825 - Care, Maintenance, and Disposal of District Records

BUSINESS  PROCEDURES

Series 800

Policy Title: Care, Maintenance, and Disposal of School District Records

Code No.: 825

 

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 records

5 years

5 years   

  • Recordings and minutes of closed meetings

1 year
  • Program grants

As determined by the grant
  • Nonpayroll personnel records
  • Payroll personnel records

7 years after leaving district

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 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 Adams Elementary 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.

 

Date of Adoption/Review/Revision:

June 2023

August 2024

April 2025