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
