TSSs, program managers, subgrantees, and outside organizations will maintain records of all PI&E materials received and distributed.

The PI&E Materials Distribution Form, described under the subheading “Forms” later in this section, is an integral part of the inventory.

This record should be maintained until the supply of the material is depleted, and then kept in the office for seven years after the project ends, or until any disputes are resolved.

Requests to districts for PI&E materials should be in writing. TSSs will keep these requests on file. Whenever possible, the TSS should also obtain a letter from the person receiving the items reporting on the use of the items.