Maryann Durrant (USBE):
Now we’ll move on to how long you need to keep all of the paperwork that’s been discussed in this and other trainings. All CACFP records must be kept for three years plus the current year and must be kept in a secure location, whether electronic or hard copy. This refers to all paperwork. Training documentation, receipts, meal counts, menu records, everything. At any time, our office could request any records from within this period of time. Once the timeframe of the 3 years plus the current year is past, these records may be discarded. Please make sure to shred the paperwork with sensitive information on it.
There are six documents that must be kept permanently: 1) Your agreement with our office when you initially come onto the food program. If you’ve been on the food program since before 2008, there will be an amendment that you must have as well. 2) The Free/reduced price policy statement. 3) The outside employment policy. 4) The civil rights complaint procedure policy. 5) Written code of conduct for employees engaged in procurement. 6) Purchasing policy. We’ll discuss these last two documents in the procurement training.
We’ll ask to see these permanent records when we come and do reviews. If you’re already on the program, take a moment to make sure that you have these documents and can locate them easily. If you can’t find them, contact your specialist and they’ll be able to send you a copy for your records. These records can be kept electronically or in hard copy form, either way you’ll want to keep them in a location where they can be found easily.
Now, how to organize your paperwork. Remember that these are just suggestions, so don’t be afraid to do something different if it works better for you. You’re also allowed and even encouraged to keep documents electronically. Just make sure that you have back up in case of a computer crash. We often find that sponsors have misplaced their permanent paperwork, or, there was a change in staffing and the new staff didn’t know that it needed to be kept permanently. What we’d recommend is keeping the required papers in a folder that is clearly marked and written instructions stating that the papers should never be thrown away. You might want to have it in a bright colored folder so that it’s easy to see as well. Previous years records you’ll probably want to keep boxed in bankers boxes. Clearly label the boxes with the contents and the dates of the paperwork.
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