708 - Care, Maintenance, and Disposal of School District Records

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: 

• 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 
• Real property records (e.g., deeds, abstracts)                                Permanently 
• Records of payment of judgments against the school district   20 years 
• Bonds and bond coupons                                                                         11 years 
• Written contracts                                                                                           11 years 
• Cancelled warrants, check stubs, bank                                               5 years
• Statements, bills, invoices, and related record                                          
• Recordings of closed meetings                                                               1 year 
• Program grants                                                                                                As determined by the grant 
• Nonpayroll personnel records                                                                   7 years after leaving district
• Payroll personnel records                                                                           3 years after leaving the district 
• Payroll records                                                                                               3 years

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 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.

The district may microfilm, microfiche, or digitally scan school district records and may destroy paper copies of records. A properly authenticated reproduction of a digitized record meets the same legal requirements as the original record.

 

 

Legal Reference: 7 C.F.R. § 210.23(c).
                                     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: 206.3 Secretary [or Secretary/Treasurer]
                                     215 Board of Directors' Records
                                     401.5 Employee Records
                                     506 Student Records
                                     901 Public Examination of School District Records

Approved by the North Tama Board of Education on 5-16-16
Approved by the North Tama Board of Education on 8-16-21
Approved by the North Tama Board of Education on 7-17-23