FILE:  DIE

 

RECORDS RETENTION

 

 

The Orleans 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.  

 

In the absence of a Records Retention Schedule, all materials and records shall be maintained for a period at least three (3) years from the date on which the public record was made, with the following exceptions:

 

  1. If any litigation, claim or audit is started before the expiration of the scheduled time period, the records shall be retained until all litigations, claims, or audit findings involving the records have been resolved.

  2. Records for nonexpendable property, including building additions and renovations, shall be retained for three (3) years after its final disposition.

  3. Payroll records shall be retained in accordance with applicable federal requirements.

  4. Cancelled bonds and interest coupons shall be retained for a period of three (3) years from the date on which they matured or were called.

  5. All documents involved in any procurement in which collusion is suspected shall be retained for a minimum of six (6) years or until the attorney general shall give written notice they may be destroyed,whichever is longer.

  6. All contracts made under the provisions of Sole Source Procurements and Emergency Procurements as defined under state law shall be retained for a minimum of six (6) years.

 

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.

 

 

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

 

Orleans Parish School Board