ehb-r_procedures_for_general_records
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ehb-r_procedures_for_general_records [2019/11/25 21:44] wiki |
ehb-r_procedures_for_general_records [2019/11/25 22:05] wiki |
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| **Records Retention Schedule:** | **Records Retention Schedule:** | ||
| - | Annual Audit - Permanent | + | Annual Audit - Permanent\\ |
| - | Annual Report Permanent | + | Annual Report - Permanent\\ |
| - | Application for Free/Reduced Lunch 6 years | + | Application for Free/Reduced Lunch - 6 years\\ |
| - | Architectural Plans Permanent | + | Architectural Plans - Permanent \\ |
| - | Asbestos Removal Permanent | + | Asbestos Removal - Permanent \\ |
| - | Ballots 60 days after election recounts and appeal | + | Ballots - 60 days after election recounts and appeal\\ |
| - | Bank statements & Reconciliations 6 years | + | Bank statements & Reconciliations - 6 years \\ |
| - | Bids – competitive | + | Bids (Successful) - 3 years\\ |
| - | Successful 3 years | + | Bids (Unsuccessful) - 3 years\\ |
| - | Unsuccessful 3 years | + | Bond Issue Documentation - Permanent\\ |
| - | Bond Issue Documentation Permanent | + | Budget (Approved) - 6 years\\ |
| - | Budget - approved 6 years | + | Budget Transfers - 1 year \\ |
| - | Budget Transfers 1 year | + | Budget Worksheets - 1 year \\ |
| - | Budget Worksheets 1 year | + | Cash Receipts & Deposit Slips - 6 years \\ |
| - | Cash Receipts & Deposit Slips 6 years | + | Contracts - Permanent\\ |
| - | Contracts Permanent | + | Collective Bargaining Agreements - Permanent\\ |
| - | Collective Bargaining Agreements Permanent | + | Correspondence for Business - 4 years\\ |
| - | Correspondence for Business 4 years | + | Deeds - Permanent\\ |
| - | Deeds Permanent | + | Department of Revenue Administration Apportionment Worksheets - Permanent\\ |
| - | Department of Revenue Administration | + | Department of Revenue Administration Default Budget - 6 years\\ |
| - | Apportionment Worksheets Permanent | + | Department of Revenue Administration MS22 (Approved Budget) - 6 years \\ |
| - | Default Budget 6 years | + | Department of Revenue Administration MS24 (Estimated Revenues) - 6 years \\ |
| - | MS22 - Approved Budget 6 years | + | Department of Revenue Administration MS25 (Financial Report) - Permanent \\ |
| - | MS24 - Estimated Revenues 6 years | + | Department of Revenue Administration MS26 (Budget) - 6 years \\ |
| - | MS25 - Financial Report Permanent | + | District Meeting Minutes & Warrant - Permanent\\ |
| - | MS26 - Budget 6 years | + | DOE25 Financial Report - Permanent\\ |
| - | District Meeting Minutes & Warrant Permanent | + | Engineering Surveys - Permanent \\ |
| - | DOE25 Financial Report Permanent | + | Enrollment Reports: Resident Pupil Membership Forms - Permanent \\ |
| - | Engineering Surveys Permanent | + | Enrollment Reports: Fall Reports A-12-A (RSA 189:28) - Permanent \\ |
| - | Enrollment Reports | + | Enrollment Reports: Pupil Registers (189:27-b) - Permanent [must maintain paper copy]\\ |
| - | Resident Pupil Membership Forms Permanent | + | Enrollment Reports: School Opening Reports - 3 years \\ |
| - | Fall Reports A-12-A (RSA 189:28) Permanent | + | Enrollment Reports: Statistical Reports A-3 (RSA 189:28) - Permanent \\ |
| - | Pupil Registers (189:27-b) Permanent (must maintain paper copy) | + | Federal Grants: Form 1 application\\ |
| - | School Opening Reports 3 years | + | Federal Grants: Form 2 \\ |
| - | Statistical Reports A-3 (RSA 189:28) Permanent | + | Federal Grants: Form 3 \\ |
| - | Federal Grants* | + | Federal Grants: Form 4 quarterly\\ |
| - | Form 1 application | + | Federal Grants: Invoices \\ |
| - | Form 2 | + | Federal Grants: Inventory \\ |
| - | Form 3 | + | Federal Grants: Payment Vouchers\\ |
| - | Form 4 quarterly | + | Federal Grants: Purchase Orders \\ |
| - | Invoices | + | Federal Grants: Requisitions \\ |
| - | Inventory | + | FICA Reports: Monthly - 6 years \\ |
| - | Payment Vouchers | + | FICA Reports: Quarterly Form 941 - 6 years \\ |
| - | Purchase Orders | + | Fixed Assets Schedule - Permanent [as updated]\\ |
| - | Requisitions | + | Journal Entries - 6 years \\ |
| - | FICA Reports | + | Unemployment Reports: Form C-2 - 6 years \\ |
| - | Monthly 6 years | + | Unemployment Reports: Wage Report - 6 years \\ |
| - | Quarterly Form 941 6 years | + | Invoices - 6 years \\ |
| - | Fixed Assets Schedule Permanent (as updated) | + | Manifests (Accounts Payable & Payroll) - 6 years \\ |
