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Asset and Records Management


    CoSer 680-0 – Asset Management             

OCM BOCES is pleased to offer school districts Asset Management services utilizing MAXIMUS ASSETMAXX Inventory software. This software program is web-based allowing for information to be accessed over the Internet.
OCM BOCES staff enters all information provided by the districts relating to asset acquisition and disposition. OCM staff creates GASB-34 compliant reports to meet the requirements of each district.
BOCES staff can work with district personnel to develop a separate proposal for completing a physical re-inventory of the district’s assets and updating records accordingly, as recommended by independent auditors. Handheld scanning devices with the district asset database pre-loaded to facilitate comparison during the re-inventory will be utilized.
Asset Management Services include: 
  •         GASB-34 Compliant Features and Reports
  •         Fast, Reliable and Easy Access to Data
  •         Multiple Depreciation Methods
  •         Multiple Capitalization Methods
  •         Secure Server Location and Administration
  •         Annual Replacement Cost Updates
  •         Partial Disposals
CoSer 680-1 – Records Management
School districts produce many documents of value for legal, historical, administrative and fiscal reasons. District records include: 
  • Personnel
  • Student Attendance
  • Medical
  • Achievement files
  • Budget documents
  • Meeting minutes
  • Capital projects
  • Payroll
  • Purchase orders
  • Tax collection
  • Banking communications
  • Grants and special aid received
  • Accounts receivable
  • Accounts payable records
All these records must be maintained and disposed of in accordance with federal and state record retention requirements. Managing the flow of records cuts costs while increasing office efficiency.
OCM BOCES will inventory and organize district records in accordance with “Records Retention and Disposition Schedule ED-1” as adopted by federal and state agencies for use by school districts. This service includes an inventory and location list of a district’s records to facilitate easier retrieval and the establishment of disposal dates.
Disposal of obsolete records can be coordinated to occur on-site or at the OCM BOCES facilities.
Please call:
Lynda Russell