8605: Retention of District Records

Gooding Jt. School District 231

 

NONINSTRUCTIONAL OPERATIONS                                                                              8605

 

Retention of District Records

 

In compliance with Idaho Code, the Board of Trustees establishes the following guidelines to provide administrative direction pertaining to the retention and/or disposal of District records. This schedule likewise identifies the anticipated physical location where such records may be kept or maintained by the District, in addition to the possible document retention of all categories of records on the school’s servers and computer systems.

 

The District’s Public Records Custodian(s), in conjunction with the Superintendent, or designee, is responsible for the maintenance, safeguarding, and destruction of the District’s records. Performance of such duties shall be in cooperation with the District’s Business Office, Directors of Maintenance and Transportation, Technology Coordinator, the Principals at the school’s buildings, and other administrative personnel employed by the District. However, each school employee is likewise responsible for having knowledge of this policy and the requirement to safeguard the District’s records, electronic or otherwise, consistent with the chart below.

 

The District’s Public Records Custodian(s) shall work in conjunction with the District’s Technology department to assure that the school’s staff is aware of the routine destruction of electronic District records, including emails, such that they are able to assure that the District’s public records are retained consistent with this schedule, regardless of whether they are maintained in a hard copy or an electronic copy. In such a process, the District’s employees need to retain District records included on the schedule below, particularly student educational records, personnel records, and investigative records, in a format that is not part of the District’s routine electronic records destruction and/or notify the technology personnel of the District that a particular document is not to be destroyed as part of the routine destruction of electronic records.

 

Unless otherwise prohibited by applicable law, all District records may be maintained electronically and/or in hard physical copy.

 

Method of Destroying Official Records

 

The District’s official records, and any copy thereof that may be deemed to be confidential and/or not intended to be disseminated to the public, will be shredded before disposal.

 

Destruction of Electronic Mail/e-mail

 

The District will store electronic mail/e-mails for a maximum period of five (5) years after employment has ended. All email will be automatically deleted from the District’s system at the end of this retention period. It is the responsibility of every district employee to assure that District documents that need to be retained for a longer period of time due to federal law, State law, or the provisions of this policy are retained accordingly and in a different format than electronic mail. An employee’s failure to retain District documents accordingly could serve as a basis for discipline, up to and including possible termination.

Suspending of Destroying Official Records

 

The District will immediately cease the destruction of all relevant records, including electronic records, even if destruction is authorized by an approved Retention Schedule, for the following reasons:

 

  1. If the District receives a public records request;
  2. If the District believes that an investigation or litigation is imminent; or
  3. If the District is notified that an investigation or litigation has commenced.

 

The Public Records Custodian(s) and Superintendent are responsible for carrying out this policy.

 

If relevant records exist in electronic formats (such as email, digital images, word processed documents, databases, backup tapes, etc.) the District’s Administrative personnel shall notify its information technology staff to cease the destruction of records relating to the subject matter of the suit/potential suit or investigation. Failure to cease the destruction of relevant records could result in penalties against the District.

 

District records shall be retained and/or disposed of as follows:

 

DISTRICT RECORDS RETENTION SCHEDULE

 

Retention Codes

 

AC—After closed, terminated, completed, expired, settled, or last date of contact

FE—Fiscal Year End (June 30th)

 

LA—Life of Asset

PM—Permanent

US—Until Superseded

DO – District Office

SB – School Buildings

DM – District Maintenance

DT – District Transportation

RECORDS DESCRIPTION

RETENTION PERIOD

 

ADMINISTRATION—ATTENDANCE–ANNUAL ATTENDANCE SUMMARIES BY BUILDING

PM

DO, SB

ADMINISTRATION—ATTENDANCE—Enrollment attendance data

3 yr

DO, SB

ADMINISTRATION—BALLOTS AND OATHS OF ELECTION—until canvassed and recorded in the minutes

Not less than 8 months following election

DO

ADMINISTRATION—BALLOTS FOR BOND ELECTIONS

a.  Not less than 60 days after bonds have been delivered to purchaser

b. Not less than 8 months following bond election

DO

ADMINISTRATION—CONTRACTS AND LEASES

 

AC +6 yr

DO

ADMINISTRATION—GENERAL CORRESPONDENCE

3 yr

DO, SB

ADMINISTRATION—DONATION/GIFT RECORDS

PM

DO, SB

ADMINISTRATION—BOARD MEETINGS—AGENDA AND MINUTES: Official minutes and agenda of open meetings

PM

DO

ADMINISTRATION—BOARD MEETINGS—CLOSED: Certified agendas or tape recordings of closed meetings

