Policy 8605 - District Records | Kimberly School District

Retention of District Records
In compliance with Idaho Code § 33-506, the Board of Trustees established the following guidelines to provide administrative direction pertaining to the retention and/or disposal of district records.

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 being disposed.

Suspending of Destroying Official Records
The district will immediately cease the destruction of all relevant records (even if destruction is authorized by an approved Retention Schedule) for the following reasons:

If the district receives a Freedom of Information Act (FOIA) request;
If the district believes that an investigation or litigation is imminent, or
If the district is notified that an investigation or litigation has commenced.

The Superintendent and Board Clerk are responsible for carrying out this policy.

If relevant records exist in electronic formats (such as e-mail, digital images, word processed documents, databases, backup tapes, etc.) the district shall notify its information technology staff. Failure to cease the destruction of relevant records could result in penalties against the District.

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expired, settled, or last date of contact FE – Fiscal Year End (June 30th)	LA – Life of Asset PM – Permanent US – Until Superseded
Administration – Attendance (annual attendance summaries by building)	PM
Administration – Attendance (enrollment attendance data)	3 Years
Administration – Ballots and Oaths of Election – until canvassed and recorded in the minutes	Not less than 8 months following election
Administration – Ballots for Bond Elections	Not less than 60 days after bonds have been delivered to purchaser Not less than 8 months following bond election
Administration – Contracts and Leases	AC + 6 years
Administration – general correspondence	3 years
Administration – Donation gift records	PM
Administration – Board Meetings agendas & minutes (Official minutes and agenda of open meetings)	PM
Administration – Board Meetings – Closed: Certified agendas or taped recordings of closed meetings	PM – Restricted Access
Administration – Organization charts: Any documentation that shows program accountability	PM
Administration – Education Program Review Records	AC + 3 years
Administration – Official State Department Reports	PM
Administration – School Certification Reports	PM
Annual Reports	PM
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
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 years Note: some materials may warrant long-term retention. These materials should be reviewed for archival materials.
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, budgets, financial statements, reports and other reference material. Records may also include audio recordings of meetings used to prepare summaries.	PM
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
Equipment - History File – Equipment service agreements, includes maintenance agreements, installation and repair logs, ect.	LA + 3 years
Equipment Manuals – Instructions and operating manuals	LA
Equipment Warranties	AC + 1 year
Facilities Operations – Appraisals – building or property	3 years
Facilities Operations – Building plans and specifications – includes architectural and engineering drawings, etc.	PM For leased structures AC + 2
Facilities Operations – Buildings, Construction Contract, Inspection Records and Project Files – building construction contracts, surety bonds and inspection records, planning, design, construction records & all bids, etc.	LA
Facilities Operations – Damage Reports, Lost and Stolen Property Reports	FE + 3 years
Facilities Operations – Property Disposal Records – Documenting disposal of inventoried property	PM
Facilities Operations – Property Management Sequential Number Logs – property logs	US + 3 years
Facilities Operations – Security Access Records – Documents the issuance of keys, identification cards, passes, passwords, etc.	AC + 2 years AC = Until superseded, date of expiration or date of termination, whichever is sooner
Facilities Operations – Surplus Property Sale Reports	PM
Facilities Operations – Utility Usage Reports	1 year
Facilities Operations – Vehicle Operation Logs	1 year
Fiscal – Accounts Payable / Receivable ledgers	FE + 3 years
Fiscal – Annual Financial Reports	PM
Fiscal – Annual Operating Budgets	FE + 3 years
Fiscal – Appropriation Requests – includes any supporting documentation in the appropriation request	FE + 3 years
Fiscal – Final Audit Reports	PM
Fiscal – Bank Statements	FE – 3 years
Fiscal – Cancelled Checks – stubs/warrants/drafts	FE - 3 years
Fiscal – Capital Asset Records	LA - 3 years
Fiscal – Cash Records – cash deposit slips; cash receipt logs	FE + 3 years
