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Board committee agrees to keep records 10 years after members call 6 years inadequate
Summary
Policy 800 on records retention was discussed at length; board members requested increasing the retention period from the PSBA-recommended 6 years to 10 years. Administration agreed to present 10 years in the second reading.
Policy 800, a proposed district records-retention policy, prompted multiple board members on Jan. 23 to argue that a six-year retention period recommended by an advisory source (PSBA) was too short. Directors proposed increasing the required retention period to cover at least two full terms of board members.
Board members cited past difficulties locating older records during audits and board reviews and requested a policy that would ensure continuity and institutional memory when board composition changes. One director suggested eight years (two four‑year cycles was discussed), while others pressed for 10 years to provide a more reliable record.
Administration said it would make the change and present a second-reading draft reflecting a 10‑year retention requirement. The policy language also references the types of records to be kept (financial records, accounting books, contracts, invoices and receipts) and the board directed staff to ensure consistency between policy text and operational record‑storage plans.
The committee agreed to include the updated retention period in the policy’s second reading to the full board; no final adoption occurred at this meeting.