PM—Restricted Access

DO

ADMINISTRATION—ORGANIZATION CHARTS: Any documentation that shows program accountability

PM

DO, SB, DM, DT

ADMINISTRATION—EDUCATION PROGRAM REVIEW RECORDS

AC+3 yr

DO, SB

ADMINISTRATION—OFFICIAL STATE DEPARTMENT REPORTS

PM

DO

ADMINISTRATION—SCHOOL CERTIFICATION REPORTS

PM

DO

ANNUAL REPORTS

PM

DO

APPEAL AND REVIEW RECORDS—Records may include but are not limited to narrative history or description of appeal; minutes and testimony; exhibits; reports and findings of fact; final orders, opinions, conclusions, or decisions; audio recordings; hearing schedules and lists of participants; and related correspondence and documentation.

PM

DO

BOARD MEMBER RECORDS—Series documents board activities and serves as a reference source for board members. Records may include but are not limited to correspondence, plans, statements of goals and objectives, minutes, committee reports, budgets, financial statements, reports, and other reference material. Records are often compiled in a notebook for each member.

AC+3 yr

NOTE: Some materials may warrant long-term retention. These materials should be reviewed for archival materials.

DO

BOARD RECORDS—Series documents the official proceedings of the board meetings. Records may include agendas; minutes; meeting notices; items for Board action; contested case hearings schedules; committee reports; exhibits; and related correspondence and documentation. Records may also include audio recordings of meetings used to prepare summaries.

PM

DO

COMPUTER SYSTEMS-BACKUPS—Backups on tape, disk, CD, DVD, etc.

CAUTION: Records stored in this format can be subpoenaed during litigation.

US or 1 year

DO

EQUIPMENT-HISTORY FILE—Equipment service agreements, includes maintenance agreements, installation, and repair logs, etc.

LA+3 yr

DO, DM, DT

EQUIPMENT MANUALS—Instruction and operating manuals

LA

DO, SB, DM, DT

EQUIPMENT WARRANTIES

AC+1 yr

DO, SB, DM, DT

FACILITIES OPERATIONS-APPRAISALS—Building or property

3 yr

DO

FACILITIES OPERATIONS-BUILDINGS PLANS AND SPECIFICATIONS—Includes architectural and engineering drawings, etc.

PM

For leased structures retain AC+2

DO, DM

FACILITIES OPERATIONS-BUILDINGS, CONSTRUCTION CONTRACT, INSPECTION RECORDS AND PROJECT FILES—Building construction contracts, surety bonds and inspection records, Planning, design, construction records, and all bids, etc.

LA

DO, SB, DM

FACILITY OPERATIONS—DAMAGE REPORTS; LOST AND STOLEN PROPERTY REPORTS

FE+3 yr

DO, SB, DM, DT

FACILITY OPERATIONS-PROPERTY DISPOSAL RECORDS—Documenting disposal of inventoried property

PM

DO

FACILITY OPERATIONS-PROPERTY MANAGEMENT SEQUENTIAL NUMBER LOGS—Property logs

US+3 yr

DO, SB, DM

FACILITY OPERATIONS-SECURITY ACCESS RECORDS—Documents the issuance of keys, identification cards, passes, passwords, etc.

AC+2 yr

AC=Until superseded, date of expiration, or date of termination, whichever is sooner

DO, SB, DM

FACILITY OPERATIONS-SURPLUS PROPERTY SALE REPORTS

PM

DO, DM

FACILITY OPERATIONS-UTILITY USAGE REPORTS

1 yr

DO, DM

FACILITY OPERATIONS-VEHICLE OPERATION LOGS

1 yr

DO, DT

FISCAL-ACCOUNTS PAYABLE/RECEIVABLE LEDGERS

FE+3 yr

DO, SB

FISCAL-ANNUAL FINANCIAL REPORTS

PM

DO, SB, DM, DT

FISCAL-ANNUAL OPERATING BUDGETS

FE+3 yr

DO, SB, DM, DT

FISCAL-APPROPRIATION REQUESTS—Includes any supporting documentation in the appropriation request

FE+3 yr

DO, SB, DM, DT

FISCAL-FINAL AUDIT REPORTS

PM

DO, SB

FISCAL-BANK STATEMENTS

FE+3 yr

DO, SB

FISCAL-CANCELLED CHECKS—Stubs/Warrants/Drafts

FE+3 yr

DO, SB

FISCAL-CAPITAL ASSET RECORDS

LA+3 yr

DO, SB, DM, DT

FISCAL-CASH RECORDS—Cash deposit slips; cash receipts log

FE+3 yr

DO, SB

FISCAL-DEEDS AND EASEMENTS—Proof of ownership and right-of-way on property

PM

DO

FISCAL-detail chart of accounts—One for all accounts in use for a fiscal year

FE+3 yr

DO, SB

FISCAL-EXPENDITURE JOURNAL OR REGISTER

FE+3 yr

DO, SB

FISCAL-EXPENDITURE VOUCHERS—Travel, payroll, etc.          