Fiscal – Deeds and Easements – Proof of ownership and right of way on property	PM
Fiscal – detail chart of accounts – one for all accounts in use for a fiscal year	FE + 3 years
Fiscal – Expenditure journal or register	FE + 3 years
Fiscal – Expenditure vouchers – travel, payroll, etc.	FE + 3 years
Fiscal – External Reports – special purpose, i.e. federal financial reports, salary reports etc.	FE + 3 years
Fiscal – Federal Tax Records – includes FICA records	AC = 4 years AC = Tax due date, date the claim is filed, or date tax is paid whichever is later
Fiscal – Federal Funding Records – Title I; Chapter 2; Title VI-B	FE + 5 years Or until all pending audits or reviews are completed
Fiscal – Federal – USDA	AC + 3 years AC = submission of final expenditure
Fiscal – General Ledgers; General Journal vouchers	FE + 3 years
Fiscal – Grants – State and Federal	AC + 3 years 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
Fiscal – Insurance Claim Files	AC + 3 years AC = resolution of claim
Fiscal – Insurance Policies – all types	AC + 5 years AC = expiration or termination of policy according to its terms
Fiscal – Long-Term Liability Records - Bonds, etc.	AC + 4 years AC = retirement of debt
Fiscal – Receipts Journal or Register	FE + 3 years
Fiscal – Reconciliations	FE + 3 years
Fiscal – Reimbursable Activities – Requests & approval for reimbursed expenses for travel, training, etc.	FE + 3 years
Fiscal – Returned Checks – Uncollectable warrants or drafts	AC + 3 years AC = after deemed uncollectible
Fiscal – Signature Authorizations – Records authorizing an employee to initiate financial transactions for agency. Also spending authority limits.	US + FE + 3 years
Legal – Litigation Files	PM Caution: May contain attorney-client privileged information
Legal – Open Records Requests – documentation relating to approved or denied requests for records under Idaho Public Records Law	PM
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
News and Press Releases	PM
Personnel – Accumulated Leave Adjustment Request – Used to create and adjust employee leave balances	FE + 3 years
Personnel – Applications for Employment – Hired – Applications, etc required by employment advertisement	AC + 5 years AC = termination of employment
Personnel – Applications for Employment – Not Hired – Applications, etc required by employment advertisement	AC + 2 years AC = date position is filled
Personnel – Benefit Plans	US + 1 year
Personnel – Complaint Records – Complaints received and records documenting their resolution	FE + 3 years Caution: If a complaint becomes the subject of litigation, it is subject to a longer retention period.
Personnel – Corrective Action – those actions which do not affect pay, status or tenure and are imposed to correct or improve job performance	AC + 3 years AC = termination of corrective action. 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.
Personnel – Disciplinary Action Documentation – those actions that affect pay or status. They include demotion, dismissal, etc.	AC + 3 years AC = termination of employment
Personnel – Employee Statements (Affidavits) – for insurance, personnel or other uses for which Administration has sought such statements	AC + 3 years AC = termination of employment
Personnel – Employee Benefits – documents relating to selection of benefits other than insurance	US
Personnel – Employee Counseling Records – Notes, etc. relating to job-specific counseling	AC + 3 years AC = termination of counseling
Personnel – Employee Deduction Authorizations – documents relating to all deductions of pay	AC + 3 years AC = After termination of employee or after amendment, expiration or termination of authorization, whichever is sooner.
Personnel – Employee Earnings Records	4 years
Personnel – Employee Insurance Records – District copy of selection records by employees of insurance offered by the District	US
Personnel – Employee Recognition Records – Awards, incentives, etc.	AC + 3 years AC = termination of employment
Personnel – Employment Announcement	2 years
Personnel – Employment Contracts	Original dates of hire + 50 years
Personnel – Employment Eligibility – documentation or verification of Federal report form INS I-9	AC + 4 years AC = termination of employment with a minimum of 4 years
Personnel – Employment Selection Records – all records that document the selection process: i.e. polygraphs, physicals, interview notes, etc.	2 years Caution: does not include criminal history checks
Personnel – Former Employee Verification Records – minimum information includes name, social security number, exact dates of employment and last known address	Original Date of Hire + 50 years
