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