School district records shall be housed in the central administration office 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:
1. Secretary's financial records Permanently
2. Treasurer's financial records Permanently
3. Minutes of the Board of Directors Permanently
4. Annual audit reports Permanently
5. Annual budget Permanently
6. Permanent record of individual pupil Permanently
7. Records of payment of judgments against
the school district 20 years
8. Bonds and bond coupons 10 years
9. Written contracts 10 years
10. Cancelled warrants, check stubs, bank
statements, bills, invoices, and
related records 5 years
11. Recordings of closed meetings 1 year
12. Program grants As determined by the grant
13. Nonpayroll personnel records 7 years
14. Payroll records 3 years
Employees' records shall be 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.
An inventory of the furniture, equipment, and other non-consumable items of a value at $2500 or higher 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.
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 high school vault. These records will be maintained by the superintendent or his/her designee.
The superintendent may store in an electronic form school district records and may destroy paper copies of the records if they are more than three years old. A properly authenticated reproduction of an electronic 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; 91a.6; 279.8 (2013).
281 I.A.C. 12.3(4).
Cross Reference: 206.3 Secretary [or Secretary/Treasurer]
215 Board of Directors' Records
401.5 Employee Records
506 Student Records
901 Public Examination of School District Records
Reviewed: 3-14-94, 2-24-14
Revised: 1-26-98, 2-9-04, 11-10-08