Accounting Procedures Handbook

20 RECORD RETENTION AND DISPOSITION I. OVERVIEW The Business Support Services Department of the WCBOE utilizes the Maryland State Department of Education’s Records Retention and Disposition – Reference Manual for Maryland Public Schools, as the guide for establishing and monitoring requirements for record retention and disposition. Refer to Section 24 (Appendices), for a copy of the Maryland State Department of Education’s Records Retention and Disposition – Reference Manual for Maryland Public Schools. This MSDE reference manual contains the text of COMAR 14.18.02, which outlines the procedural requirements for independent state agencies (e.g. local education agencies) with regard to records retention and disposition. A summary of the MSDE Records Retention and Disposal Schedule for the Division of Business Services (which includes the Finance Departments of local education agencies) follows: • General Files - Retain Three Years and until all audit requirements are met, then destroy. • Accounting Records – Retain Five Years or the life of the contract/ grant period and until all audit requirements are met, whichever is longer, then destroy. • Payroll - Retain Five Years and until all audit requirements are met, then destroy. • Final Books of Entry – Permanent, transfer to state archives. • State Aid Records - Retain Three Years and until all audit requirements are met, then destroy. • Audit Reports - Permanent, transfer to state archives. • Annual Budget Records - Retain Three Years and until all audit requirements are met, then destroy. • Pupil Transportation and Safety Records - Retain Ten Years and until all audit requirements are met, then destroy. • Personnel Records – Employee Accident Records/ Retain for Seven Years, then destroy; Inactive Personnel Files and Employee Grievance Records/ Retain for Five Years, then destroy; Leave Records/ Retain for Four Years, then destroy. • Facilities Management Records - Retain until all audit requirements are met, then destroy. • Food and Nutrition – Various – Refer to Section III (Records Retention and Disposal Schedules – General) of the MSDE Records Retention and Disposition – Reference Manual for Public Education in Maryland located in Section 24 – Appendices of this manual. II. CONTROL OBJECTIVES To ensure compliance with all applicable state laws and regulations regarding records retention and disposition for Maryland public schools. III. PROCEDURES Unless otherwise noted, the following procedures are currently performed by the appropriate Department Heads of Business Support Services and tracked by the Accountant I. A. Record Imaging 1. Scanning or Imaging is the process by which paper documents are copied and saved as digital images. These digital images or electronic records are saved as