Accepting Product Documentation

The USDA requires that sponsors of the Child Nutrition Programs (CNPs) must maintain all menu documentation on file in accordance with the records retention requirements for the CNPs. This documentation must be current and available for the CSDE's Administrative Review of the sponsor's CNPs.

The CSDE recommends maintaining original CN labels from the product carton and PFS forms in a designated binder or folder for easy reference. Digital photos and scans of CN labels and electronic copies of PFS forms should be stored in an easily accessible electronic folder.

General Guidance

• Accepting Processed Product Documentation in the CACFP (CSDE)
• Accepting Processed Product Documentation in the School Nutrition Programs (CSDE)
• Accepting Processed Product Documentation in the SFSP (CSDE)
• Food Buying Guide for Child Nutrition Programs (USDA)
• USDA Memo SP 05-2025, CACFP 04-2025, and SFSP 02-2025: Guidance for Accepting Processed Product Documentation for Meal Pattern Requirements
• Yield Study Form for the Child Nutrition Programs (CSDE)

Records Retention Requirements

• Records Retention Requirements for the School Nutrition Programs (CSDE)
• Records Retention Requirements for the CACFP (CSDE)
• Records Retention Requirements for the SFSP (CSDE)