School district records are housed in the central administration office of the school district. It is the responsibility of the superintendent and board secretary as custodian of district records, will 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
Open meeting minutes of the Board of Directors Permanently
Annual audit reports Permanently
Annual budget Permanently
Permanent record of individual pupil Permanently
School election results 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 after maturity, cancellation, transfer, redemption, and/or replacement
Written contracts 11 years
Cancelled warrants, check stubs, bank statements, bills,
invoices, and related record 5 years
Recordings and minutes 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
Employment applications 2 years
Payroll records 3 years
School meal programs accounts/records 3 years after submission of the final claim for reimbursement
Records of complaints of sex discrimination, and
conduct that reasonably may constitute sex discrimination,
plus all responsive records and outcomes and training
materials on this topic 7 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 employees' records are maintained by the superintendent, the building administrator, the employee's immediate supervisor, and the custodian of district records.
An inventory of the furniture, equipment, and other nonconsumable 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 secure backups . 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 main office and will be retained permanently. These records will be maintained by the custodian of district records. Special education records shall be maintained in accordance with law.
To the extent allowed by law the custodian of district records or their designee may digitize or otherwise electronically retain school district records and may destroy paper copies of the records. Necessary records related to the Child Nutrition Program must be retained in their original form during the retention period. 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.
Legal Reference: 7 C.F.R. § 210.23 .
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).
I.C. Iowa Code Description
Iowa Code § 22.3 Open Records - Supervision
Iowa Code § 22.7 Confidential Records
Iowa Code § 279.8 Directors - General Rules - Bonds of Employees
Iowa Code § 291.6 Board Officers - Duties of Secretary
Iowa Code § 554D.114 Records - Electronic - Retention
Iowa Code § 554D.119 Records - Electronic - Creation, Retention
Iowa Code § 614.1 Limitations of Action - Period
Iowa Code § 91A.6 Wage Payment Collection - Notice and Recordkeeping
I.A.C. Iowa Administrative Code Description
281 I.A.C. 12.3 Administration
281 I.A.C. 41.624 Special Education - Information Procedures
C.F.R. - Code of Federal Regulations Description
34 C.F.R. 106.8 Designation of Coordinator, dissemination of policy, and adoption of grievance procedures
7 C.F.R. § 210.23 Agriculture - National School Lunch Program
Case Law Description
City of Sioux City v. Greater SC Press Club 421 N.W.2d 895 (Iowa 1988)
Cross References Description
206.03 Secretary (I, II)
215 Board of Directors' Records
215-E(1) Board of Directors' Records - Board Meeting Minutes
401.05 Employee Records
401.05-R(1) Employee Records - Regulation
506.01 Education Records Access
506.01-R(1) Education Records Access - Regulation
506.01-E(1) Education Records Access - Request of Nonparent for Examination or Copies of Education Records
506.01-E(2) Education Records Access - Authorization for Release of Education Records
506.01-E(3) Education Records Access - Request for Hearing on Correction of Education Records
506.01-E(4) Education Records Access - Request for Examination of Education Records
506.01-E(5) Education Records Access - Notification of Transfer of Education Records
506.01-E(6) Education Records Access - Letter to Parent Regarding Receipt of a Subpoena
506.01-E(7) Education Records Access - Juvenile Justice Agency Information Sharing Agreement
506.01-E(8) Education Records Access - Annual Notice
901 Public Examination of School District Records
Approved: 5/16/2016, 8/16/2021, 7/17/2023, 7/22/2026
Reviewed: 6/17/2026
Revised: 6/17/202
