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708 CARE, MAINTENANCE AND DISPOSAL OF SCHOOL DISTRICT RECORDS

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

 

Adopted:                     4-11-83

 

Reviewed:                   3-14-94, 2-24-14
 

Revised:                      1-26-98, 2-9-04, 11-10-08