Personnel – Grievance Records – review of employee grievances against policies and working conditions, etc. Includes record of actions taken	AC + 6 years AC = final decision on the grievance
Personnel – Hiring Process – Criminal History Checks – criminal history record information on job applications	AC + 1 year AC = after hiring decision has been made
Personnel –Job procedure Record / Job description – any document detailing duties of positions on position by position basis	US + 3 years
Personnel – Leave Status Report – cumulative report for each pay cycle showing leave status	FE + 3 years
Personnel – Liability Release Form – statements of employees, patrons, etc. who have released the district from Liability	PM
Personnel – License and Driving Record Check	US
Personnel – Overtime Authorization & Schedule	2 years
Personnel – Payroll Direct Deposit Application/Authorization	US
Personnel – Payroll Income Adjustment Authorization – used to adjust gross pay, FICA, retirement or compute taxes	3 years
Personnel – Performance Appraisal	2 years
Personnel – PERSI Enrollment File	6 years from filing date
Personnel – PERSI Record of Hours Worked – Irregular help, half-time or greater	Date of Hire + 50 years
Personnel – PERSI Termination Record	6 years
Personnel – Personnel Information – documents that officially change pay, titles, benefits, etc.	2 years
Personnel – Policy and Procedures Manual – any manual, etc. that establishes standard employment procedures	PM
Personnel – Resume – unsolicited	1 year
Personnel – Sick Leave Pool Documentation – requests submitted, approvals, number of hours transferred in and out, etc.	FE + 3 years
Personnel – Time Card and Time Sheets	3 years
Personnel – Time off and/or Sick Leave Request	FE + 3 years
Personnel – Training and Educational Achievement Record – Individual – records documenting training, testing or continued education	AC + 3 years AC = termination of employment
Personnel – Unemployed Claim Record	3 years
Personnel – Unemployment Compensation Records	AC + 3 years
Personnel – W2 & W4 forms	5 years from date of termination
Personnel – Worker’s Compensation Policies	AC + 10 years AC = expiration of policy
Procurement – Performance Bond – bonds posted by individuals or entities under contract with District	PM
Procurement – Purchasing Log – Log, etc. providing a record of purchase orders issued, orders received, etc.	FE + 3 years
Procurement – Bid Documentation – includes bid requisitions/authorizations, invitation to bid, bid specifications and evaluations	FE + 3 years 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
Records Management – Records Retention Schedule; Disposition Log (listing records destroyed or transferred); Control Materials (indexes, card files, etc.) Destruction Approval Sign-Offs	PM
Safety – Accident Reports	PM
Safety – Disaster Preparedness and Recovery Plans	PM
Safety – Evacuation Plans	PM
Safety – Fire Orders – issued by fire marshal to correct deficiencies in compliance with the fire code	AC + 3 years AC = deficiency corrected
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
Safety – Incident Reports – Reports concerning incidents which, upon investigation, were of a non-criminal nature	3 years (or 30 years) Exposure records require 30 year retention per 29 CFR § 1910.1020(d)(ii)(B) Footnote(1)
Safety – Inspection Records – Fire, safety, and other inspection records of facilities and equipment	AC + 3 years AC = date of the correction of the deficiency, if the inspection report reveals a deficiency
Safety – Material Data Safety Sheets	30 years after the end of use of the substance
Safety – Workplace Chemical Lists	30 years
Students – Education Records – student’s name, birth date, last address, dates of attendance, graduation date and grades earned	PM
Students – Special Education Records – educational records, including eligibility documentation and IEPs	FE + 5 years
Students – Medicaid Records – claims, reimbursements, and supporting documentation	FE + 5 years
Vehicle – Inspection, Repair, and Maintenance Records	LA + 1 year
Vehicle – Title and Registration	LA + 1 year
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 years AC = end of term or volunteer or intern
Website/Web Pages – Internet/Intranet – system development documentation for initial setup; subsequent changes and content of pages	PM

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.

Legal References:
I.C. § 33-701(8) Fiscal Year – Payment and accounting of funds
I.C. § 33-407 Return of canvass of elections
I.C. § 33-508 Duties of Clerk
I.C. § 56-209h Administrative Remedies
SDE Administrator’s Handbook 1.43
Federal Regulation
Idaho Records Management Guide, November, 2004

Policy History:
Anticipated First Reading: May 21, 2009
Adopted on: August 20, 2009
Revised on: