Board Policy 306 – Records
|306.01 Board of Directors’ Records (Reviewed 11/26/07)|
|306.02 Personnel Records (Deleted 1/24/00 and Moved to 401.6)|
|306.03 Student Records (Deleted 9/17/07)|
|306.04 Bonds for Officers and Employees (Reviewed 5/10/10)(Revised 8/24/15)(Reviewed 4/9/18)|
|306.05 Public Examination of School District Public Records (Revised 11/26/07) (Reviewed 8/13/12) (Reviewed 4/9/18) (Revised 9/9/19)||306.05A|
Board of Directors’ Records
The Secretary of the Board of Directors shall cause to be kept and preserved, according to the schedule below, all records hereby listed.
|Type of Record||Length of Preservation|
|1. Secretary’s Financial Records||Permanent|
|2. Treasurer’s Financial Records||Permanent|
|3. Annual Financial Report||Permanent|
|4. Minutes of the Board of Directors||Permanent|
|6. Record of Payment of Judgment Against the School District||Twenty Years|
|7. Written Contracts||Ten Years|
|8. Legal Correspondence||Permanent|
|9. Property Records||Permanent|
|10. Deeds and Titles||Permanent|
|11. Recordings of Closed Meetings||One Year|
|12. Program Grants||As determined by grant|
|13. Payroll Journal||Sixty Years|
|14. Payroll Support Documents: Time Sheets, Leaves, etc.||Five Years|
|15. Payroll Federal Reporting Forms: W-2, W-3, W-4, 1099||Four Years|
|16. Payroll State Reporting Forms||Five Years|
|17. Federal 941 Quarterly Forms||Eleven Years|
|18. Employee Personnel File||Permanent|
|19. Unemployment Insurance Claims||Five Years|
|20. Garnishments||One Year|
|21. Applicants Not Hired||Three Years|
|22. EEO-4 Report||Four Years|
|23. Health Insurance Claims &amp; Payments||Three Years|
|24. Employment Accident Reports||Seven Years|
|25. OSHA Accident Reports||Five Years|
|26. Workers’ Compensation Accident Reports||Three Years|
|27. Union Negotiations, Contracts, Case Files||Permanent|
|28. JTPA Contracts||Five Years|
|29. Tax Allocation Notices||Five Years|
|30. Investments||Five Years|
|31. Bond Issue Certificates||Five Years|
|32. Bond Issue Redeemed Coupons||Five Years|
|33. Bond Register||Permanent|
|34. Requisitions, P.O.s, Invoices, Statements, Claims,Check/Warrant Copies, Vendor Ledger Cards||Seven Years|
|35. Receipt Books, Daily Cash Tabulations, Invoices, Statements, Bills||Seven Years|
|36. General Ledger||Permanent|
|37. Checking Account Statements||Seven Years|
|38. Canceled Checks||Seven Years|
|39. Savings Account Statements||Seven Years|
|40. Annual Treasurer’s Report||Five Years|
|42. Budget Requests and Budget Detail||Five Years|
|43. Final Budgets and Amendments||Permanent|
|44. Employee Travel Records||Three Years|
|45. Expired Insurance Policies||Three Years|
|46. Petty Cash Vouchers||Three Years|
Legal References: City of Dubuque v. Telegraph Herald, Inc., 297 N.W. 2d 523 (Iowa 1980). Iowa Code Ch. 22.2, .§§ 291.6-291.11, Ch. 304; 381 Iowa Admin. Code 5, § 12.3; 1982 Op. Att’y. Gen. 3. 1980 Op. Att’y. Gen. 667, 1980 Op. Att’y Gen. 167.
By action of the Board 9/20/76, 2/14/83; Revised 9/17/90; Revised 1/24/00; Reviewed 11/26/07
Student Records Deleted 9/17/07
Legal References: Iowa Code Chapter 68A, P.L. 93-180 as amended SNJ Res. 40(1974)
By action of the Board 9/20/76; 2/14/83, Reviewed 10/14/91; Revised 4/10/00; Deleted 9/17/07
Bonds for Officers and Employees
The Secretary and Treasurer of the Board shall file a bond to the school district in such amount as the Board may require. Bonds shall be filed with the President of Board.
All other employees who handle school distirct funds shall be covered by a blanket bond.
- Reviewed by Legal Counsel 8/2015
Legal Reference: Iowa Code Chapter 291.2
By action of the Board 9/20/76, 2/14/83, Revised 10/14/91; Revised 4/10/00; Reviewed 5/10/10
Edited 4/00; 5/10; Revised 8/24/15; Reviewed 4/9/18
Public Examination of School District Public Records
The District welcomes public interest in the schools and their operation. To that end, all public records of the school district as defined by Iowa Code Chapter 22 may be examined by the public during the regular business hours of the administration offices of the District. These hours are 8:30 a.m. to 4:30 p.m. Monday through Friday, except for holidays and recesses.
Persons wishing to examine the District’s public records shall contact the Superintendent or superintendent’s designee and make arrangements for the examination. The Superintendent or superintendent’s designee will make arrangements for the examination of public records as soon as practicable, depending on the nature of the request.
Persons wanting copies will be assessed an actual fee for the copy. Persons wanting retrieval of data or a compilation of records will be assessed an actual fee for the time used by the specific employee or employees to retrieve and/or compile the requested data/records. People desiring to examine records shall pay any necessary expenses for providing a place for examining or copying records. Persons examining public records may be charged an actual fee for the custodian’s supervision of the examination.
This policy does not apply to records made confidential by Iowa Code Section 22.7 or other law. This includes those records that, if disclosed, may jeopardize the safety of persons or property including, but not limited to:
- Security procedures
- Emergency preparedness procedures
- Evacuation procedures
- Security codes and passwords
District officials may seek an opinion of counsel as to whether a record is open or confidential prior to releasing the document.
It shall be the responsibility of the Superintendent or superintendent’s designee to maintain accurate and current records of the District.
- Cross Reference: Administrative Regulation 306.05A
- Legal References: Iowa Code Ch. 22; § 291.6; 1992 Op. Att’y Gen. 135, 1980 Op. Att’y Gen. 88, 1972 Op. Att’y Gen. 158, 1968 Op. Att’y Gen. 656.
- By action of the Board 3/13/95; Revised 1/24/00; Revised 11/26/07; Reviewed 8/13/12; Reviewed 4/9/18; Revised 9/9/19; Reviewed by attorney 9/9/19