Code No.: 805.1
CARE, MAINTENANCE AND DISPOSAL OF SCHOOL DISTRICT RECORDS
Policy: 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
Open meeting minutes of the Board of
Annual audit reports Permanently
Annual budget Permanently
Permanent record of individual pupil Permanently
School election results Permanently
Real property records (e.g., deeds,
Records of payment of judgments
against the school district
Bonds and bond coupons 11 years after maturity, cancellation, transfer,
redemption, and/or replacement
Written contracts 10 years
Cancelled warrants, check stubs, bank
statements, bills, invoices, and related
Recordings and minutes of closed
Program grants As determined by the grant
Non-payroll personnel records 10 years after leaving district
Employment applications 2 years
Payroll records 3 years
School meal programs
3 years after submission of the final claim for
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 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
shall be housed in a fire resistant safe or vault or electronically with a secure backup file. 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 high school vault and will be
retained permanently. These records will be maintained by the superintendent or her designee.
Special education records shall be maintained in accordance with law.
The superintendent may digitize or otherwise electronically retain school district records and may destroy
paper copies of the records. 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(c).
Iowa Code §§ 22.3; 22.7; 91A.6; 279.8; 291.6; 554D.114; 554D.119;
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
City of Dubuque v. Telegraph Herald, Inc., 297 N.W.2d 523 (Iowa 1980).
Code No.: 805.1