Our Mission:
To assist school districts and other educational institutions Store, Organize &
Manage Information, Not Paper!
As a courtesy to our school district customers, and to assist all school districts,
EdFiles has developed an online reference tool of CASBO's (California Association
of School Business Officials) records retention manual.
The Records Retention Manual is designed as a quick reference to the retention period
of documents. While the lists of documents may not be totally inclusive, most documents
used in school districts are represented. Various documents may appear in more than
one area of responsibility. Old documents, no longer required, remain listed because
they must still be maintained. The retention periods indicated are to assist district
personnel in both the retention of permanent records and the timely destruction
of documents.
If your district requires any assistance in records retention, records conversion
to electronic format and document scanning and archiving, please contact us at 1-657-217-3260.
| Department | RequiredForm | ClassRecord | Title | RequiredHardCopy | RecommendedPeriod | HardCopyRetention | MediaElectronic |
| | | | Reimbursement Claim: School Lunch, Breakfast and Special Milk Programs | 3 years | 4 years | | |
| | CDE P2,
J-18/19-P2
Supplement | | | | | | |
| Accounting & Budgeting | | 3 | Accounts Payable Reconcialation | 3 years | 4 years | | |
| Accounting & Budgeting | | 3 | Accounts Receivable Reconciliation | 3 years | 4 years | | |
| Accounting & Budgeting | SACS (J-200/300) (J141 )(J41 ) | 1 | Annual, Financial and Budget Report | Permanent | Permanent | 4 years | Permanent |
| Accounting & Budgeting | SACS (J-400/500) | | County Superintendent of Schools | | | | |
| Accounting & Budgeting | SACS (J-600/700) | 1 | Annual Financial and Budget Report, Joint Powers Agencies | Permanent | Permanent | 4 years | Permanent |
| Accounting & Budgeting | SACS (J-301-CE) | 1 | Annual Financial Report- Continuation Education Schools. | Permanent | Permanent | 4 years | Permanent |
| Accounting & Budgeting | | 2 | Annual IMF Statement, Optional,Cash Request (Credit Districts) | 4 yers | 5 years | | |
| Accounting & Budgeting | | 2 | Annual Interest Accrued by Direct Order School Districts on K-8 Instructional Materials fund | 4 years | 5 years | | |
| Accounting & Budgeting | SACS (J-780) | 1 | Annual Program Cost Data Report, Joint Powers Agencies | Permanent | Permanent | 4 years | Permanent |
| Accounting & Budgeting | SACS (J-380) | 1 | Annual Program Cost Data Report, Single District | Permanent | Permanent | 4 years | Permanent |
| Accounting & Budgeting | C-1-A | 1 | Annual Report for Cal- SAFE Child Care Funding | Permanent | Permanent | 4 years | Permanent |
| Accounting & Budgeting | St Software (J-22-A) | 1 | Annual Repprt for Gifted and Talented Programs(*)(**) | Permanent | Permanent | 4 years | Permanent |
| Accounting & Budgeting | St Software (J-22-A) | 1 | Annual Report for handicapped Pupils Attending an ROC/P | Permanent | Permanent | 4 years | Permanent |
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