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 are kept and preserved according to the schedule below:

          ·      Secretary's financial records                                                                            Permanently

          ·      Treasurer's financial records                                                                            Permanently

          ·      Minutes of the Board of Directors                                                                 Permanently

          ·      Annual audit reports                                                                                              Permanently

          ·      Annual budget                                                                                                          Permanently

          ·      Permanent record of individual pupil                                                          Permanently

          ·      Records of payment of judgments against the school district        20 years

          ·      Bonds and bond coupons                                                                                   10 years

          ·      Written contracts                                                                                                    10 years

          ·      Cancelled warrants, check stubs, bank accounts statements, bills,
                  invoices, and related records                                                                        5 years

          ·      Recordings of closed meetings                                                                       1 year

          ·      Program grants                                                                                                        As determined by the grant

          ·      Nonpayroll personnel records                                                                         7 years

          ·      Payroll records                                                                                                        3 years

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-treasurer.

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-treasurer.

A perpetual inventory is maintained on consumable property of the school district.

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 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 central administrative office.  These records will be maintained by the superintendent.

The superintendent may digitally save school district records and may destroy paper copies of the records if they are more than three years old.  A properly authenticated reproduction of a microfilmed record meets the same legal requirements as the original record.

 

 

Legal Reference:  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; 279.8, .15, .16; 304 (2001).
                                       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 01-15-90                        
Reviewed 08-18-03; 03-19-12; 07-13-16
Revised 09-17-03; 04-16-12