708 CARE, MAINTENANCE AND DISPOSAL OF SCHOOL DISTRICT RECORDS

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 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 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 vault and will be retained permanently. These records will be maintained by administration as designated 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 [or Secretary/Treasurer]

215 Board of Directors' Records

401.5 Employee Records

506 Student Records

901 Public Examination of School District Records

 

Approved   6/20/18       Reviewed    10-19-22          Revised   

 

Jen@iowaschool… Thu, 07/11/2019 - 17:53