708 Care, Maintenance And Disposal Of 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
  • School Election Results    Permanently
  • Real Estate Property Records (deeds, abstracts)    Permanently
  • Records of payment of judgments against

the school district    20 years

  • Bonds and bond coupons    11 years after maturity,

        cancellation, transfer

        redemption or replacement

  • Written contracts    11 years
  • Canceled 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 after leaving district
  • Payroll records    3 years
  • School Meal Programs/account/records    3 years after submission of final         claim for reimbursement

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  non consumable  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 board secretary.

A perpetual inventory shall be maintained of 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 at the high school.  These records will be maintained by the superintendent or designee.

The  superintendent/designee  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 records.

 

Legal Reference:    

7 C.F.R. § 210.23(c). 

Iowa Code §§ 22.3; 22.7; 91A.6; 279.8; 291.6; 554D.114; 554D.119; 614.1(13).

281 I.A.C. 12.3(4); 41.624.

City of Sioux City v. Greater Sioux City Press Club, 421 N.W.2d 895 (Iowa 1988)

 

Cross Reference:    215 Board of Directors’ Records

            401.5 Employee Records

            506 Student Records

            901 Public Examination of School Records

 

Approved December 13, 2004

Reviewed December 11, 2023

Revised January 8, 2023