| - | Journal Entries 6 years | + | Minutes of Board Meetings - Permanent \\ |
| - | Unemployment Reports | + | NH School District Profile - 5 years from submission of data to NHDOE \\ |
| - | Form C-2 6 years | + | Oaths - Permanent \\ |
| - | Wage Report 6 years | + | Payment Vouchers - 1 year after audit \\ |
| - | Invoices 6 years | + | Purchase Orders - 1 year after audit \\ |
| - | Manifests (Accounts Payable & Payroll) 6 years | + | Requisitions - 1 year after audit \\ |
| - | Minutes of Board Meetings Permanent | + | Retirement Reports (monthly) - 1 year \\ |
| - | NH School District Profile 5 years from submission of data to NHDOE | + | School Calendar - Permanent \\ |
| - | Oaths Permanent | + | School Board Calendar - Permanent \\ |
| - | Payment Vouchers 1 year after audit | + | Student Activity Records - 6 years \\ |
| - | Purchase Orders 1 year after audit | + | Technology Plan - Permanent \\ |
| - | Requisitions 1 year after audit | + | Time cards/pay slips - 6 years \\ |
| - | Retirement Reports – monthly 1 year | + | Travel Reimbursements - 1 year after audit \\ |
| - | School Calendar Permanent | + | Treasurer’s Records: Annual Report - 6 years \\ |
| - | School Board Calendar Permanent | + | Treasurer’s Records: Bank Reconcilements - 6 years \\ |
| - | Student Activity Records 6 years | + | Treasurer’s Records: Canceled Checks - 6 years \\ |
| - | Technology Plan Permanent | + | Treasurer’s Records: Manifests - 6 years \\ |
| - | Time cards/pay slips 6 years | + | Trust Funds - Permanent \\ |
| - | Travel Reimbursements 1 year after audit | + | Vocational Education: AV-1 Forms - 1 year \\ |
| - | Treasurer’s Records | + | Vocational Education: Equipment Inventory - 5 years\\ |
| - | Annual Report 6 years | + | Vocational Education: Federal Forms - 6 years \\ |
| - | Bank Reconcilements 6 years | + | Vocational Education: Regional Contracts - 20 years \\ |
| - | Canceled Checks 6 years | + | W-2 - 6 years \\ |
| - | Manifests 6 years | + | W-4 - 6 years \\ |
| - | Trust Funds Permanent | + | W-9 - 6 years \\ |
| - | Vocational Education | + | Internal Records: Child Abuse Reports/Allegations - Permanent \\ |
| - | AV-1 Forms 1 year | + | Internal Records: Criminal Investigations - Permanent \\ |
| - | Equipment Inventory 5 years | + | Criminal Record Checks (Unsuccessful/Unfavorable) - 1 year \\ |
| - | Federal Forms 6 years | + | Internal Records: Personnel Investigations - Permanent \\ |
| - | Regional Contracts 20 years | + | Internal Records: Sexual Harassment - Permanent \\ |
| - | W-2 6 years | + | Personnel Records: Accident Reports - Term of employment \\ |
| - | W-4 6 years | + | Personnel Records: Applications (Employed) - Term of employment \\ |
| - | W-9 6 years | + | Personnel Records: Applications (Not Employed) - 3 years \\ |
| - | + | Personnel Records: Attendance Records - Term of employment \\ | |
| - | Internal Records | + | Personnel Records: Civil Rights Forms - 6 years \\ |
| - | Child Abuse Reports/Allegations Permanent | + | Personnel Records: Class Observation Forms - 1 year \\ |
| - | Criminal Investigations Permanent | + | Personnel Records: Employment Contracts/Agreements - Term of employment \\ |
| - | Criminal Record Checks | + | Personnel Records: Evaluations - Term of employment \\ |
| - | Unsuccessful/Unfavorable 1 year | + | Personnel Records: HIPPA Documentation - 6 years \\ |
| - | Personnel Investigations Permanent | + | Interview Documents (Employed) - Term of employment \\ |
| - | Sexual Harassment Permanent | + | Interview Documents (Not Employed) - 3 years \\ |
| - | Personnel Records | + | |
| - | Accident Reports Term of employment | + | |
| - | Applications | + | |
| - | Employed Term of employment | + | |
| - | Not Employed 3 years | + | |
| - | Attendance Records Term of employment | + | |
| - | Civil Rights Forms 6 years | + | |
| - | Class Observation Forms 1 year | + | |
| - | Employment Contracts/Agreements Term of employment | + | |
| - | Evaluations Term of employment | + | |
| - | HIPPA Documentation 6 years | + | |
| - | Interview Documents | + | |
| - | Employed Term of employment | + | |
| - | Not Employed 3 years | + | |
| Letters of Recommendations | Letters of Recommendations | ||
| Employed Term of employment | Employed Term of employment | ||
ehb-r_procedures_for_general_records.txt · Last modified: 2023/04/11 19:15 by wiki
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