Care, Maintenance and Disposal of School District Records

Code No.: 805.1
CARE, MAINTENANCE AND DISPOSAL OF SCHOOL DISTRICT RECORDS
Policy: 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 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
record
5 years
 Recordings and minutes of closed
meetings
1 year
 Program grants As determined by the grant
 Non-payroll 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 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 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 high school vault and will be
retained permanently. These records will be maintained by the superintendent or her designee.
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).
Approved 2/20/89
Revised 10/21/96
Reviewed 1/17/00
Revised 8/19/02
Reviewed 12/19/05
Reviewed 6/20/11
Revised 5/2/16