Record Retention Chart.xlsx

	A	B	C	D
1	Record Retention Chart			Attachment A
2
3	Category	Sub-Category	Retention	Notes
4	Accounting ie: A/P, A/R, GL, Bank Reconciliations		3 Years
5	Announced Tuition Report		7 Years
6	Annual Reports		Permanent
7	Annual Statbook Reports		7 Years
8	Asbestos Abatement		Permanent
9	Audit Workpapers		3 Years
10	Audits (Bound Copy)		Permanent
11	Board Records/Minutes		Permanent
12	Bonds/Debt Service		7 Years	After Maturity
13	Budget Documents	All Documents	3 Years
14	Child Nutrition-Free/Reduced Applications		5 Years
15	Construction Projects	All Documents	Permanent
16	Contract Records-Bids	All Documents	3 Years
17	Fixed Assets		7 Years	After Disposal of Asset
18	Grants	All Documents	3 Years
19	Human Resources	N/A	N/A	See Attachment B
20	Insurance Accident Reports/Claims		10 Years	Unless Litigation is Pending
21	Lease Documentation		7 Years	After Lease Expires
22	Master Agreements		Permanent
23	Medicaid Records	Agreements	10 Years
24	Medicaid Records	Authorizations	10 Years
25	Medicaid Records	Claims	10 Years
26	Medicaid Records	Registers	10 Years	Electronic Database-Retain until superseded
27	Medicaid Records	Reports	10 Years
28	Negotiations/Work Papers		7 Years
29	Payroll	Timesheets/Leave Slips	5 Years
30	Payroll	W-4 Forms	5 Years	Superseded or termination
31	Payroll	Payroll Order/Registers	5 Years
32	Personnel Files		6 Years	See Attachment B
33	Scholarship Documentation		Permanent
34	SPED Reports/Tracking		3 Years
35	Student Activities Records		3 Years
36	Student Records-General	Applications	0 Years	Until Superseded or student is no longer enrolled
37	Student Records-General	Authorizations, Declarations, and Logs	0 Years	Until student is no longer enrolled
38	Student Records-General	Certificates (transcripts)	Permanent
39	Student Records-General	Notices, Legal	1 Year
40	Student Records-General	Plans, Reports, and Referrals	0 Years	Until student is no longer enrolled
41	Student Records-General	Registers	0 Years	Until Superseded or student is no longer enrolled
42	Student Records-Special Education	All Records	See Note	Retain all records until 5 years after student leaves district. Records must be offered to student, if no response from student after legal notice, documents can be destroyed
43	Tax Reporting	1099/1096	5 Years
44	Tax Reporting	941 Quarterly	5 Years
45	Tax Reporting	ACA 1094/1095	5 Years
46	Tax Reporting	State Quarterly	5 Years
47	Tax Reporting	Unemployment	5 Years
48	Tax Reporting	W2/W3	5 Years
49	Tax Reporting	WH 436 Annual	5 Years
50	Teacher's Retirement		3 Years
51	updated 6/10/2021
52
53	Retention years is current audited year, plus number of years shown in retention column
54
55	Questions regarding retention of any items above or those that do not appear to be listed here can be further researched at:
56	https://education.vermont.gov/documents/regulation-school-records-retention-records-management
57	https://sos.vermont.gov/vsara/manage/
58	or you may contact Lisa Helme at lisa.helme@vermont.gov
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100