs: $0.20 for black and white 
$0.50 for any color
Laminating: $0.50 per foot
Library Card: $1.00 for Replacement Card
No Charge for Initial Sign-Up 
CD/DVD Cleaning: $3.00 per disc
Ellison/Accucut Die Cuts: No Charge

Public Records Policy

Upon request, a copy of the Seneca East Public Library's Public Records Policy is availabe at the front desk.

Movie Policy

Movies rated G and PG can be taken out by anyone.
Movies rated PG-13 can be taken out by patrons 13 and older.
Movies rated R can be taken out by adult patrons.

Children can not check out higher rated movies on their personal card. Children can not check out movies on a parent’s or another person’s card. The Library will also not accept notes from parents asking to allow their child to take out higher rated movies.

No more than 12 SEPL DVDs can be checked out per visit on a patron's library card.

Guidelines for Internet Use

The Library’s OPLIN computers access the Internet, which is a global entity with a highly diverse user population, and Library patrons use it at their own risk. As with other library materials, it is the patron or the parent or legal guardian of minor children who assumes responsibility for supervising access to Internet resources in the Library.

  • First time users will receive a copy of this policy and OPLIN access information.
  • All users under 18 will have a parent sign an OPLIN Policy at the Library before they can use the OPLIN/Internet interface.
  • Students in 6th Grade or above may be independent internet users.
  • All children 5th Grade and under must have a parent in the building to use the OPLIN/Internet interface.
  • All children 4th grade and under must have a parent sitting with them to use the OPLIN/Internet Interface. 
  • The OPLIN computers are normally available during library hours at the discretion of the Library Staff.
  • You are limited to ½ hour at a time unless no one is waiting.
  • If you owe a fine, you will be unable to use the internet.
  • Students involved in class work will have priority over all other users.
  • The OPLIN computers will be used for educational, informational, and recreational purposes, not for unauthorized, illegal or unethical purposes. You may not send, receive or display text or graphics, which may reasonably be construed as obscene. Unacceptable usage includes but is not limited to harassment of other users, libeling or slandering other users, disruption or unauthorized monitoring of electonric communications, unauthorized copying of copyright-protected software and data, violation of computer system security, or violation of software license agreements.
  • Respect the privacy of others by not misrepresenting yourself as another user; by not attempting to modify or gain access to files, passwords, or data belonging to others; by not seeking unauthorized access to any computer system, or damaging or altering software components or data of any network or database.
  • Users may send or recieve email (electronic mail) using the Library's OPLIN computers. 
  • You may not use your own software programs on the Library’s OPLIN computers. This will help prevent computer viruses that are common on public computers.
  • Users may need to ask a librarian for a storage device if they wish to save files.Please bring your own flash drive or disc to save files if possible. Storage media may be available at an additional cost.
  • Software downloaded from the OPLIN computer may contain a virus and you should have virus-checking software on your computer. The Seneca East Public Library is not responsible for damage to a patron’s disc, flash drive, or computer, or for any loss of data, damage, or liability that may occur from patrons use of the Library’s computers.
  • Contents of Internet sites or OPLIN reference database programs may be printed on the Library printer for $.20 (for black & white) or $.50 (for any color.)
  • You may not always be able to go to the places on the Internet you want to visit. The reason may be: too many visitors using the host computer, the database or resource is limited to a particular institution; the host computer has a different address or have closed down; or the Library’s OPLIN connection is temporarily unavailable due to technical difficulties.
  • Misuse of the Library’s OPLIN computers or Internet access will result in loss of OPLIN and Internet privileges.

Public Records Retention Policy

Public library records will be disposed according to Ohio law.

Definition of a public record include: any document, device, or item, regardless of physical form or characteristics, including an electronic record as defined in ORC 149.381 – 149.432, created or received by or coming under the jurisdiction of the Seneca East Public Library which serves to document the organization, functions, policies, decisions, procedures, operations, or other activities of the aforementioned public library.

Management who has custody of the records of their office will be designated as the records manager. A copy of the public records policy will be given to each, and they must acknowledge receipt.

The library must create a poster which states its public records policy is available and post such in a conspicuous place. This same statement should be posted on the library’s website.

The Ohio Attorney General’s Office provides free trainings for public employees on the obligations to make public records available for public inspection and copying. It is recommended but not required that each records manager attend classes when available.
All public records must be promptly prepared and made available for inspection to any person at all reasonable times during regular business hours. A copy of the current records retention schedule will be made available if requested.

Upon request, a records manager must make copies of the requested public records available, at cost, within a reasonable period of time. Only public records responsive to the request will be made available. Only information exempted by Ohio or federal law will be redacted.

If a requestor makes a request for information that is not readily identifiable by the records manager, the request may be denied but not without explaining to the requester why the request was denied and providing the requester with an opportunity to revise the request. If the initial request was in writing, the denial must also be in writing.

