Publications of the Princeton Regional Schools

The library receives a random selection of publications from the Princeton Regional School System. I (Gayle) am trying to decide what we need to keep, what should be cataloged and what can be discarded.
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Currently we have the PRS Policy Manual, updated every now and again, shelved behind the reference desk. This item is in the catalog.
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We also have the School Board Meeting Minutes in a binder on the same shelves. This binder is arranged by month and can hold up to three years worth of material. Earlier years I have in a file cabinet and the other day I found 2004 and 2005 in a box on the magazine shelves. How long should be keep the minutes? Should they be cataloged? Should the back years go in the Princeton Room? Be discarded?
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We also get titles such as the Comprehensive Annual Financial Report for Fiscal Year xxxx, though I can only find two years of this. They are currently uncataloged. One copy was found behind the reference desk and another in a box on the magazine shelves. What should we do with these? Catalog them? Princeton Room? Vertical File?
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All feedback is welcome!!