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705.1 District Records Maintained

Code 705.1

District Records Maintained

 

District records shall be housed in the administrative offices of the District or in another secure location.  It shall be the responsibility of the Board Secretary to oversee the maintenance of the records in accordance with applicable laws and policies.

The Board Secretary shall cause to be kept and preserved, according to the schedule below, the following records:

 

Record

Retention

$      The official minutes of the school board, including resolutions

Permanently

$      Board meeting agendas

2 years

$      Detailed minutes and audio tapes of closed sessions

1 year

$      A copy of board policies

Until superseded

$      Oaths of Office

Permanently with the minutes

$      Fidelity bonds of officials

5 years after expiration

$      Bids accepted

5 years

$      Bids rejected

1 years beyond audit

$      Citizen petitions

3 years after close of issue

$      Ballots

6 months after the election if not contested

$      Articles of Incorporation

Permanently

$      Records of patents, copyrights, trademarks, etc.

Permanently

Correspondence

Retention

$      Financial correspondence

5 years

$      Personnel correspondence

7 years after termination

$      Credit and collection correspondence

7 years

Correspondence

Retention

General correspondence

3 years or as long as administratively useful or of historical value

Financial Reports and Records

Retention

$      Secretary=s and Treasurer=s financial accounting records

Permanently (general ledger, annual financial report, CAR)

$      Disbursement journals/register, receipt journals/register, check register, general journals and bank statements

10 years

$      Canceled warrants, check stubs, bills, invoices, receipts, purchase orders, requisitions, petty cash vouchers, cost accounting commutations, investment records, and bank reconciliations

5 years

$      Records and reports regarding uncollectible accounts

10 years

$      Interim financial reports

5 years

$      Claims for sales tax or fuel tax refunds

5 years

$      Audits

Permanently

Budget

Retention

$      Budget estimate worksheets

5 years

$      Final budget and certification summary

Permanently

$      Budget amendments

Permanently

$      Certified enrollment official summaries

Permanently

Fixed Asset Records

Retention

$      Documents relating to fixed asset

5 years beyond disposal of fixed asset

$      Fixed asset repair records

3 years

$      Inventories

5 years

$      Documents relating to real property transactions

      (Includes such things as deeds, title opinions, abstracts, appraisals, certificate of title, title insurance, condemnation proceedings, easement and right of way agreements, plats and alterations of plats, blueprints and other structural plans or specifications and annexation files.)

Permanently

Legal Documents

Retention

$      Written contracts

10 years beyond the end of the contract

$      Purchase or service agreements for equipment or supplies

5 years after expiration

$      Record of payment of judgments against the district

20 years

$      Accidents on school property, settled out of court

10 years after settlement

$      Accidents on school property, court decisions

Permanently

$      Fire damage reports

5 years

$      Insurance policies

3 years after expiration

$      Special events permits and licenses

3 years

Bond Issues

Retention

$      Bond certificates

11 years after final recall (or possibly permanently)

$      Redeemed coupons should be stamped Apaid@

11 years

$      Bond register

Permanently

$      Records and documents pertaining to cancellation, transfer, redemption or replacement of public bonds or obligations

$      Other records related to bonds.

Preserved by the issuer or its agent for a period of not less than 11 years

During the outstanding period of the bonds, plus any refunding bonds) plus 3 years.

Student Records

Retention

$      The individual permanent record of each pupil

 

·      Special Education Records

Permanently either in its original form or electronic media except as listed next

34 CFR 300.573 requires that a school inform parents when personally identifiable information collected, maintained, or used for special education purposes is no longer needed to provide educational services to the child.  At the request of the parents, that information must be destroyed.  This does not include the permanent record information of name, address, grades, attendance record, etc., which still may be maintained without time limit.  The district may want to caution parents that there are many good reasons why they might not want their childs special education record destroyed such as the potential future need to prove disability for SSI or SS-disability purposes

·     Cumulative student records

3 Years beyond graduation date or time when student would have graduated

 

Federal Programs

Retention

$      Child nutrition records pertaining to participation, financial information, and free and reduced-price meal applications

3 years in addition to the current fiscal year.  This is the federal fiscal year, so it really is 4 years.  Records of an unresolved audit must be retained until that audit is resolved

$      JTPA contracts and claims

5 years

$      Asbestos medical records or records of licensure

Minimum of 30 years

$      Generally records related to federal aid

5 years if audited.

If there is a non-compliance problem/questioned cost, the records should be retained 3 years after settlement

Affidavits of Publication

Retention

$      Regarding budget

Until audited or 5 years

$      Regarding bond issues

5 years after final recall

$      Regarding other issues

5 years, except real estate which should be kept permanently if proof not filed with deed.

Union/Association Records

Retention

$     Negotiation records

As long as administratively useful

$     Master contracts

Permanently

$     Case files

10 years

Employee Accidents

Retention

$      Employer reports

5 years

$      OSHA reports

5 years

$      Worker compensation reports

5 years after final payment, however, if the case may result in future claims, the reports should be retained 60 years

Payroll

Retention

$     Payroll journals

60 years

$     Supporting payroll documentation

5 years

$     W-2s, W-3s, W-4s, 941s, deposits, 1099s, 1096s

5 years

$     Iowa withholding reports, job service reports

5 years

Personnel Records

Retention

$      Job descriptions

Permanently

$      Applications and resumes of those hired

60 years

$      Applications and resumes of those not hired

3 years

$      Results of tests/placements of those hired

60 years

$      Employment contracts

10 years after termination

$      Evaluations, continuing education records, employee medical exams

60 years

$     Resignations and reasons for termination

60 years

$     IPERS claims

60 years

$     Unemployment claims

5 years

$     Garnishment records

3 years beyond closure

$     Enrollments for direct deposit, insurance, etc.

As long as current

$     Health insurance payments and claims

5 years

$     EEO-4 Reports

5 years

$     EEO Plans

As long as current

 

 

The Secretary of the Board shall not be required to preserve original copies of Board of Directors' records permanently, but is authorized, after electronically storing the record, to destroy, by burning or shredding, any records.  Records stored electronically should have a secure back-up file.  A properly authenticated reproduction of any electronically stored record meets the same legal requirements as the original record.

 

Date of Review:  April 9, 2018

 

Date of Revision:

 

April 9,  2018

 

 

Legal References:

 

Chapter 22, 279.8, 291.6, 291.7, 291.8, 291.10, 721.10, Code of Iowa; 281 I.A.C. 12.3(1), 12.3(4)                  

 

 

 

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