MCCCD Records & Information Management (RIM)
Bond
| NO. | RECORD SERIES | YR. |
REMARKS | MCCCD-Specific Keywords+ | |
Supersedes schedule dated November 14, 2011 |
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| 1 | Bond catalog or listing (annual publication of all outstanding bonds and schedule of bonds) | Perm |
Preserve pursuant to ARS §39-101 | ||
| 2 | Bond rating records | 1 |
After superseded or after administrative value has been served, whichever is later | ||
| 3 | Bond records (working records and final documentation related to the issuance of bonds for which the public body is obligated and including bond transcripts, authority to permit bond negotiations with paying agent, project schedules and budget, financing timetable, comparison of alternative funding methods, copies of bids received, bond agreements, official statements and other related records) | ||||
| a. | Summary (documents such as Feasibility Reports and Official Statements which include information about bond including amount authorized, description of how money spent, dates bond issued and redeemed) | Perm |
Preserve pursuant to ARS §39-101 | ||
| b. | All other records | 5 |
After fiscal year bond redeemed or after administrative value has been served, whichever is later | ||
| 4 | Bond redemption records (including bond registers, interest or coupon payment records, bond ledgers, interest checks, redeemed notes and coupons, and other related records) | 5 |
After fiscal year bond redeemed | ||
| 5 | Bond registration records (Registrar's copies of bond registration stubs) | 5 |
After fiscal year bond redeemed | ||
| 6 | Bond transaction ledger (cumulative report detailing all transactions associated with bond projects) | 5 |
After fiscal year bond redeemed | ||
| 7 | Trustee's records (including records of who bought and traded bonds) | 5 |
After fiscal year bond redeemed | ||
| 8 | Unissued bond records (bonds approved but not issued) | 5 |
After fiscal year spending authority has lapsed | ||
+The retention schedules are developed by the Arizona State Library, Archives and Public Records; the internal words used by MCCCD may differ than those shown on the schedule. Look for the "type" of item rather than a specific word, i.e., instead of "official function form" consider that it is a form MCCCD uses to support a purchase and review the Finance schedule for the retention period of similar items.
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