FILE:  DIE

 

RECORDS RETENTION

 

 

Financial records, supporting documents, statistical records and all other records pertinent to accounting and reporting for sources and uses of funds shall be retained in accordance with the Records Retention Schedule, as approved by the Monroe City School Board.  All material records of the School Board shall be maintained for a minimum period of least three (3) years, unless otherwise noted below:

 

RETENTION SCHEDULE

3 years

7 Years

Permanent

Accounts payable and receivable

 

U

 

Annual budget reports

 

U

 

Auto/mileage reports/Travel expense

 

U

 

Bank statements/Cancelled checks

 

U

 

Correspondence (regular and e-mail):

 

 

 

     general or routine

U

 

 

     legal and important matters

 

 

U

Deeds, mortgages, and bills of sale

 

 

U

Deposit receipts

 

U

 

Financial audit reports

 

U

 

Financial statements

 

U

 

Fixed assets/Inventory records

 

U

 

Insurance policies (expired)

U

 

 

Insurance policies (current)

 

 

U

Patient records

 

U

 

Payroll records and summaries

 

U

 

Personnel files (after separation)

 

U

 

Property records

 

 

U

Purchase orders

 

U

 

State/Local contracts

 

U

 

Tax returns and related documents

 

 

U

Time sheets

U

 

 

 

Records associated with programs or grants funded by the Federal government shall be retained for three (3) years after the program or grant ends.

 

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.

 

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

 

Revised:  September 14, 2021

 

 

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

Board minutes, 9-14-21

 

Monroe City School Board