808 - Care, Maintenance and Disposal of School District Records

School district records shall be housed in the administrative offices of the school district.  It shall be the responsibility of the superintendent to oversee the maintenance and accuracy of the records. The following records shall be 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

  statements, bills, invoices and related records              5 years

*Recordings of closed meetings                                             1 year

*Program grants                                                                       As determined by the grant

*Non-payroll personnel records                                             1 year

*Payroll records                                                                             3 years

 

Personnel records shall be housed in the administrative offices of the school district.  The personnel records shall be maintained by the superintendent, the building principal, the employee’s immediate supervisor, and the board secretary.

An inventory of the furniture, equipment, and other non-consumable items other than real property of the school district shall be conducted annually under the supervision of the superintendent. This report shall be filed with the board secretary.

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

The permanent and cumulative records of students currently enrolled in the school district shall be housed in the administrative office of the attendance center where the student attends. Permanent records must be housed in a fireproof vault. The building principal shall be responsible for keeping these records current. Records of students who have graduated or are no longer enrolled in the school district shall be housed in the central administrative office. These records will be maintained by the superintendent.

The superintendent shall, after microfilming the board’s records, destroy, by burning or shredding, paper records that have been in the superintendent's custody for three years. A properly authenticated reproduction of a microfilmed record meets the same legal requirements as the original record.

 

 

Legal Reference:  City of Dubuque v Telegraph Herald, Inc. 297 N.W.2d 523 (Iowa 1980)
                                       Iowa Code §§22.3, .7, 279.8, 279.15 - .16, 304 (1991)
                                       281 Iowa Admin. Code 12.3(6)
                                       1982 Op. Att’y Gen 3
                                       1980 Op. Att’y Gen 166, 667

Cross Reference:  401.6    General Personnel Records
                                       506        Student Records
                                       1001.1  Public Examination of School District Records

Approved:  4-23-92                          
Reviewed:  2-12-24              
Revised:  2-09-09