[lstac] Records Retention

[Kelyn Ralya]

FYI:  We developed the attached RDA cheat sheet to help us keep up with RDA dates.  We also do subgrants and this lets us know when files can be purged.  In addition, state agencies are required to submit an annual RDA report to the Alabama Department of Archives and History (ADAH).

Kelyn


Kelyn L. Ralya
Assistant Director / LSTA Coordinator
Alabama Public Library Service
6030 Monticello Drive
Montgomery, AL  36130
(800) 723-8459 x3976 (in Alabama)
(334) 213-3976
(334) 213-3993 FAX
kralya at apls.state.al.us<mailto:kralya at apls.state.al.us>



From: lstac <lstac-bounces at omls.oregon.gov> on behalf of Erica McCormick via lstac <lstac at omls.oregon.gov>
Reply-To: Erica McCormick <emccormick at tsl.texas.gov>
Date: Wednesday, November 15, 2023 at 1:17 PM
To: "Sehn, Laural M." <lmsehn at nd.gov>, "lstac at omls.oregon.gov" <lstac at omls.oregon.gov>
Subject: Re: [lstac] Records Retention

Hi, Laural.

To clarify, three years after the last report of the five-year plan is submitted. So, if your last report is due January 2024 (for FFY2022), you would retain all info until January 2027; this would include ALL reports/documents submitted under the five-year plan (going back to FFY2018).

Yes, we keep all that you list, plus any solicitations, contracts, and renewals funded by LSTA. Don’t forget your personnel records for positions funded by LSTA.

If you do subawards, you will need to keep all applications, performance reports, requests for funds and related documents (invoices, timesheets, etc.), notices of funding opportunities, anything submitted by subrecipients for the grants.

Hope this helps.

Erica

Erica A. McCormick, Manager, Grants and Accreditation
Library Development & Networking
Texas State Library and Archives Commission
512-463-5532 | emccormick at tsl.texas.gov | www.tsl.texas.gov<http://www.tsl.texas.gov/>
[cid:image001.png at 01DA17C8.6DEC4630]


From: lstac <lstac-bounces at omls.oregon.gov> On Behalf Of Sehn, Laural M. via lstac
Sent: Wednesday, November 15, 2023 1:02 PM
To: lstac at omls.oregon.gov
Subject: [lstac] Records Retention

Hello,

I am conducting a records retention activity for our agency. I want to be sure I am clear on the LSTA records retention guidance. Do you keep all your accounts payable documents (invoice and support), general ledgers, journal entries, etc. for the 3 years after the last report is submitted? What other types of documents would you keep for this period?

Thanks for the clarification support,




[NORTH DAKOTA STATE LIBRARY LOGO]

Laural Sehn



Fiscal and Administrative Services Division Director



(701) 328-4652<tel:(701)%20328-4652>



604 E Boulevard Ave Bismarck, ND 58505



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