The library may ask the requester for a written request, though not required.

The requester may ask the record to be copied on the format of his/her choice only if the library can reasonably do it. Requesters can be required to provide all costs of the copying before the library provides the records. All copies will be made by the library.

Existing law provides that upon a request, the library must transmit a copy of the requested record to any person in the United States by U.S. Mail or any other requested transmission source that is reasonably available. The library may ask for payment in advance for transmission costs.

Prompt action must be taken on all requests for public records, or the requester may legally commence a mandamus action for compliance.

According to ORC 149.411, the Library Board shall serve as its own Records Commission and shall act on record disposal once a year for the purpose of approving records disposed or a decision to take no action. At that time, they will review applications for one-time disposal of obsolete records and any changes to the schedule of records retention. A file maintained by the Fiscal Officer will serve as official records of actions taken by the Records Commission in regard to the disposal of records. The file shall contain all disposal lists & approvals and shall be considered permanent records of the Board of Trustees.

The following is a record retention schedule that has been approved by the Board of Trustees and is to serve as a GUIDELINE ONLY. An RC-1 or an RC-2 must be completed based on this schedule and then must be approved by the Ohio History Connections BEFORE any disposal can take place:

Annual Financial Report to the Auditor of State
Annual Report to the State Library
Audit Reports from Auditor of State
Board of Trustees Minutes
Building Specifications and Plans
Historical Files
Library Statistics – Annual Report
Payroll Records
Payroll Tax Records
Ohio Public Employees Retirement System Reports
W-2 Forms

Non-Permanent Retention Period

Non-Permanent Records Retention Period
Accident Reports 5 years provided no pending action
Accounting Records not specified 5 years provided audited
Accounts Payable Ledger 5 years provided audited
Policy and Procedure Files 1 year after superseded
Amended Official Certificates 5 years provided audited
Annual Budget Resolutions 5 years provided audited
Annual Certificate of Estimated Resources  5 years provided audited
Appropriation Ledgers 5 years provided audited
Automated System Backups 3 months
Bank Deposit Receipts Until audited
Bank Statements 4 years provided audited
Bids – Successful 15 years after completion of project
Bids – Unsuccessful 4 years After Letting of Contract provided audited
Book Inventories Maintained online; until superseded
Budgets – Annual 10 years
Canceled Checks 4 years provided audited
Cash Journals 4 years provided audited
Certs. of Total Amt. from Sources Aval. for Expenditures 4 years provided audited
Check Registers 4 years provided audited
Computer Booking Logs Daily
Contracts and Leases 7 years after expiration
Deduction authorizations Until superseded or employment terminated
Depository Agreements 4 years provided audited
Employee handbooks Until superseded
Employee Request for Leave Forms Until audited
Employee schedules Fiscal year plus two years
Encumbrance and Expenditure Journal 5 years provided audited
General Correspondence Two years
Gift Donor log 3 years
I-9 Immigration Verification Forms 3 yrs. after date of hire, or 1 yr. after termination
ILL Records 30 days, unless financial obligations
Insurance Policies/Bonds 12 years after expiration if all claims have been settled
Inventories, except books Until superseded
Investment Reports 4 years provided audited
Job descriptions Until superseded
Job, OT, Training Postings  One year if no action pending
Levy Campaigns and Work papers Life of Levy plus 5 years
Levy Official Files Life of Levy plus 5 years
Lost Books/Fine Records Once paid removed from patron history
Personnel Files 6 years after termination of employment
Prevailing Wages Records 4 years provided audited
Purchase Orders 2 years provided audited
Receipt Books Until audited
Receipt Journals 5 years provided audited
Record Requests 2 years
Records Commission/Records Disposal Documents Ten years
Resumes for Employment Retain w/personnel record if employed; others 1 year
Software Destroy when obsolete
Time Sheets 4 years provided audited
Transient Material (informal/temporary messages/notes) Retain until no longer of administrative value
Unemployment Compensation Claims 4 years provided audited
Voucher with Invoices 5 years provided audited
W-4 Forms Until superseded
Workers’ Compensation Claims 10 years after date of final payment

Regardless of format, computer back-ups of any of the above-referenced records shall follow the same retention period as paper records.

Each records manager will be responsible for providing the Records Committee with a completed RC-1 if so desired, which will list items based on the schedule above for a one-time disposal. If desired by the Committee, the individual items will be brought in for inspection. If approved by the Committee for disposal, the records manager will submit the proper forms to the Ohio History Connections. Only then can these items be destroyed.

An RC-2 is required to be completed, approved by the Board of Trustees and the Ohio History Connections BEFORE any records may be disposed. Once those items listed have been approved, they may be destroyed according to their schedule without going through any approval process.

An RC-3 may or may not be required, which is determined by the Ohio History Connection once an RC-2 is submitted and approved. If it is required, we must comply accordingly.