6570 Property, Data, and Records Management

Data Management
The superintendent is authorized to enter into a contract with the Washington School Information Processing Cooperative to purchase a student information system, equipment, networking, and software to expand the current K-12 education statewide network.
Records Management and Retention
The district recognizes the importance of public records as the record of the acts of the district and the repository of such information. The public has the right under law to inspect and procure copies of such records with certain exceptions. The public records of the district shall mean any account, voucher, or contract dealing with the receipt or disbursement of funds; with acquisition, use, or disposal of services or of supplies, materials, equipment, or other property; or with any minutes, orders, or decisions fixing the personal or property rights, privileges, immunities, duties, or obligations of any person or group.
The superintendent shall develop procedures to implement this policy, which shall conform to law; require as a minimum the permanent safeguarding of Board minutes, annual audit reports, and permanent student records; and require retention of all fiscal records required for audits. The superintendent shall designate a staff member to serve as district records officer.
Records may be destroyed when authorized by the General Records Retention Schedule and Destruction Authorization provided by the Office of Secretary of State, Division of Archives and Records Management.
Property Records
Property records and inventory records shall be maintained on all land, buildings, and personal property under the control of the district.
Property purchased in whole or in part with federal funds shall be inventoried at least every two years. The inventory shall include the serial number of the item, its cost, and the percentage of federal funds used to purchase it.
Small, attractive items (such as computers, laser printers, and projectors) shall be inventoried annually and shall be signed out to staff. Sign-out records shall also be maintained.
At the end of each school year, each teacher shall inventory the property items in his or her classroom. A randomly selected ten percent of those inventories shall be double-checked by an employee of the business office.
For purposes of this policy, “equipment” shall mean a unit of furniture or furnishings, an instrument, a machine, an apparatus, or a set of articles which retains its shape and appearance with use, is nonexpendable, and does not lose its identity when incorporated into a more complex unit. Property records of facilities shall be maintained on an ongoing basis.
No equipment shall be removed for personal or non-school use. Property records shall show, as appropriate to the item recorded, the:
  1. Description of the property;
  2. A serial number or other identification number (equipment may be identified with a permanent tag that provides appropriate district and equipment identification);
  3. Manufacturer;
  4. Year of purchase;
  5. Initial cost;
  6. Percentage of federal participation in the cost of the property; and
  7. Location.
Accounting for Leases
The district will identify and analyze leases to determine the level of reporting under the Governmental Accounting Standard Board (GASB) Statement No. 87, Leases. GASB 87 became effective for Washington state school districts on September 1, 2021.
The district will calculate the present value of all leases to determine if a lease will be subject to the reporting requirements. Individual leases with a present value less than $50,000 will not be included in the calculations below when determining the reporting threshold.
If the total present value of the combined leases is less than 1% of the prior year’s General Fund expenditures, the leases will be considered insignificant and will not be subject to the new reporting requirements.
If the total present value of the combined leases is greater than 1% of the prior year’s expenditures, the leases will be reported under the requirements of GASB 87.
At the time of implementation of GASB 87, for leases that were effective prior to the 2021/2022 fiscal year, the present value will be measured as of September 1, 2021.
Legal References:
Chapter 40.14 RCW Preservation and Destruction of Public Records
RCW 40.14.010 Definition of public records
RCW 42. 56.070-080 Public Records
34 C.F.R. § 80.32 Uniform Administrative requirements for grants and cooperative agreements to state and local governments — Equipment
Adoption Date: 12/9/08
Franklin Pierce Schools
Revised: 2/14/23
Classification: Priority