• 708


    Code No.  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 to oversee the maintenance and accuracy of the records.  The following records will be 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 records                                                                                                                                         5 years

                •         Recordings and minutes of closed meetings                                                                                       1 year

                •         Program grants                                                                                                   As determined by the grant

                •         Nonpayroll personnel records                                                                                                              7 years

                •         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 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 is responsible for keeping these records current.  Records of students who have graduated or are no longer enrolled in the school district are housed in the high school administration office.  These records will be maintained by the high school office personnel.

    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).

                                                  Iowa Code §§ 22.3, .7; 91a6; 279.8 (2009).

                                                  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:  05/23/2007

    Reviewed:  01/18/2007, 08/25/2011, 08/18/2016

    Revised:  12/17/2015