705 - Care, Maintenance, and Disposal of District Records

District records are housed in the District office.  It is the responsibility of the Superintendent to oversee the maintenance and accuracy of the records.  The following records are 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 District – 20 years

            •           Bonds and bond coupons – 10 years

            •           Written contracts – 10 years beyond end of contract

            •           Cancelled warrants, check stubs, bank statements, bills, invoices, and related records – 5 years

            •           Minutes and recordings of closed meetings – 1 year

            •           Program grants – As determined by the grant

            •           Non-payroll personnel records – 7 years

            •           Payroll records – 3 years

Employees records are housed in the District office.  Employees records are 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 District is conducted annually under the supervision of the Superintendent.  This report is filed with the Board Secretary.

A perpetual inventory is maintained on consumable property of the District.

The permanent and cumulative records of students currently enrolled in the District are 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 is responsible for keeping these records current.  Records of students who have graduated or are no longer enrolled in the District are housed in the high school records room. These records will be maintained by the Superintendent.

The Superintendent may electronically store and/or back up or use any other reliable mass storage method to preserve District records and may destroy paper copies of the records if they are more than three (3) years old.

 

REVIEWED: 11/18/2019 - APPROVED 12/03/2019

REVIEWED: 11/18/2024