Code Number: 808.1
District records are generally housed in the District’s central administration offices. It is the responsibility of the Superintendent or his/her designee and the Board Secretary to oversee the maintenance and accuracy of the records. District staff shall also establish and maintain a system of student records which shall include for each student a permanent office record and a cumulative record. The following records shall be kept and preserved according to the schedule below:
| Secretary’s / Treasurer’s financial records | Permanently |
| Open meeting minutes of the Board | Permanently |
| Annual audit reports | Permanently |
| Annual budget Permanently | Permanently |
| Permanent record of individual student | Permanently |
| School election results | Permanently |
| Real property records (e.g. deeds, abstracts) | Permanently |
| Records of payment of judgments against the District | 20 Years |
| Bonds and bond coupons | 11 Years after maturity, cancellation, transfer, redemption, and/or replacement |
| Written contracts | 10 Years |
| Canceled warrants, check stubs, bank statements, bills, invoices, and related records | 5 Years |
| Closed session recordings and minutes | 1 Year |
| Program grants | as determined by the grant |
| Nonpayroll personnel records | 10 years after leaving the District |
| Payroll records | 3 Years |
| School meal program accounts/records | 3 years after submission of final claim for reimbursement |
In appropriate circumstances, such as a litigation hold, the District may direct that a record or records be
maintained for a longer retention period than listed above.
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 as long as required for the resolution of the issue by the agency.
An inventory of the furniture, equipment, and other non-consumable items, other than real property of the District, will be periodically conducted under the supervision of the Director of Finance.
A perpetual inventory shall be maintained of the consumable property of the District under the supervision of the Director of Finance.
The Superintendent or his/her designee may digitize or otherwise electronically retain District records and may destroy paper copies of the records. An electronic record which accurately reflects the information set forth in the original paper record, and which remains accessible for later reference meets the same legal requirements for retention as the original paper record.
Cross Reference: Board Policy 505.18-Student Records
- First Adoption:
- 1989-03-14
- Revision Adoption:
- April 22, 1997/ October 10, 2000/ July 20, 2009/ May 10, 2010/ September 28, 2015/ December 9, 2019
- Reviewed Dates:
- November 18, 2019
- Legal Reference:
-
7 C.F.R. § 210.23(c)
Iowa Code §§22.3, .7; 91A.6; 279.8; 291.6; 554D.114, 119; 614.1
281 IAC 12.3; 41.624