The Library’s administrative and financial records shall be retained in accordance with the following criteria. A file shall serve as the official record of all actions taken by the Records Commission. The file shall contain all disposal lists and approvals. Records shall fall into two (2) categories, permanent and non-permanent. The following show the retention period of specific types.
PERMANENT
- Annual financial reports
- Audit reports
- Board of Trustee Minutes
- Board of Trustee policies
- Monthly financial reports to Board
- Personnel and payroll records
- PERS reports
- Employee files
NON-PERMANENT RETENTION PERIOD
- Accounts payable ledger / 4 years, if audited
- Appropriation ledger / 4 years, if audited
- Bank deposit receipts / 4 years, if audited
- Bank statements / 4 years, if audited
- Bids-unsuccessful / 4 years, if audited
- Canceled checks / 4 years, if audited
- Cash journals / 4 years, if audited
- Check registers / 4 years, if audited
- Correspondence / 4 years, with discretion
- Invoices / 4 years, if audited
- Purchase orders / 4 years, if audited
- Receipt journals / 4 years, if audited
- Time sheets / 4 years, if audited
- Vouchers / 4 years, if audited
- Insurance policies / 4 years after expiration and all claims settled
- Depository agreements / Until superseded if audited
- Bids-successful / 10 years
- Workers Compensation files / 10 years-final payment
- Contracts / 15 years
- Budgets (Annual) / 25 years
Approved: May 18, 1998