School district records are housed in the central administration office of the school district. It is the responsibility of the superintendent and board secretary to oversee the maintenance and accuracy of the records. The following records are kept and preserved according to the schedule below:
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Secretary’s financial records Permanently
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Treasurer’s financial records Permanently
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Open meeting minutes of the Board Directors Permanently
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Annual audit reports Permanently
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Annual budget Permanently
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Permanent record of individual pupil Permanently
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School election results Permanently
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Real property records (e.g., deeds, abstracts) Permanently
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Records of payment of judgments against the school district. 20 years
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Bonds and bond coupons 11 years after maturity, cancellation, transfer, redemption, and/or replacement
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Written contract 11 years
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Canceled warrants, check stubs, bank statements 5 years statements, bills, invoices and related record
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Recordings and minutes of closed meetings 1 year
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Program grants As determined by the grant
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Nonpayroll personnel records 7 years after leaving district
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Payroll personnel records 3 years after leaving the district
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Employment applications 2 years
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Payroll records 3 years
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School meal programs accounts/records 3 years after submission of the final claim for reimbursement
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Records of complaints of sex discrimination, 7 years
and conduct that reasonably may constitute
sex discrimination, plus all responsive records
and outcomes and training materials on this
topic.
In the event that any federal or state agency requires a record be retained for a period of time longer than that listed above for audit purposes or otherwise, the record shall be retained beyond the listed period as long as is required for the resolution of the issue by the federal or state agency.
Employees' records are housed in the central administration office of the school district. The 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 school district is conducted annually under the supervision of the superintendent. This report is filed with the board secretary.
The permanent and cumulative records of students currently enrolled in the school district are housed in the central administration office of the attendance center where the student attends. Permanent records shall be housed in a fire resistant safe or vault or electronically with a secure backup file. The building administrator is responsible for keeping these records current. Permanent records of students who have graduated or are no longer enrolled in the school district are housed in the central office and will be retained permanently. These records will be maintained by the superintendent. Special education records shall be maintained in accordance with law.
The superintendent may digitize or otherwise electronically retain school district records and may destroy paper copies of the records. An electronic record which accurately reflects the information set forth in the paper record after it was first generated in its final form as an electronic record, and which remains accessible for later reference meets the same legal requirements for retention as the original paper record.
NOTE: Most of the time limits listed in this policy are based on legal requirements. Where the law is silent, best practice time limits have been developed. Prior to changing any of the time limits listed, it is recommended that local counsel be contacted.
Legal Reference:
7 C.F.R. § 210.23(c).
34 C.F.R. 106.8
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:
206.03 Secretary
215 Board of Directors' Records
215E1 Board of Directors Records - Board Meeting Minutes
401.05 Employee Records
401.05R1 Employee Records - Regulation
506.01 Education Records Access
506.01R1 Education Records Access - Regulation
506.01E1 Education Records Access - Request of Nonparent for Examination or Copies of Education Records
506.01E2 Education Records Access - Request of Nonparent for Examination or Copies of Education Records
506.01E3 Education Records Access - Request for Hearing on Correction of Education Records
506.01E4 Education Records Access - Request for Examination of Education Records
506.01E5 Education Records Access -Notification of Transfer of Education Records
506.01E6 Education Records Access - Letter to Parent Regarding Receipt of a Subpoena
506.01E7 Education Records Access - Juvenile Justice Agency Information Sharing Agreement
506.01E8 Education Records Access - Annual Notice
901 Public Examination of School District Records
Approved: 5/10/1993 Reviewed: 04/10/2025 Revised: 04/10/2025