School district records are housed in the central administration office of the school district. It is the responsibility of the superintendent and board secretary as custodian of district records, or their designee, to oversee the maintenance and accuracy of the records. The following records are kept and preserved according to the schedule below:
| Record | Length of Time |
| Board Secretary's Financial Records | Permanently |
| Board Treasurer's Financial Records | Permanently |
| School Board Election Results | Permanently |
| Board of Directors Open Meeting Minutes | Permanently |
| Recordings and Minutes of Closed Board Meetings | 1 year |
| Individual Student's Permanent Records | Permanently |
| Annual Audit Reports | Permanently |
| Annual Budgets | Permanently |
| Real Property Records (e.g. Deeds, Abstracts, etc.) | Permanently |
| Records of Payments of Judgements Against the District | 20 years |
| Bonds and Bond Coupons | 11 years after maturity, cancellation, transfer, redemption, and/or replacement |
| Written Contracts | 11 years |
| Cancelled Warrants, Check Stubs, Bank Statements, Bills, Invoices, and Related Records |
5 years |
| School Meal Program Accounts and Records | 3 years after submission of the final claim for reimbursement |
| Program Grants | As determined by the grant |
| Non-Payroll Personnel Records | 7 years after leaving the district |
| Payroll Personnel Records | 3 years after leaving the district |
| Payroll Records | 3 years |
| Employment Applications | 2 years |
| Records of complaints of sex discrimination and conduct that reasonably may constitute sex discrimination, plus all responsive records, outcomes, and training materials on the topic | 7 years |
| District Emails | At least 1 year, unless otherwise specified by law based on the subject matter of the email |
| Surveillance Video Footage | 30 days |
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 shall be retained beyond the listed period as long as is required for the resolution of the issue by the federal or state agency.
Employee records are housed in the central administration office of the district. Employee records are maintained by the superintendent, the building administrator, the employee’s immediate supervisor, the human resources director, and the custodian of district records.
An inventory of the furniture, equipment, and other nonconsumable items other than real property of the 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 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 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 custodian of district records. Cumulative records will be maintained for a period of at least five years after the student graduates or otherwise ends enrollment in the district. Special education records shall be maintained in accordance with applicable federal or state law.
The custodian of district records 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.
District officers, administrators, and employees are strongly encouraged to use district-provided accounts and devices to conduct all district business. If an officer, administrator, or employee conducts district business on a personal device or account, the individual is hereby notified that those constitute records of the district and must be retained in accordance with this policy. Furthermore, records of the district that exist on an individual’s personal device or account may be subject to disclosure upon a Freedom of Information Act (FOIA) request.
Adopted: 6/99
Reviewed: 10/12; 12/18; 1/22
Revised: 5/15; 4/16; 8/23; 7/25
Related Policy: 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
Mandatory Policy