708 - Care, Maintenance and Disposal of School District Records

School district records are housed in the central administration office of the school district. It is the responsibility of the superintendent and board secretary to oversee the maintenance and accuracy of the records. The following records are kept and preserved according to the schedule below:

Secretary's financial records	Permanently
Treasurer's financial records	Permanently
Open meeting minutes of the Board of Directors	Permanently
Annual audit reports	Permanently
Annual budget	Permanently
Permanent record of individual pupils	Permanently
School election results	Permanently
Real property records (e.g., deeds, abstracts)	Permanently
Records of payment of judgments against the school district	20 years
Bonds and bond coupons	11 years after maturity, cancellation, transfer, redemption, and/or replacement
Written contracts	10 years
Cancelled warrants, check stubs, bank statements, bills, invoices, and related record Federal Programs         5 years	5 years
Recordings and minutes of closed session meetings	1 year
Program grants	As determined by the grant
Nonpayroll personnel records Employee records, except payroll and salary records         Minimum of 1 year after termination of employment	5 years after leaving district
Employment applicant records   Minimum of 1 year after position is filled
Employee payroll and salary records	Minimum of 3 years after payment
School meal programs accounts/records	3 years after submission of the final claim for reimbursement

In the event that any federal or state agency requires a record be retained for a period of time longer than that listed above for audit purposes or otherwise, the record shall be retained beyond the listed period as long as is required for the resolution of the issue by the federal or state agency.

Official personnel records are housed in the central administration office of the school district. These employee records are maintained by the superintendent, the building administrator, the employee's immediate supervisor, and the board secretary.

An inventory of the furniture, equipment, and other non-consumable items other than real property of the school district is conducted annually under the supervision of the superintendent. This report is filed with the business manager.

Permanent records shall be housed in a fire resistant safe or vault or electronically with a secure backup file.  The building administrator is responsible for keeping these records current. Permanent records of students who have graduated or are no longer enrolled in the school district are housed in the central administration office of the school district and will be retained permanently. These records will be maintained by the superintendent. Special education records shall be maintained in accordance with law.

The superintendent may convert school district records to an electronic format and may destroy paper copies of the records once converted.  A properly authenticated electronic reproduction of a paper record meets the same legal requirements as the original record.

 

 

Approved:  11-18-93             
Reviewed:  10-09-05, 11-09-99, 11-12-02, 12-12-05, 11-15-09, 06-11-12, 5-14-18
Revised:  02-16-06, 08-13-12, 12-14-15, 9-13-22