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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 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 record               5 years
    Recordings and minutes of closed meetings                 1 year
    Program grants                                                              As determined by the grant
    Nonpayroll 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 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.

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 nonconsumable items other than real property of the school district is conducted annually 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 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 [insert location] 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.

 

 

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 (Iowa 1980).

 

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 July 2000                           

Reviewed October 2016             

Revised  April 2011