SERIES #

SERIES TITLE AND DESCRIPTION

VITAL

RETENTION INSTRUCTIONS

LGBND-001

BOND AND COUPON FILES

Generally include authorizations for bonds issued until they have been fully used and all the bonds issued thereunder have been paid or have matured. Coupons may show date, amount to be paid, bank, bond number, and signature of local government official. Deposit slips may also be attached. Represent financial vehicles for raising money for various local government projects.

VITAL

Retain at agency 5 yrs after maturity; successful audit; destroy.

LGBND-002

BOND ADMINISTRATION FILES

Documents relating to the financing of local government projects through bonded indebtedness, including preliminary studies, legal opinions, proposals and prospectuses, authorizations and certifications for issuance and cancellation, and related correspondence.

VITAL

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

LGBND-003

BOND CERTIFICATES AND REDEEMED COUPONS

Bonds and coupons that have been redeemed and retired.

Retain at agency 2 yrs after retirement of the issue; successful audit; destroy.

LGBND-004

BOND REGISTERS

Document bond issues, details of bondholders, balances, interest paid, maturation dates, etc.

VITAL

Retain at agency 5 yrs after maturity; successful audit; destroy.

LGBND-005

CAPITAL IMPROVEMENT REPORTS

Progress and financial reports on capital improvement projects funded by bonded indebtedness.

VITAL

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

LGBND-006

BOND EXCHANGE RECORDS

Records relating to the exchange, conversion, or replacement of bonds by bondholders.

VITAL

If information is contained in Bond Registers (LGBND-004), retain at agency until no longer needed; destroy.

If information is not contained in Bond Registers, retain at agency 2 yrs after retirement of the issue; successful audit; destroy.