School district records will be 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 will be 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 10 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
School meal programs accounts/records 3 years after submission of teh final claim for reimbursement
Employees' records will be housed in the central administration office of the school district. The employees' records will be 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 will be conducted annually under the supervision of the superintendent. This report will be filed with the board secretary/business manager.
The permanent and cumulative records of students currently enrolled in the school district will be 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 will be housed in the secondary office. These records will be maintained by the superintendent.
The superintendent may digitally transfer school district records and may destroy paper copies of the records if they are more than three years old. A properly authenticated reproduction of a digitally transferred record meets the same legal requirements as the original record.
Legal Reference:
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 July 1999
Reviewed May 2021
Revised