Page 22 - The Edge - Fall 2019

SUMMER CONFERENCE & EXPO WRAP-UP

BY DON HARRIS

Go Paperless – Retain and Remove

Purchasing Records Electronically
Michelle Hamilton Karen Fleetwood

School business o cials were encouraged
to transition to a paperless operation as they
familiarize themselves with retaining records
electronically.
During a breakout session at AASBO
Summer Conference and Expo on July 19,
they also were told the distinct difference
between a procurement le and a contract le.
The presentation by Michelle Hamilton and
Karen Fleetwood of Mesa Public Schools told
of personal experiences they have had with
electronic records retention.
Hamilton, Director of Purchasing for
Mesa Public Schools, recalled a meeting that
purchasing employees had with a representative
of the Arizona State Library and Archives. “At that
presentation he kept mentioning the contract
le and the procurement le,” Hamilton said. “It
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“We now have a defi ned schedule

that gives you examples instead of
just referencing the statute it came

from. The contract fi le must be held
until the asset has been disposed

of. We decided we needed a way to
automate the process of retaining

records according to the schedule.
Since there was no communication

with property management
regarding when assets were

disposed of, we needed a way of
knowing that.”
— Karen Fleetwood of Mesa Public Schools

22 THE EDGE | FALL 2019