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Public Records Retention Schedule
Public Records Retention Schedule
Accounts Payable/Receivable Ledger and Documents
Retention: 5 years, provided audited
Annual Employee Leave Use/Balance Report
Retention: 5 years
Annual Financial Report to the Auditor of the State
Retention: Permanent
Annual Report for Main Library/Branches
Retention: Permanent
Annual Report to State Library
Retention: Permanent
Applications for PERS Refund or Waiver
Retention: Permanent
Appropriation Ledger
Retention: 5 years, provided audited
Audit Reports
Retention: Permanent
Bank Deposit Receipts
Retention: 5 years, provided audited
Bank Statements
Retention: 5 years, provided audited
Bids (Successful)
Original, if made part of a contract and filed with contract
Retention: 15 years after expiration of contract
Bids (Unsuccessful)
Retention: 4 years after letting of the contract
Board Policy Files
Retention: Permanent
Board of Trustees Agenda Packets
Retention: Permanent
Board of Trustees Minutes
Retention: Permanent
Building Blueprints
Retention: Permanent
Building Projects Records (successful)
Retention: Permanent
Building Specifications
Retention: Life of structure
Cancelled Checks
Retention: 5 years, provided audited
Cash Books and Cash Journals
Retention: 5 years, provided audited
Check Registers
Retention: 5 years, provided audited
Circulation Records
Retention: Until no longer of administrative value.
Construction Contracts
Retention: 16 years after the project is completed
Contracts
Retention: 15 years after expiration
Correspondence-General (Includes internal correspondence (letters, memos); also, correspondence from various individuals, companies, and organizations requesting information pertaining to agency and legal interpretations and other miscellaneous inquiries. This correspondence is informative, it does not attempt to influence agency policy)
Retention: 3 years
Correspondence-Routine (Referral letters, requests for routine information or publications provided to the public by an agency which are answered by standard for letters)
Retention: Until no longer of administrative value
Court Orders for Payroll Deductions
Retention: 7 years after termination of employment or order rescinded
Data Files and Records
Retention: According to content.
Documentation of Leave
Retention: Permanent. Filed with personnel files.
Depository Contracts and Related Collateral
Retention: 5 year after the contract has expired, provided audited
Electronic Resources
Retention: According to content.
E-Mail
Retention: According to content
Employee Earning Records
Retention: Permanent. Filed with personnel files.
Employee Withholding Requests
Retention: Until replaced or revoked by employee, provided audited.
Employment Applications
Retention: 7 years after receipt
Employer Quarterly Federal Tax Return
Retention: 10 years, provided audited
E-Rate Application
Retention: 7 years.
Expense Records
Retention: 5 years
Formal Legal Opinions
Retention: Permanent
Garnishment Orders
Retention: 7 years after termination of employment or order rescinded
Grant Files
Retention: 10 years provided all state or federal audits have been conducted, the
audit reports released and litigation, claims, or audit findings have been resolved
Incident/Accident Reports
Retention: 5 years
Insurance Policies
Retention: 2 years after expiration, provided all claims settled
Interlibrary Loan Records
Retention: 5 years
Inventories (Property)
Retention: Permanent
Investments
Retention: 5 years, provided audited
Leases
Real estate
Retention: 5 years after expiration, provided audited
Library Card Applications
Retention: Permanent
Library News Releases
Retention: 4 years
Library Publications
Retention: 2 years
Litigation Records
Retention: 5 years after case is closed and appeals exhausted
Monthly Financial Reports to Library Board
Retention: 5 years, provided audited
Overdue Circulation Records
Retention: Adults = 6 years; Juveniles = 1 year.
Payroll Journal/Ledgers
Retention: 10 years, provided audited
Payroll Reports
Retention: 10 years, provided audited
Personnel Files
Retention: Permanent
Petty Cash Records
Retention: 5 years, provided audited
Purchase Orders/Requisitions
Retention: 5 years, provided audited
Real Property Acquisition Records
Retention: Permanent
Reports to Retirement Systems
Retention: Permanent
State Income Tax Report
Retention: 25 years
Tax Withholding Reports
Retention: 10 years
Technology Plans
Retention: Permanent
Timesheets
Retention: 5 years, provided audited
Vouchers
Retention: 5 years, provided audited
W-2 Forms
Retention: 10 years, provided audited
W-4 Forms
Retention: Until superseded or employee terminates, provided audited
Workers Compensation Claims
Retention: 10 years after termination of employment
Approved by the Board of Trustees - January 2008