Thank you to everyone that provided a response. First check with your district to
see if there are any guidelines to follow. The range seems to be from 1 year to 7
years. If you do throw paperwork you may want to hang on to 'important' purchase
information such as equipment or furniture.
I have also included the responses that I received.
In our district, it is 7 years.
Interesting questions. I go with the 5-year rule for paperwork; don't
keep floppies of marc records as we have a district person who does
cataloging. We sent the floppies back to her (it's now done
electronically, though). I'd appreciate you posting a hit.
I keep it for 1 year
Some of this will be determined by State law, some by your
administration, and some by you.
I don't keep ANY invoices or copies thereof - the business office
handles all of that. I do keep copies of all of my purchase orders, and
I have had to refer to some of them.
I have most of the data disks that I get when I buy books with that
available, and I've recently made a change in the way I treat those. I
now put the date on the disk, so that when I have to reload something I
can find the proper disk and do it right. This summer I'm actually going
to go through all of those old disks and label each one. Then I'm going
to get a proper disk file box and put them there. That way it will be
MUCH easier to get what I need.
Talk to your business manager. Mine usually keeps all purchase orders on file, so I
just keep two or three years back "just in case". Still haven't used them...
Texas:
State law requires that we keep hard copies back _____ I think 5 or 7
years. Usually the office keeps everything covered by the law.
I keep my copy of any PO that is a piece of furniture, a-v equipment,
something I might not remember where I got it.
I have a 3" binder that I put these in I have been here 10 years and may be
I have 1/2 and inch. I will admit I don't keep the A-V info, but I have
used the same supplier for most of 30 years. He keeps good records and I
learned early on that I can trust him to take care of me.
I also keep copies of quotes that I did not act on incase I want to do so at
a later date. I still have the info.
I keep the receipt book where I collected money. For my protection.
When I take a new library position I store the preceding librarian's files
in ditto paper boxes. After 3 years I go through the files and dispose of
most of them. I keep the top copy of the PO for Furniture, and equipment.
(Ever tried match a chair if you did not know the manufacture?)
The standard in our system is 3 years for things purchased with "General Purpose"
funding and 5 years for anything purchased with "Federal Funding." (NCLB, for
instance)
My bookkeeper said there's no requirement for US to keep our files, but she
must keep hers for the state auditor, so it's probably just a matter of how
often you might need to consult a past order.
I went through the same dilemma earlier this year. It turns out my school has
guidelines for how long different documents have to be kept. I can't remember what
the document was called and I'm not sure if it is district mandate or if it came
from the state but it had a section on library records including invoices,
accession records, etc.
"We cannot defend freedom abroad by deserting it at home" Edward R. Murrow
Donnette Mickelson
Library Media Specialist
Colfax Elementary School
coreys@chibardun.net
Colfax, WI 54730
--------------------------------------------------------------------
Please note: All LM_NET postings are protected by copyright law.
You can prevent most e-mail filters from deleting LM_NET postings
by adding LM_NET@LISTSERV.SYR.EDU to your e-mail address book.
To change your LM_NET status, e-mail to: listserv@listserv.syr.edu
In the message write EITHER: 1) SIGNOFF LM_NET 2) SET LM_NET NOMAIL
3) SET LM_NET MAIL 4) SET LM_NET DIGEST * Allow for confirmation.
* LM_NET Help & Information: http://www.eduref.org/lm_net/
* LM_NET Archive: http://www.eduref.org/lm_net/archive/
* EL-Announce with LM_NET Select: http://elann.biglist.com/sub/
* LM_NET Supporters: http://www.eduref.org/lm_net/ven.html
--------------------------------------------------------------------
LM_NET
Mailing List Home