FILE:  DIE

 

RECORDS RETENTION

 

 

The East Feliciana Parish School Board shall exercise diligence and care in preserving all records used or retained for use in the operation and management of the school district, including, but not limited to, financial records, supporting documents, statistical records and all other records pertinent to accounting and reporting for sources and uses of funds.  Records shall be retained in accordance with a Records Retention Schedule developed by the Superintendent or his/her designee and approved by the State Archivist.

 

The table below lists the minimum time for which items should be maintained.

 

RECORDS RETENTION SCHEDULE

4 years

7 Years

Permanent

Accounts payable and receivable

 

U

 

Audit report and year-end financial statements

 

 

U

Bank reconciliations

 

U

 

Bank statements

 

U

 

Cancelled checks

 

U

 

Cancelled checks (important payments)

 

 

U

Contracts, mortgages, notes, and leases:

 

 

 

expired

 

U

 

still in effect

 

 

U

Correspondence

 

 

 

general or routine

U

 

 

legal and important matters

 

 

U

Deeds, mortgages, and bills of sale

 

 

U

Depreciation schedules

 

U

 

Duplicate deposit slips

U

 

 

Employment applications

U

 

 

Financial audit reports

 

U

 

Financial statements

 

U

 

Fixed assets/Inventory records

 

U

 

General ledgers and year-end trial balances

 

 

U

Insurance policies (expired)

U

 

 

Insurance policies (current)

 

 

U

Interim financial statements

U

 

 

Invoices (to customers/from customers)

 

U

 

Minutes/recordings from Board meetings, board charter, etc.

 

 

U

Notes receivable ledgers and schedules

 

U

 

Payroll records and summaries

 

U

 

Pension/profit sharing records

 

 

U

Personnel files (separation/termination)

 

U

 

Property appraisals

 

 

U

Property records

 

 

U

Purchase orders

 

U

 

State/Local contracts

 

U

 

Stock and bond certificates (cancelled)

 

U

 

Subsidiary ledgers

 

U

 

Tax returns and related documents

 

 

U

Time sheets, books and cards

 

U

 

Voucher register and schedules

 

U

 

Vouchers for payments to vendors, employees, etc.

 

U

 

Withholding tax statements

 

U

 

 

Other time restrictions may apply to certain records. 

 

A microphotographic process or other legal form of archival recordkeeping may be utilized and the resulting microform retained for storage in lieu of the original itself unless specifically prohibited by law.

 

Records should not be destroyed when there is pending litigation or until the appropriate state or federal audits have been conducted.   The disposal of public records in any school shall be supervised by the principal and a record made of the disposal, including the disposal date and names of those observing the disposal.

 

Duplicate copies of records do not need to be kept if an original exists.  If there is no original, only one duplicate is required to be kept.

 

Items to be maintained should be placed neatly in sturdy boxes.  The box should contain only items that must be kept for the same length of time.  Example:  General/routine correspondence should not be placed in the same box as bank reconciliations.  General/routine correspondence will be destroyed in four years; bank reconciliations will be destroyed in seven years.

 

All boxes should be labeled.  The label should include the location number, the school or department name, a summary of the contents, the date the box was sent to storage and the date the material is to be destroyed.  Boxes sent to offsite storage without appropriate labels will be returned to the sending location.

 

Any off-site storage of records or official documentation shall be properly labeled for easy reference, and protected for security.

 

Re-Adopted:  June 6, 2017

Re-Adopted:  February 6, 2018

 

 

Ref:    La. Rev. Stat. Ann. ยงยง17:196, 39:1597, 39:1598, 39:1626, 39:1627, 44:36, 44:411

Board minutes, 10-5-99, 6-6-17, 2-6-18

 

East Feliciana Parish School Board