PTA Records

Records are a vital part of each association, and the following guidelines must be followed:

The charter, ledger book, and tax forms must be kept permanently.

The minutes are a permanent record (Secretary).

Historical records, including charter membership list, names of all presidents, a record of outstanding projects, and a list of Honorary Service Award recipients, should be kept permanently.

All financial records should be kept for a minimum of seven years, including the current year. Financial records may be kept on a computer as long as PTA procedures are followed and a printed record is kept in a permanent binder.

If it becomes necessary to discard PTA materials, the president should appoint members to a committee to review and condense. This committee must be aware of the requirements above and cautioned against discarding vital documents and records (Records Retention Schedule and Destination Policy).

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