(a) Accounting records can basically be divided into the two (2) groups: Support documents and permanent records.
(b)
(1) Support documents consist primarily of the following items:
(A) Cancelled checks;
(B) Invoices;
(C) Bank statements.
(2) Support documents shall be maintained for a period of at least three (3) years and in no event shall be disposed of prior to being audited for the period in question.
(c) Permanent records consist of journals, ledgers, subsidiary ledgers, minutes, fixed assets, and equipment detail records and shall be maintained permanently by the district.
(d) When support documents are destroyed, the district shall document such destruction by the following procedure:
(1) An affidavit is to be prepared stating which documents are being destroyed and which period of time they apply to, indicating the method of destruction.
(2) This affidavit is to be signed by the district employee performing such destruction, and one (1) board member.
(e) In addition, the approval of the board for destruction of such documents shall be obtained, and an appropriate note of such approval indicated in the board minutes along with the destruction affidavit. Such board approval shall be obtained prior to the destruction.