NONINSTRUCTIONAL AND BUSINESS SERVICES
708 - CARE, MAINTENANCE AND DISPOSAL OF SCHOOL DISTRICT RECORDS
School district records shall be housed in the central administration office of the school district. It shall be the responsibility of the superintendent to oversee the maintenance and accuracy of the records. The following records shall be kept and preserved according to the schedule below:
Secretary's financial records
Permanently
Treasurer's financial records
Permanently
Minutes of the Board of Directors
Permanently
Annual audit reports
Permanently
Annual budget
Permanently
Permanent record of individual pupil
Permanently
Records of payment of judgments against the school district
20 years
Bonds and bond coupons
10 years
Written contracts
10 years
Canceled warrants, check stubs, bank statements, bills, invoices, and related records
5 years
Recordings of closed meetings
1 year
Program grants
As determined by the grant
Nonpayroll personnel records
7 years
Payroll records
3 years
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 shall be housed in the central administration office of the school district. The employees' records shall be 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 shall be conducted annually under the supervision of the superintendent. This report shall be filed with the board secretary.
A perpetual inventory shall be maintained on consumable property of the school district.
The permanent and cumulative records of students currently enrolled in the school district shall be housed in the central administration office of the attendance center where the student attends. Permanent records must be housed in a fireproof vault. The building administrator shall be responsible for keeping these records current. Records of students who have graduated or are no longer enrolled in the school district shall be housed in the secondary school. These records will be maintained by the superintendent.
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 time limits listed in this policy are 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: 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).
Iowa Code §§ 22.3, .7; 279.8, .15, .16; 304 (1995).
281 I.A.C. 12.3(6).
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 6/20/96
Reviewed 2/15/16
Revised 2/15/16, 4/18/22