FILE: DIE
RECORDS RETENTION
The St. Landry Parish School Board and its employees 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 the following Records Retention Schedule:
|
RECORDS RETENTION SCHEDULE |
3 years |
6 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 |
|
|
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 they relate to pending litigation or when they are subject to state or federal audits and such audits have not 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.
New policy: September 7, 2017
Ref: La. Rev. Stat. Ann. ยงยง17:196, 39:1597, 39:1598, 39:1626, 39:1627, 44:36, 44:411
Board minutes, 9-7-17
St. Landry Parish School Board