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708 Care, Maintenance and Disposal of School District Records

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:

            ·         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

            ·         Nonpayroll personnel records                                             7 years

            ·         Payroll records                                                                    3 years

Employees' records shall be housed in the central administration office of the school district.  The employees' records shall be maintained by the superintendent, the building administrator, the employee's immediate supervisor, and the board secretary.

An inventory of the furniture, equipment, and other nonconsumable 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 central office.

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 central administration office of the attendance center where the student attends.  Permanent records must be housed in a fireproof vault.  The building administrator 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 administration office of the attendance center where the student attends..  These records will be maintained by the principal.

 

The superintendent may microfilm or microfiche school district records and may destroy paper copies of the records if they are more than three years old.  A properly authenticated reproduction of a microfilmed 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; 279.8, .15, .16; 304 (1995).

                                  281 I.A.C. 12.3(6).

 

Cross Reference:        206.3  Secretary

                                  215     Board of Directors' Records

                                  401.5  Employee Records

                                  506     Student Records

                                  901     Public Examination of School District Records

Approved:      6/9/97                 Reviewed:      12/00

                                                                     11/06

                                                                     12/08  

                                                                      09/18