Ddiscarding old records

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zaneclark
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Ddiscarding old records

Postby zaneclark » Mon Jul 22, 2013 7:38 am

I know there is a list someplace of the length of time you need to retain various records, but I can't find it. We are trying to clean up the clerk's office and one of the records we have found is several years of Bishop Storehouse orders... I would think we could safely shred all except for the last year, but maybe not. Any suggestions?

RossEvans
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Re: Ddiscarding old records

Postby RossEvans » Mon Jul 22, 2013 7:42 am

zaneclark wrote:I know there is a list someplace of the length of time you need to retain various records, but I can't find it. We are trying to clean up the clerk's office and one of the records we have found is several years of Bishop Storehouse orders... I would think we could safely shred all except for the last year, but maybe not. Any suggestions?


I think Bishop's Storehouse order forms fall under the rules for finance records, which have a three-year retention requirement (the current calendar year plus the three earlier years).

davesudweeks
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Re: Ddiscarding old records

Postby davesudweeks » Mon Jul 22, 2013 10:46 am

I found when I served as Ward Clerk that filing the Bishops Storehouse records with the respective month's financial records helped in several areas:

They were readily available during the financial audit as the storehouse records are audited with the financial records.
They were easy to manage from destruction standpoint as the retention period was the same.
They are as sensitive as financial records (IMO) so it helped keep them in a more secure area.


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