FE+3 yr

DO, SB, DM, DT

FISCAL-EXTERNAL REPORTS—Special purpose, i.e. federal financial reports, salary reports, etc.

FE+3 yr

DO, SB, DM, DT

FISCAL-FEDERAL TAX RECORDS—Includes FICA records  

AC+4 yr

AC=Tax due date, date the claim is filed, or date tax is paid whichever is later

DO

FISCAL-FEDERAL FUNDING RECORDS—Title I; Chapter 2; IDEA Part B

FE+5 yr

Or until all pending audits or reviews are completed

DO

FISCAL—FEDERAL—USDA

AC+3 yr

AC=submission of final expenditure

DO

FISCAL-GENERAL LEDGERS; GENERAL JOURNAL VOUCHERS

FE+3 yr

DO, SB

FISCAL-GRANTS—State and Federal

AC+3 yr

AC=End of grant or satisfaction of all uniform administrative requirements for the grant

CAUTION: Retention requirements may vary depending on the specific federal funding agency

DO, SB

FISCAL-INSURANCE CLAIM FILES

AC+3 yr

AC=Resolution of claim

DO

FISCAL-INSURANCE POLICIES—all types

AC+5 yr

AC=expiration or termination of policy according to its terms

DO

FISCAL-LONG-TERM LIABILITY RECORDS—Bonds, etc

AC+4 yr

AC=retirement of debt

DO

FISCAL-RECEIPTS JOURNAL OR REGISTER

FE+3 yr

DO, SB, DM, DT

FISCAL-RECONCILIATIONS

FE+3 yr

DO, SB

FISCAL-REIMBURSABLE ACTIVITIES—Requests and approval for reimbursed expenses for travel, training, etc.

FE+3 yr

DO, SB

FISCAL-RETURNED CHECKS—Uncollectable warrants or drafts

AC+3 yr

AC=After deemed uncollectible

DO, SB

FISCAL-SIGNATURE AUTHORIZATIONS—Records authorizing an employee to initiate financial transactions for agency. Also, spending authority limits

US+FE+3 yr

DO

LEGAL-LITIGATION FILES–

PM

CAUTION: May contain attorney-client privileged information

DO, SB, DM, DT

LEGAL-OPEN RECORDS REQUESTS—documentation relating to approved or denied requests for records under Idaho Public Records Law

PM

DO

LEGAL-OPINIONS AND ADVICE—Does not include legal opinions or advice rendered on a matter in litigation or with regard to pending litigation

PM

CAUTION: May contain attorney-client privileged information

DO, SB

INSTRUCTIONAL—Distance learning instruction that is recorded by the District.  Such recording is not required by this policy.

[Until [SELECT ONE: one month OR two months] following the end of the semester/trimester.

Electronic

NEWS OR PRESS RELEASES

PM

DO, SB

PERSONNEL-ACCUMULATED LEAVE ADJUSTMENT REQUEST—Used to create and adjust employee leave balances

FE+5 yr

DO, SB, DM, DT

PERSONNEL-APPLICATIONS FOR EMPLOYMENT—HIRED—Applications, etc. required by employment advertisement

AC+5 yr

AC=Termination of employment

DO, SB, DM, DT

PERSONNEL-APPLICATIONS FOR EMPLOYMENT—NOT HIRED—Applications, resumes, etc. required by employment advertisement

AC+2 yr

AC=Date position is filled

DO, SB, DM,DT

PERSONNEL-BENEFIT PLANS

US+5 yr

DO

PERSONNEL-COMPLAINT RECORDS—Complaints received and records documenting their resolution

FE+3 yr

CAUTION: If a complaint becomes the subject of litigation, it is subject to a longer retention period

DO, SB, DM, DT

PERSONNEL-CORRECTIVE ACTION—those actions which do not affect pay, status, or tenure and are imposed to correct or improve job performance

PM

CAUTION: If during the retention period these records are used to support personnel disciplinary action, the records should be retained according to Personnel Disciplinary Action series.

DO, SB, DM, DT

PERSONNEL-DISCIPLINARY ACTION DOCUMENTATION—those actions that affect pay or status. They include demotion, dismissal, etc.

