NONINSTRUCTIONAL AND BUSINESS SERVICES
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 as custodian of district records, or their designee 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, invoices, and related record
5 years
Recordings and minutes of closed meetings
1 year
Program grants
As determined by the grant
Nonpayroll personnel records
7 years after leaving district
Payroll personnel records
3 years after leaving the district
Employment applications
2 years
Payroll records
3 years
School meal programs accounts/records
3 years after submission of the final claim for reimbursement
Records of complaints of sex discrimination, and conduct that reasonably may constitute sex discrimination, plus all responsive records and outcomes and training materials on this topic
7 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 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 the custodian of district records.
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 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 secondary school and will be retained permanently. These records will be maintained by the custodian of district records. Special education records shall be maintained in accordance with law.
The custodian of district records or their designee 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.
This is a mandatory policy.
NOTE: Most of the time 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.
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