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 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
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 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 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 are housed in the central administration office. These records will be maintained by the superintendent.
The superintendent may microfilm or microfiche 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 microfilmed record meets the same legal requirements as the original record.
NOTE: Most of the time limits listed in this policy are 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: City of Sioux City v. Greater Sioux City Press Club, 421 N.W.2d 895 (Iowa 1988).
City of Dubuque v. Telegraph Herald, Inc., 297 N.W.2d 523 (Iowa 1980).
Iowa Code §§ 22.3, .7; 279.8, .15, .16; 304 (2007).
281 I.A.C. 12.3(6).
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 4-16-12
Reviewed
Revised
