School District records shall be housed in the central administration office of the 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 maintained in the central administration office of the District by the Superintendent, the building administrator, the employee's immediate supervisor, and the School Business Official/Board Secretary.
An inventory of the furniture, equipment, and other nonconsumable items other than real property of the District shall be conducted annually under the supervision of the Superintendent. This report shall be filed with the School Business Official/Board Secretary. A perpetual inventory shall be maintained on consumable property of the District.
The permanent and cumulative records of students currently enrolled in the District shall be maintained in the administration office of the attendance center where the student attends. Permanent records must be preserved in a manner safe from destruction by fire or other natural disaster. The building administrator shall be responsible for keeping records current. Records of students who have graduated or are no longer enrolled in the District shall be preserved and will be maintained by the Superintendent.
The Superintendent may electronically store and/or backup or use other reliable mass storage method to preserve District records and may destroy paper copies of the records if they are more than three years old.
Cross Reference:
206.3 Secretary-Treasurer
218 Board of Directors' Records
401.6 Employee Records
506 Student Records
901.1 Public Examination of School District Records
Approved: September 2007
Reviewed: October 2019
Revised: October 2019