1. Title IA Online Coordinator Training Record Retention 2005-2006

2. US Code Title 20 Chapter 31 and EDGAR –Program/fiscal requirements for all Federal grants Including education programs Includes record retention requirements

3. Length of record retention period Records must be: – retained for three years from: day the grantee submits expenditure report for the last quarter of the Federal fiscal year

4. Retention period for all records Expenditure report –For the grant that has closed –ODE EGMS system produces the expenditure report Districts are notified of the last day of the grant period

5. Real property and equipment records Real property and equipment records retention period starts from: – the date of the disposition or –replacement or –transfer ODE must be notified of the disposition, replacement or transfer

6. Real property and equipment Includes: –Buses, vans, portable classrooms –Computers, desks, chairs, etc. –Books, materials, hardware, software –Any real property

7. Real property and equipment Disposition –Destruction, sale or donation Replacement –Disposition of old equipment and replacement with new Transfer –Transfer to another federal program

8. Litigation If litigation affects any records –Before the 3 year expiration date –Records must be kept until litigation is resolved

9. Access to all records US Comptroller General ODE USDE Must be granted access to records at anytime, and, if records are not destroyed, until the records are destroyed

10. Restrictions of public access Freedom of Information Act –Does not apply unless required by federal state or local law –Records that are confidential student records may not be released to the public

11. For more information US Code Title 20 Ch. 31, subchapter III, part 4, 1232f Edgar Sec. 80.42 Retention and access requirements for records