November 27, 1995

COMPTROLLER'S MEMORANDUM NO. 09 (1995-96)

SUBJECT: CHANGE IN RETENTION SCHEDULE FOR ORIGINAL VOUCHERS

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As you are aware and as stated in Comptroller's Memorandum No. 18 (1994-95), we have delegated to the agencies the responsibility to retain and store original vouchers and supporting documentation. Attached for your information and use is a copy of the memorandum from Mr. Barratt Wilkins, Director, Division of Library and Information Services, notifying records management liaison officers of the change in the retention period for original vouchers and supporting documentation. Please note that agencies maintaining original vouchers and supporting documents will be required to retain the records for five fiscal years, provided applicable audits have been completed.

If you have any questions or need additional information, please call Bob Spooner at 488-3221 or Suncom 278-3221.

M E M O R A N D U M

TO:	Records Management Liaison Officers
FROM:	Barratt Wilkins, Director
DATE:	October 30, 1995
SUBJECT:	Change in Retention Schedule for Vouchers

During the 1995 session, the Legislature passed an important piece of legislation that will have a direct affect on record-keeping requirements in your agency. House Bill 2313 specifies in part that originating agencies will be responsible for maintaining the original vouchers and all supporting documents upon which warrants are drawn. Copies of the vouchers and supporting documents will be submitted to the Office of the Comptroller for selected payments through the Voucher Audit System.

Currently, the retention requirement for this material is eight years for the Office of the Comptroller and three years for the originating office. We have re-evaluated the retention values for these records with the changes in operational procedures effective under the new system. As part of the review, we have consulted with the Office of the Auditor General, the Department of Legal Affairs, the Department of Banking and Finance, and our own Office of General Council to ascertain the proper legal, fiscal, and administrative value of the records. As a result, it has been concluded that the Office of the Comptroller should retain this documentation only for a period of time to assure that all administrative requirements have been satisfied. All agencies maintaining original vouchers and supporting documents will be required to retain the records for five fiscal years, provided applicable audits have been completed. Formal changes will be made to all affected General Records Schedules to reflect these changes as expeditiously as possible.

Should you have any questions in regard to this matter, please do not hesitate to contact Ken Wilkinson at 487-2180.