Board Policy 306: 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
5. Pollbooks	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 & 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
41. Audits	Permanent
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

The Secretary and Treasurer of the Board shall each be bonded by the school district in such amount as the Board may require, but in no case less than $500 and with sureties to be approved by the Board. The Board shall set the amount of bonds each year at the annual meeting.

All other employees who handle funds shall be covered by a blanket bond in the amount of $5,000.

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.

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.

Persons wanting copies will be assessed an actual fee for the copy. Persons wanting retrieval of data will be assessed an actual fee for the time used by the specific employee or employees to retrieve the requested data, if the retrieval process exceeds 30 minutes of staff time. 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.

It shall be the responsibility of the Superintendent or superintendent's designee to maintain accurate and current records of the District.