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708 Care, Maintenance and Disposal of School District Records

Code No. 708


School district records are housed in the central administration office of the schooldistrict.  It is the responsibility of the superintendent 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 pupil                                         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                                                                         11 years

Cancelled warrants, check stubs, bank statements, bills,            5 years

invoices, and related records

Recordings of closed meetings                                                    1 year

Program grant                                                                               As determined by the grant

Non-payroll personnel records                                                     7 years after leaving district

Employment applications                                                             2 years

Payroll records                                                                              3 years

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 about 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.

Employees' records are housed in the central administration office of the school district. The employees' 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 periodically under the supervision of the superintendent.  This report is filed with the board secretary.

The permanent and cumulative records of students currently enrolled in the school district are housed in the central administration office of the attendance center where the student attends.  Permanent records must 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 electronically 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 digitize or otherwise electronically retain school district records and may destroy paper copies of the records. An electronic record which accurately reflects the information set forth in the paper record after it was first generated in its final form as an electronic record, and which remains accessible for later reference meets the same legal requirements for retention as the original paper record.

Note: Most of the limits listed in this policy are based on legal requirements. Where the law is silent, best practice time limits have been developed. Prior to changing any of the time limits listed, it is recommended that local counsel be contacted.

Legal Reference:

7 C.F.R. § 210.23(c). 

Iowa Code §§ 22.3; 22.7; 91A.6; 279.8; 291.6; 554D.114; 554D.119; 614.1(13).

281 I.A.C. 12.3(4); 41.624.

City of Sioux City v. Greater Sioux City Press Club, 421 N.W.2d 895 (Iowa 1988).

Cross References:                 206.3            Secretary

                                               215            Board of Directors’ Records

                                               401.5            Employee Records

                                               401.5R1        Employee Records - Regulation

                                               506.1            Education Records Access

                                                506.1R1        Education Records Access - Regulation

                                                506.1E1    Education Records Access - Request of Nonparent for Examination or Copies of Education                                                                              Records

                                                506.1E2    Education Records Access - Authorization for Release of Education Records

                                                 506.1E3    Education Records Access - Request for Hearing on Correction of Education Records

                                                  506.1E4    Education Records Access - Request for Examination of Education Records

                                                   506.1E5    Education Records Access - Notification of Transfer of Education Records

                                                   506.1E6    Education Records Access - Letter to Parent Regarding Receipt of a Subpoena

                                                    506.1E7    Education Records Access - Juvenile Justice Agency Information Sharing Agreement

                                                    506.1E8    Education Records Access - Annual Notice

                                                     901    Public Examination of School District Records

Approved: , Reviewed: 1/10/18, Revised: 9/13/23

Grinnell-Newburg School District, Grinnell, IA