School district records are housed in the central administration office of the school district. It is the responsibility of the superintendent and board secretary [or designees] to oversee the maintenance and accuracy of the records. The following records are kept and preserved according to the schedule below:
|Length of Time
|Secretary's financial records
|Treasurer's financial records
|Open meeting minutes of the Board of Directors
|Annual audit reports
|Permanent records of individual students
|School election results
|Real property records (e.g., deeds, abstracts, etc.)
|Records of payment of judgments against the school district
|Bonds and bond coupons
|11 years, after maturity, cancellation, transfer, redemption, and/or replacement
|Cancelled warrants, check stubs, bank statements, bills, invoices, and related records
|Recordings and minutes of closed meetings
|As determined by the grant
|Non-payroll personnel records
|7 years after leaving the district
|Payroll personnel records
|3 years after leaving the district
|School meal program accounts/records
|3 years after submission of the final claim for reimbursement
In the event that any federal or state agency requires a record to be retained for a period of time longer than that listed above for audit purposes or otherwise, the record will be retained beyond the listed period as long as is required for the resolution of the issue by the federal or state agency.
Current employee records are housed in the central administration office of the district. Records of employees no longer working for the district can be stored in a secure off-site location. Employee records will be maintained by the superintendent [or designee], the building administrator, immediate supervisor, human resources director, and the board secretary.
The permanent and cumulative records of students currently enrolled in the district are housed in the central administration office of the attendance center where the student attends. Permanent records will be housed in a fire resistant safe or vault or electronically with a secure backup file. The building administrator [or designee] is responsible for keeping these records current. Permanent records of students who have graduated or are no longer enrolled in the district will be housed in an appropriately safe and secure storage area or facility and will be retained permanently. These records will be maintained by the superintendent [or designee]. Special education records will be maintained in accordance with the law.
The superintendent [or 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 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.
Reviewed: 10/12; 12/18; 1/22
Revised: 5/15; 4/16; 8/23
Related Policy (Code #): 403.16-16R; 505.61
Legal Reference (Code of Iowa): §§ 22.3; 22.7; 91A.6; 279.8; 291.6; 554D.114; 554D.119; 614.1(13); 281 IAC 12.3(4); 41.624
IASB Reference: 708