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 | Required Form | Class Record | Title | Required Hard Copy | Recommended Period | Hard Copy Retention | Media Electronic |
|---|---|---|---|---|---|---|---|
| - | CDE P2, J-18/19-P2 Supplement | - | - | - | - | - | - |
| - | - | - | Reimbursement Claim: School Lunch, Breakfast and Special Milk Programs | 3 years | 4 years | - | - |
| Accounting & Budgeting | St Software (J-18/19-A) (J-19E-A) | 1 | Annual Report of Attendance for Jr. High School Grades 7 and 8 Only | Permanent | Permanent | 4 years | Permanent |
| Accounting & Budgeting | St Software (J-18/19-A) (J-19-A Supp) | 1 | Annual Report of Attendance for High School Students Residing Outside the Reporting District if Tuition is Charged | Permanent | Permanent | 4 years | Permanent |
| Accounting & Budgeting | St Software (J-18/19-A) (J-18-A Supp) | 1 | Annual Report of Attendance for High School Students Residing in the District | Permanent | Permanent | 4 years | Permanent |
| Accounting & Budgeting | St Software (J-18/19C-A) (1-19 A) Suppl (County) | 1 | Annual Report of Attendance for County Superintendent of Schools dr Education of Students in County Operated Community Schools and Master Plan for Special Education Programs | Permanent | Permanent | 4 years | Permanent |
| Accounting & Budgeting | J-43-A | 1 | Annual Report of Accounts Receivable | Permanent | Permanent | 4 years | Permanent |
| Accounting & Budgeting | SACS (J-200/300) (J-44) | 1 | Annual Report of Abatements of Expenditures | Permanent | Permanent | 4 years | Permanent |
| Accounting & Budgeting | SACS - SEA (J-201SEA) | 1 | Special Education Revenue Allocation | Permanent | Permanent | 4 years | Permanent |
| Accounting & Budgeting | J-50-A | 1 | Annual Report for Special Education Master Plan | 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 |
| Accounting & Budgeting | St Software (J-22-A) | 1 | Annual Repprt for Gifted and Talented Programs(*)(**) | 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 | SACS (J-380) | 1 | Annual Program Cost Data Report, Single District | Permanent | Permanent | 4 years | Permanent |
| Accounting & Budgeting | SACS (J-780) | 1 | Annual Program Cost Data Report, Joint Powers Agencies | Permanent | Permanent | 4 years | Permanent |
| Accounting & Budgeting | - | 2 | Annual Interest Accrued by Direct Order School Districts on K-8 Instructional Materials fund | 4 years | 5 years | - | - |
| Accounting & Budgeting | - | 2 | Annual IMF Statement, Optional,Cash Request (Credit Districts) | 4 yers | 5 years | - | - |
| Accounting & Budgeting | SACS (J-301-CE) | 1 | Annual Financial Report- Continuation Education Schools. | Permanent | Permanent | 4 years | Permanent |
| Accounting & Budgeting | SACS (J-600/700) | 1 | Annual Financial and Budget Report, Joint Powers Agencies | Permanent | Permanent | 4 years | Permanent |
| Accounting & Budgeting | SACS (J-400/500) | - | County Superintendent of Schools | - | - | - | - |
