Kansas Library Association: Intellectual Freedom Manual

The Importance of Maintaining Records


Organizing and maintaining the appropriate records will help you present the best case argument and offer assurance that all aspects of the issue are covered. Records are evidence as well as sources of information. It is important to maintain records for reconsideration requests for programs and art displays as well as materials. Reconsideration requests should be kept as part of the library's permanent records and, as with all patron records, kept confidential.

Each record should contain the following documents:

  • Request for Reconsideration of Library Materials form completed by patron.

  • Reviews of the material in question. A minimum of three reviews is recommended and at least one of those should be from a professional journal (Library Journal, Publisher's Weekly, CHOICE, etc.). Reviews can be gathered from professional journals, popular journals, newspapers, and electronic sources.

  • If the reconsideration request deals with a program or art exhibit, include information about the presenter or artist, photographic records of the display or program, reviews of the display or program, and any other supporting documentation. NOTE: A copy of the library's policy regarding criteria for the selection of materials for display or programming should be included as supporting documentation and should conform to the library's intellectual freedom principles.

  • Your written record of the reconsideration request. A simple timeline log of dates, events, correspondence, interviews, etc. from the beginning to the end of the process.

  • Any articles, editorials, written comments or copies of media coverage dealing with the reconsideration request including tapes of television or radio segments.

  • Minutes of all meetings of the reconsideration committee.

  • All correspondence related to the reconsideration request, including the decision from the reconsideration committee.

  • Written evaluation of the process: what worked well, what didn't, what would help you next time, etc.

  • Copy of any written requests for assistance to the Kansas Library Association.

    Last revised: October 27, 2005