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708 Care, Maintenance and Disposal of School District Records

Code No. 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 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 10 years
Cancelled warrants, check stubs, bank statements, bills, invoices, and related records 5 years
Recordings of closed meetings 1 year
Program grant As determined by the grant
Non-payroll personnel records 10 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).
City of Dubuque v. Telegraph Herald, Inc., 297 N.W.2d 523 (IA 1980) Iowa Code§§ 22.3, .7; 9la.6; 279.8 (2011).

Cross Reference:    
206.3  Secretary
215     Board of Directors’ Records
401.5  
Employee Records
506     
Student Records
901     
Public Examination of School District Records

Approved 1/24/18
Grinnell-Newburg School District, Grinnell, IA