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Code No. 706.1 District Records

Code No.  706.1
 
 
District Records
 
School district records are housed in the central administration office of the school district.  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 school district                                                        20 years
            •           Bonds and bond coupons                                           11 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 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 nonconsumable items other than real property of the school district are 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 school district.
 
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 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 school district shall be housed in the high school vault.  These records will be maintained by the superintendent.
 
The superintendent or designee may electronically duplicate school district records and may destroy paper copies of the records if they are more than three years old.  A properly authenticated reproduction of an electronically duplicated record meets the same legal requirements as the original record.
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Approved:       January 18, 1999
 
 
Revised: September 29, 2015