[lstac] Records Retention

Thu Nov 16 11:41:22 PST 2023

Brilliant!

From: lstac <lstac-bounces at omls.oregon.gov> On Behalf Of Reish, Karren (MDE) via lstac
Sent: Thursday, November 16, 2023 10:04 AM
To: Erica McCormick <emccormick at tsl.texas.gov>; Sehn, Laural M. <lmsehn at nd.gov>; lstac at omls.oregon.gov
Subject: Re: [lstac] Records Retention

Michigan retention does not match IMLS - so I just say 8 years for our internal record keeping - both match and LSTA funded projects. It's a bit more than the state requirement and in some years, the IMLS standard. But then I don't have to wonder - what year is it and how many years since the last 5-year plan ended. 8 years is the most it can be so I just apply that to everything. No one has yelled at me yet.

Karren Reish
Library Grants Coordinator
Library of Michigan
517-241-0021 / www.mi.gov/lsta<http://www.mi.gov/lsta>

From: lstac <lstac-bounces at omls.oregon.gov<mailto:lstac-bounces at omls.oregon.gov>> On Behalf Of Erica McCormick via lstac
Sent: Wednesday, November 15, 2023 2:58 PM
To: Sehn, Laural M. <lmsehn at nd.gov<mailto:lmsehn at nd.gov>>; lstac at omls.oregon.gov<mailto:lstac at omls.oregon.gov>
Subject: Re: [lstac] Records Retention

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Good question. We only keep the MOE and match info for the time required by its funding source. But now I'm wondering if it should be the same as the LSTA funds.

From: Sehn, Laural M. <lmsehn at nd.gov<mailto:lmsehn at nd.gov>>
Sent: Wednesday, November 15, 2023 1:28 PM
To: Erica McCormick <emccormick at tsl.texas.gov<mailto:emccormick at tsl.texas.gov>>; lstac at omls.oregon.gov<mailto:lstac at omls.oregon.gov>
Subject: RE: [lstac] Records Retention

Follow up question, do you also keep it for anything you report as maintenance of effort?

Thanks,

[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

Providing pathways to information and innovation for North Dakota's libraries, state government and residents
www.library.nd.gov<http://www.library.nd.gov/>

[FACEBOOK LINK]<https://www.facebook.com/NDStateLibrary>
[TWITTER LINK]<https://twitter.com/NDStateLibrary>

From: Erica McCormick <emccormick at tsl.texas.gov<mailto:emccormick at tsl.texas.gov>>
Sent: Wednesday, November 15, 2023 1:17 PM
To: Sehn, Laural M. <lmsehn at nd.gov<mailto:lmsehn at nd.gov>>; lstac at omls.oregon.gov<mailto:lstac at omls.oregon.gov>
Subject: RE: [lstac] Records Retention

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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<mailto:emccormick at tsl.texas.gov> | www.tsl.texas.gov<http://www.tsl.texas.gov/>
[cid:image004.png at 01DA189A.F5D2BCF0]

From: lstac <lstac-bounces at omls.oregon.gov<mailto: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<mailto: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

Providing pathways to information and innovation for North Dakota's libraries, state government and residents
www.library.nd.gov<http://www.library.nd.gov/>

[FACEBOOK LINK]<https://www.facebook.com/NDStateLibrary>
[TWITTER LINK]<https://twitter.com/NDStateLibrary>

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