Board Policies

Last revised: June 10, 2013

805.1

Preservation of School District Records

School district records shall be kept and preserved according to the schedule below:

Permanently

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

Twenty Years

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

Ten Years

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

Five Years

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

Three Years

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

Two Years

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

One Year

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

Six Months

  • All (staff, student, and Board of Education) electronic communications (email)

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, Sick Leave Bank Forms, Union due 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 school officials are authorized to destroy school records when school district records have been preserved in accordance with the above schedule.

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Date of Adoption

April 28, 1980

Date of Revision

January 9, 1989
March 10, 1997
April 8, 2002
April 28, 2003
April 26, 2004
April 9, 2007
May 14, 2012
June 10, 2013