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<p class="MsoNormal"><span style="font-size:14.0pt">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).<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:20.0pt;font-family:"Snell Roundhand";color:black">Kelyn</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black"> </span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black"> </span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt;color:black">Kelyn L. Ralya</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt;color:black">Assistant Director / LSTA Coordinator</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt;color:black">Alabama Public Library Service </span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt;color:black">6030 Monticello Drive</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt;color:black">Montgomery, AL 36130</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt;color:black">(800) 723-8459 x3976 (in Alabama)</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt;color:black">(334) 213-3976</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt;color:black">(334) 213-3993 FAX</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt;color:black"><a href="mailto:kralya@apls.state.al.us" target="_blank" title="mailto:kralya@apls.state.al.us">kralya@apls.state.al.us</a></span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
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<p class="MsoNormal"><b><span style="font-family:"Calibri",sans-serif;color:black">From:
</span></b><span style="font-family:"Calibri",sans-serif;color:black">lstac <lstac-bounces@omls.oregon.gov> on behalf of Erica McCormick via lstac <lstac@omls.oregon.gov><br>
<b>Reply-To: </b>Erica McCormick <emccormick@tsl.texas.gov><br>
<b>Date: </b>Wednesday, November 15, 2023 at 1:17 PM<br>
<b>To: </b>"Sehn, Laural M." <lmsehn@nd.gov>, "lstac@omls.oregon.gov" <lstac@omls.oregon.gov><br>
<b>Subject: </b>Re: [lstac] Records Retention<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Hi, Laural.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">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).<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Hope this helps.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Erica<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Century Gothic",sans-serif;color:#1F3864;mso-ligatures:standardcontextual">Erica A. McCormick, Manager, Grants and Accreditation</span><span style="font-size:10.0pt;font-family:"Century Gothic",sans-serif;color:#244061;mso-ligatures:standardcontextual">
</span><span style="font-size:10.0pt;font-family:"Century Gothic",sans-serif;color:#C00000;mso-ligatures:standardcontextual"> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Century Gothic",sans-serif;color:#767171;mso-ligatures:standardcontextual">Library Development & Networking</span><span style="font-size:10.0pt;font-family:"Century Gothic",sans-serif;color:#C00000;mso-ligatures:standardcontextual">
<o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:8.0pt;font-family:"Century Gothic",sans-serif;color:#244061;mso-ligatures:standardcontextual">Texas State Library and Archives Commission
<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:8.0pt;font-family:"Century Gothic",sans-serif;color:#244061;mso-ligatures:standardcontextual">512-463-5532
</span><span style="font-size:8.0pt;font-family:"Century Gothic",sans-serif;color:#C00000;mso-ligatures:standardcontextual">|</span><span style="font-size:8.0pt;font-family:"Century Gothic",sans-serif;color:#244061;mso-ligatures:standardcontextual"> emccormick@tsl.texas.gov
</span><span style="font-size:8.0pt;font-family:"Century Gothic",sans-serif;color:#C00000;mso-ligatures:standardcontextual">|
</span><span style="font-size:8.0pt;font-family:"Century Gothic",sans-serif;color:#244061;mso-ligatures:standardcontextual"><a href="http://www.tsl.texas.gov/">www.tsl.texas.gov</a><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:8.0pt;font-family:"Century Gothic",sans-serif;color:black"><img border="0" width="55" height="64" style="width:.5729in;height:.6666in" id="Picture_x0020_4" src="cid:image001.png@01DA17C8.6DEC4630"></span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;mso-ligatures:standardcontextual"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">From:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> lstac <lstac-bounces@omls.oregon.gov>
<b>On Behalf Of </b>Sehn, Laural M. via lstac<br>
<b>Sent:</b> Wednesday, November 15, 2023 1:02 PM<br>
<b>To:</b> lstac@omls.oregon.gov<br>
<b>Subject:</b> [lstac] Records Retention<o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Hello, <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">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?<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thanks for the clarification support, <o:p></o:p></p>
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<p class="MsoNormal" style="line-height:105%"><span style="font-size:11.0pt;line-height:105%"><img border="0" width="159" height="145" style="width:1.6562in;height:1.5104in" id="Picture_x0020_1" src="cid:image002.png@01DA17C8.6DEC4630" alt="NORTH DAKOTA STATE LIBRARY LOGO"><o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:105%"><b>Laural Sehn <o:p></o:p></b></p>
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<p class="MsoNormal"> <o:p></o:p></p>
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<p class="MsoNormal" style="line-height:105%">Fiscal and Administrative Services Division Director<o:p></o:p></p>
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<p class="MsoNormal" style="line-height:105%"><a href="tel:(701)%20328-4652">(701) 328-4652</a><o:p></o:p></p>
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<p class="MsoNormal" style="line-height:105%">604 E Boulevard Ave Bismarck, ND 58505<o:p></o:p></p>
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<p class="MsoNormal" style="line-height:105%">Providing pathways to information and innovation for North Dakota's libraries, state government and residents<o:p></o:p></p>
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<p class="MsoNormal" style="line-height:105%"><a href="http://www.library.nd.gov/">www.library.nd.gov</a><o:p></o:p></p>
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<p class="MsoNormal" style="line-height:105%"><a href="https://www.facebook.com/NDStateLibrary"><span style="color:windowtext;text-decoration:none"><span style="font-size:11.0pt;line-height:105%"><img border="0" width="32" height="32" style="width:.3333in;height:.3333in" id="Picture_x0020_2" src="cid:image003.png@01DA17C8.6DEC4630" alt="FACEBOOK LINK"></span></span></a><span style="font-size:11.0pt;line-height:105%"><o:p></o:p></span></p>
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