Page 22 - The Edge - Fall 2019
P. 22

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





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