You are here

708 Care, Maintenance and Disposal of School District Records

School district records shall be housed in the central administration office of the school district. It shall be the responsibility of the superintendent to oversee the maintenance and accuracy of the records. The following records shall be kept in accordance with Generally Accepted Accounting Principles (GAAP) and other applicable laws, 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. deedes, abstracts): Permanently

  • Records of payment of judgments against the school district: 20 years

  • Bonds and bond coupons: 11 years after maturity, cancellation, transfer, redemtion and/or replacement                        

  • Written contracts: 11 years

  • Cancelled warrants, check stubs, bank statements, bills, invoices, and related records:  5 years

  • Recordings of closed meetings, except if matters are in litigation: 1 year

  • Program grants: Determined by the grant

  • Non-payroll personnel records:  7 years following employee separation from the 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


Employees' records shall be maintained in the central administration office of the school district by the superintendent, the building administrator, the employee's immediate supervisor, and the board secretary.

An inventory of the furniture, equipment, and other non-consumable items other than real property of the school district shall be conducted annually under the supervision of the superintendent. This report shall be filed with the board secretary.  A perpetual inventory shall be maintained on consumable property of the school district.

The permanent and cumulative records of students currently enrolled in the school district shall be maintained in the administration office of the attendance center where the student attends.

Permanent records must be preserved in a manner safe from destruction by fire or other natural disaster. The building administrator shall be responsible for keeping records current. Records of students who have graduated or are no longer enrolled in the school district shall be preserved by the District Office. These records will be maintained by the high school principal.

The superintendent or designee may electronically store and/or back-up or use any other reliable mass storage method to preserve school district records and may destroy paper copies of the records if they are more than three years old.

Approved:          10/21/2019                   Reviewed:                     Revised:   06/26/2023