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805.10 School District Records

Permanently

  • Annual Statistical Reports
  • FICA & IPERS Reports
  • Applications of those hired
  • Individual Payroll Records
  • Articles of Incorporation
  • Legal Cases
  • Attendance Records
  • Local Education Agency – Certified Annual Report
  • Audit Reports
  • Oath of Office for Board Members
  • Applications of those hired
  • Individual Payroll Records
  • Board Minutes & Monthly Bills Lists
  • Resignations & Reasons for Termination
  • Bond & Coupon Register Student
  • Accident Reports (Challenged in court)
  • Budgets (Certified)
  • Student Permanent Records
  • Certified enrollment
  • Transportation Reports
  • Easements & Deeds
  • Treasurer’s Annual Reports
  • Employee Record Summary
  • Union/Association Master Contracts
  • Medicaid Files and Claims

Twenty years

  • Workers Compensation Injury Report
  • Student Accident Reports
  • Payment of Judgments Against School District

Ten years

  • Bonds and Coupons (Paid)
  • Iowa Schools Cash Anticipation Program (ISCAP)
  • Check Registers/Vendor Checks
  • Iowa School Joint Investment Trust (ISJIT)
  • Employee Contracts
  • Construction Contracts & Files
  • SES Reports
  • SPED Counts

Five Years

  • Affidavits of Publication
  • Invoices (Paid)
  • Bank Statements & Cancelled Checks
  • Investment Records
  • Board Correspondence
  • Iowa Workforce Reports
  • Budget Estimate Worksheets
  • Pentamation-Live data for Finance & Human Resources
  • EEO-5 Reports
  • Phase I, II, and III Reports
  • Federal Program Files
  • Receipt Copies
  • Financial Correspondence
  • Sales Tax Refund Claims
  • Flexible Spending Account Enroll. Forms
  • Secretary’s Monthly Financial Reports
  • Flexible Spending Account Payments
  • Tuition Applications
  • Fixed Asset Addition & Deletion Cards
  • Unemployment Claims
  • Food Service Financial Reports
  • Vandalism Reports
  • Free and Reduced Lunch Applications
  • Vehicle List Updates
  • Fuel Tax Refund Claims
  • W-2, W-3, W-4, 941 and 1099 Forms
  • Insurance Policies including fidelity bonds of officials
  • Nursing Daily Log and Medication Administration Records

Three Years

  • Building Administrative Minutes
  • Garnishment Records
  • Bid Files
  • Iowa Child Labor Forms (Work Permits)
  • Cabinet Minutes
  • Nomination Papers
  • Citizen Petitions
  • Rental Contracts
  • Elementary Field Trip Permission Slips Signed by Parents

Two Years

  • Annual Requisitions
  • Time Sheets
  • Annuity Company Monthly Invoices
  • Field Trip Requests
  • Board Agenda
  • Work Orders & Supply Requisitions
  • Payroll Authorizations (Green Sheets)
  • Bus Pre-Trip Inspection Forms
  • Student Cumulative Record

One Year

  • Minutes & Audio Tapes of Closed Session Board Meetings
  • Payroll Job Stream Reports

Miscellaneous

  • Board policies – retained until superseded with new policy
  • Enrollment for insurance, direct deposit – as long as current
  • Job Applications – minimum one year
  • Maintenance & Warranty Agreements – life of agreement
  • Property Accounting Printouts – destroy when superseded by new one
  • Savings Bond Forms
  • Forms – destroy when superseded by new one
  • Underground Storage Tank Level Sensor Records – keep one year after life of tank
  • I-9 Minimum of three years or one year following termination of Employment

Appropriate District officials, as determined by the Superintendent/designee, are authorized to destroy District records when District records have been preserved in accordance with the above schedule. Paper records containing protected information will be shredded and electronic records will be electronically erased.

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 253 (Iowa 1980).
281 I.A.C. 12.3(6).

Cross Reference:
500 Series Appendix A Regulations on Student Records
805.21 Personnel Records Management
805.30 Student Records
1001.60 Examination of School District Records

Approved:
February 20, 1989

Reviewed:
November 7, 2007
January 20, 2014
July 16, 2018

Revised:
December 13, 2007
January 20, 2014
July 16, 2018