PM

 

DO, SB, DM, DT

PERSONNEL-EMPLOYEE STATEMENTS (Affidavits)—for insurance, personnel or other uses for which administration has sought such statements

PM

 

DO, SB, DM, DT

PERSONNEL-EMPLOYEE BENEFITS—documents relating to selection of benefits other than insurance

US+5 yr

DO,

PERSONNEL-EMPLOYEE COUNSELING RECORDS—Notes, etc. relating to job-specific counseling

PM

 

DO, SB, DM, DT

PERSONNEL-EMPLOYEE DEDUCTION AUTHORIZATIONS—documents relating to all deductions of pay

AC+5 yr

AC=After termination of employee or after amendment, expiration, or termination of authorization, whichever is sooner.

DO

PERSONNEL-EMPLOYEE EARNINGS RECORDS

PM

DO

PERSONNEL-EMPLOYEE INSURANCE RECORDS—District copy of selection records by employees of insurance offered by the District

US+ 5 yr

DO

PERSONNEL-EMPLOYEE RECOGNITION RECORDS—Awards, incentives, etc.

PM

 

DO, SB, DM, DT

PERSONNEL-EMPLOYMENT ANNOUNCEMENT

2 yr

DO

PERSONNEL-EMPLOYMENT CONTRACTS

Original dates of hire +50 yr

DO

PERSONNEL-EMPLOYMENT ELIGIBILITY—Documentation or verification of Federal report form INS I-9

PM

 

DO

PERSONNEL-EMPLOYMENT SELECTION RECORDS—all records that document the selection process: i.e. polygraph, physicals, interview notes, etc.

2 yr

CAUTION: Does not include criminal history checks

DO, SB, DM, DT

PERSONNEL-FORMER EMPLOYEE VERIFICATION RECORDS—minimum information includes name, social security number, exact dates of employment and last known address

PM

DO

PERSONNEL-GRIEVANCE RECORDS—review of employee grievances against policies and working conditions, etc. Includes record of actions taken.

PM

 

DO, SB, DM, DT

PERSONNEL-HIRING PROCESS—CRIMINAL HISTORY CHECKS—criminal history record information on job applications

PM

 

DO

PERSONNEL-JOB PROCEDURE RECORD/JOB DESCRIPTION—any document detailing duties of positions on position-by-position basis

US+8 yr

DO, SB, DM, DT

PERSONNEL-LEAVE STATUS REPORT—cumulative report for each pay cycle showing leave status

FE+3 yr

DO

PERSONNEL-LIABILITY RELEASE FORM—statements of employees, patrons, etc. who have released the District from liability

PM

DO

PERSONNEL-LICENSE AND DRIVING RECORD CHECK

PM

DO, DT

PERSONNEL-OVERTIME AUTHORIZATION & SCHEDULE

5 yr

DO, SB, DM, DT

PERSONNEL-PAYROLL-DIRECT DEPOSIT APPLICATION/AUTHORIZATION

US+3 yr

DO

PERSONNEL-PAYROLL-INCOME ADJUSTMENT AUTHORIZATION—used to adjust gross pay, FICA, retirement or compute taxes

US+3 yr

DO

PERSONNEL-PERFORMANCE EVALUATION

PM

DO. SB, DM, DT

PERSONNEL-PERSI ENROLLMENT FILE

PM

DO

PERSONNEL-PERSI RECORD OF HOURS WORKED—Irregular help, half-time or greater

Date of hire +50 yr

DO

PERSONNEL-PERSI TERMINATION RECORD

PM

DO

PERSONNEL-PERSONNEL INFORMATION—documents that officially change pay, titles, benefits, etc.

PM

DO

PERSONNEL-POLICY AND PROCEDURES MANUAL—any manual, etc. that establishes standard employment procedures

PM

DO, SB, DM, DT

PERSONNEL-RESUME-UNSOLICITED

1 yr

DO, SB, DM, DT

PERSONNEL-SICK LEAVE POOL DOCUMENTATION—requests submitted, approvals, number of hours transferred in an out, etc.

LA+3 yr

DO

PERSONNEL-TIME CARD AND TIME SHEET

PM

DO, SB, DM, DT

PERSONNEL-TIME OFF AND/OR SICK LEAVE REQUEST

FE+3 yr

DO, SB, DM, DT

PERSONNEL-TRAINING AND EDUCATIONAL ACHIEVEMENT RECORD-INDIVIDUAL—records documenting training, testing, or continued education

PM

 

DO, SB, DM, DT

PERSONNEL-UNEMPLOYMENT CLAIM RECORD

5 yr

DO

PERSONNEL-UNEMPLOYMENT COMPENSATION RECORDS

AC+5 yr

DO

PERSONNEL-W-2 & W-4 FORMS

5 yr from date of termination

DO

PERSONNEL—WORKER’S COMPENSATION POLICIES

AC+10 yr

AC=expiration of policy

DO

PROCUREMENT-PERFORMANCE BOND—bonds posted by individuals or entities under contract with District

PM

DO

PROCUREMENT-PURCHASING LOG—Log, etc. providing a record of purchase orders issued, orders received, etc.

