Financial records, supporting documents, statistical records and all other records pertinent to accounting and reporting for sources and uses of funds shall be retained in accordance with the Records Retention Schedule, as approved by the Zachary Community School Board.  Most records shall be maintained for a period at least three (3) years, with the following qualifications:




If any litigation, claim or audit is started before the expiration of the 3 year period, the records shall be retained until all litigations, claims, or audit findings involving the records have been resolved.




Records for nonexpendable property, including building additions and renovations, shall be retained for three (3) years after its final disposition.




Payroll records shall be retained in accordance with applicable federal requirements.




Cancelled bonds and interest coupons shall be retained for a period of three (3) years from the date on which they matured or were called.




All documents involved in any procurement in which collusion is suspected shall be retained for a minimum of six (6) years or until the attorney general shall give written notice they may be destroyed, whichever is longer.




The chief procurement officer shall retain all contracts made under the provisions of Sole Source Procurements and Emergency Procurements as defined under Chapter 17 of Title 39 of Louisiana Revised Statutes, for a minimum of six (6) years.


Other time restrictions may apply to certain records.  A microphotographic process or other legal form of archival record keeping may be utilized and the resulting microform retained for storage in lieu of the original itself unless specifically prohibited by law.



Ref:     La. Rev. Stat. Ann. ยงยง17:196, 39:1597, 39:1598, 39:1626, 39:1627, 44:36


Zachary Community School Board