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