FE+3 yr

DO, SB, DM, DT

PROCUREMENT-BID DOCUMENTATION—includes bid requisition/authorizations, invitation to bid, bid specifications, and evaluations

FE+3 yr

CAUTION: If a formal written contract is the result of a bid, etc., the bid and its supporting documentation must be retained for the same period as the contract.

DO, DM, DT

RECORDS MANAGEMENT—RECORDS RETENTION SCHEDULE; DISPOSITION LOG (listing records destroyed or transferred); CONTROL MATERIALS (indexes, card files, etc.); DESTRUCTION APPROVAL SIGN-OFFS

PM

DO, SB, DM, DT

SAFETY-ACCIDENT REPORTS

8 yrs*

For Minors, 8 yrs after minor reaches age of 18

DO, SB, DM, DT

SAFETY-DISASTER PREPAREDNESS AND RECOVERY PLANS

PM

DO, SB, DM, DT

SAFETY-EVACUATION PLANS

PM

DO, SB

SAFETY-FIRE ORDERS—issued by fire marshal to correct deficiencies in compliance with the fire code

AC+3 yr

AC=deficiency corrected

DO, SB, DM

SAFETY-HAZARDOUS MATERIALS DISPOSAL RECORDS—Material safety data sheets must be kept for those chemicals currently in use that are affected by the Hazard Communication Standard in accordance with 29 CFR § 1910.1200(g).

PM

DO, DM

SAFETY-INCIDENT REPORTS—Reports concerning incidents which, upon investigation, were of a non-criminal nature

3 yr (or 30 yr*)

*Exposure records require 30 year retention per 29 CFR § 1910.1020(d)(ii)(B)Footnote(1)

DO, SB, DM, DT

SAFETY-INSPECTION RECORDS—Fire, safety, and other inspection records of facilities and equipment

AC+3 yr

AC=Date of the correction of the deficiency, if the inspection report reveals a deficiency.

DO, SB, DM

SAFETY-MATERIAL DATA SAFETY SHEETS

30 yrs after the end of use of the substance

DO, DM

SAFETY-WORKPLACE CHEMICAL LISTS

30 yr

DO, SB, DM

STUDENTS-EDUCATION RECORDS—Student’s name, birth date, last address, dates of attendance, graduation date and grades earned

25 yrs for hard copy of transcript after the student graduates or permanently leaves the District. PM digital copy

DO, SB

STUDENTS-SPECIAL EDUCATION RECORDS—educational records, including eligibility documentation and IEPs

FE+6 yr except as specified in Policy 3570P

DO, SB

STUDENTS-MEDICAID RECORDS-claims, reimbursements, and supporting documentation

FE +5 yr

DO, SB

VEHICLE-INSPECTION, REPAIR AND MAINTENANCE RECORDS

LA+1 yr

DO, DT

VEHICLE-TITLE AND REGISTRATION

1 yr

DO, DT

VOLUNTEER RECORDS—records may include recruitment and selection records, volunteer personnel and intern personnel information forms, intern agreements, volunteer and intern time records, emergency notification forms, insurance documentation and correspondence

AC+3 yr

AC=End of term of volunteer or intern

DO, SB

WEBSITE/WEB PAGES—INTERNET/INTRANET—system development documentation for initial setup; subsequent changes and content of pages

PM

DO, SB

 

In the event that District records do not correspond to any of the above listed categories, the Superintendent will determine the period of retention for a particular record.

 

Cross References:       3570                                  Student Records

                                    3570P                                Student Records

 

Legal References:       I.C. § 33-508                     Duties of Clerk

                                    I.C. § 33-701(8)                Fiscal Year—Payment and Accounting of Funds

                                    I.C. § 56-209h                   Administrative Remedies

                                    I.C. § 67-4131                   Records Management Services—Rules, Guidelines, Procedures

                                    I.C. § 74-101                     Definitions

                                    I.C. § 74-119                     Agency Guidelines

 

Other References:       State Board of Education – Agency Specific Records Retention Schedule of the Records Management Guide, Idaho Records Center

                                    SDE Idaho Special Education Manual, current edition

 

Policy History:

Adopted on: 9/13/16

Revised on: 9/11/18; 1/11/22

Reviewed on:

Transcript Request Form

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