EHB-R © EHB-R ©REGULATION
DATA / RECORDS RETENTION
(Records Management Program)
Records shall be prepared and managed as outlined below.
Business and Financial Records
Management of the following records is the responsibility of the business manager:
A. Annual District budget.
B. Audit reports.
C. Financial statements.
D. Capital levy plan.
E. Bids.
F. Contracts (except employment).
G. Deeds.
H. Leases/lease purchases.
I. Inventory (history records of general fixed assets).
J. Records identified in the Uniform System of Financial Records.
Other District Records
The current year's records will be kept in the District administration office. When practical to do so, but no later than during the second immediate past year, all paper records will be grouped, bundled together, and labeled, with the disposal date noted on the label. Records created and/or maintained in an electronic format will be preserved in a manner approved by the Records Management Division of the Arizona State Library, Archives and Public Records (ASLAPR). Retention periods noted will refer to the number of years after the end of the fiscal year in which the records were made or superseded, as specified in the General Retention Schedules for School Districts and Charter Schools.
All records shall be managed in compliance with the requirements of the Records Management Division of the Arizona State Library, Archives, and Public Records (ASLAPR). Due to the ongoing process by the ASLAPR to revise existing and add new retention schedules for school districts and charter schools, the current point-in-time status of records retention requirements must be confirmed prior to determining disposition of the subject records by accessing the General Retention Schedule for School Districts and the Standards and Guidelines for Electronic Records available on the ASLAPR website at:
Retention Schedules, Forms, Standards, Guidance and FAQs | Arizona State Library (azlibrary.gov)
and
frequently_asked_questions_schools_10-19-2015.pdf (azlibrary.gov)