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
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Retention Codes |
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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LA – Life of Asset PM – Permanent US – Until Superseded |
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Administration – Attendance (annual attendance summaries by building) |
PM |
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Administration – Attendance (enrollment attendance data) |
3 Years |
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Administration – Ballots and Oaths of Election – until canvassed and recorded in the minutes |
Not less than 8 months following election |
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Administration – Ballots for Bond Elections |
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Administration – Contracts and Leases |
AC + 6 years |
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Administration – general correspondence |
3 years |
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Administration – Donation gift records |
PM |
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Administration – Board Meetings agendas & minutes (Official minutes and agenda of open meetings) |
PM |
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Administration – Board Meetings – Closed: Certified agendas or taped recordings of closed meetings |
PM – Restricted Access |
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Administration – Organization charts: Any documentation that shows program accountability |
PM |
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Administration – Education Program Review Records |
AC + 3 years |
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Administration – Official State Department Reports |
PM |
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Administration – School Certification Reports |
PM |
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Annual Reports |
PM |
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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 |
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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. |
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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 |
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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 |
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Equipment - History File – Equipment service agreements, includes maintenance agreements, installation and repair logs, ect. |
LA + 3 years |
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Equipment Manuals – Instructions and operating manuals |
LA |
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Equipment Warranties |
AC + 1 year |
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Facilities Operations – Appraisals – building or property |
3 years |
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Facilities Operations – Building plans and specifications – includes architectural and engineering drawings, etc. |
PM For leased structures AC + 2 |
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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 |
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Facilities Operations – Damage Reports, Lost and Stolen Property Reports |
FE + 3 years |
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Facilities Operations – Property Disposal Records – Documenting disposal of inventoried property |
PM |
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Facilities Operations – Property Management Sequential Number Logs – property logs |
US + 3 years |
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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 |
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Facilities Operations – Surplus Property Sale Reports |
PM |
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Facilities Operations – Utility Usage Reports |
1 year |
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Facilities Operations – Vehicle Operation Logs |
1 year |
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Fiscal – Accounts Payable / Receivable ledgers |
FE + 3 years |
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Fiscal – Annual Financial Reports |
PM |
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Fiscal – Annual Operating Budgets |
FE + 3 years |
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Fiscal – Appropriation Requests – includes any supporting documentation in the appropriation request |
FE + 3 years |
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Fiscal – Final Audit Reports |
PM |
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Fiscal – Bank Statements |
FE – 3 years |
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Fiscal – Cancelled Checks – stubs/warrants/drafts |
FE - 3 years |
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Fiscal – Capital Asset Records |
LA - 3 years |
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Fiscal – Cash Records – cash deposit slips; cash receipt logs |
FE + 3 years |
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Fiscal – Deeds and Easements – Proof of ownership and right of way on property |
PM |
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Fiscal – detail chart of accounts – one for all accounts in use for a fiscal year |
FE + 3 years |
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Fiscal – Expenditure journal or register |
FE + 3 years |
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Fiscal – Expenditure vouchers – travel, payroll, etc. |
FE + 3 years |
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Fiscal – External Reports – special purpose, i.e. federal financial reports, salary reports etc. |
FE + 3 years |
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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 |
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Fiscal – Federal Funding Records – Title I; Chapter 2; Title VI-B |
FE + 5 years Or until all pending audits or reviews are completed |
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Fiscal – Federal – USDA |
AC + 3 years AC = submission of final expenditure |
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Fiscal – General Ledgers; General Journal vouchers |
FE + 3 years |
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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 |
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Fiscal – Insurance Claim Files |
AC + 3 years AC = resolution of claim |
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Fiscal – Insurance Policies – all types |
AC + 5 years AC = expiration or termination of policy according to its terms |
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Fiscal – Long-Term Liability Records - Bonds, etc. |
AC + 4 years AC = retirement of debt |
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Fiscal – Receipts Journal or Register |
FE + 3 years |
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Fiscal – Reconciliations |
FE + 3 years |
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Fiscal – Reimbursable Activities – Requests & approval for reimbursed expenses for travel, training, etc. |
FE + 3 years |
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Fiscal – Returned Checks – Uncollectable warrants or drafts |
AC + 3 years AC = after deemed uncollectible |
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Fiscal – Signature Authorizations – Records authorizing an employee to initiate financial transactions for agency. Also spending authority limits. |
US + FE + 3 years |
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Legal – Litigation Files |
PM Caution: May contain attorney-client privileged information |
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Legal – Open Records Requests – documentation relating to approved or denied requests for records under Idaho Public Records Law |
PM |
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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 |
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News and Press Releases |
PM |
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Personnel – Accumulated Leave Adjustment Request – Used to create and adjust employee leave balances |
FE + 3 years |
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Personnel – Applications for Employment – Hired – Applications, etc required by employment advertisement |
AC + 5 years AC = termination of employment |
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Personnel – Applications for Employment – Not Hired – Applications, etc required by employment advertisement |
AC + 2 years AC = date position is filled |
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Personnel – Benefit Plans |
US + 1 year |
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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. |
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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. |
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Personnel – Disciplinary Action Documentation – those actions that affect pay or status. They include demotion, dismissal, etc. |
AC + 3 years AC = termination of employment |
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Personnel – Employee Statements (Affidavits) – for insurance, personnel or other uses for which Administration has sought such statements |
AC + 3 years AC = termination of employment |
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Personnel – Employee Benefits – documents relating to selection of benefits other than insurance |
US |
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Personnel – Employee Counseling Records – Notes, etc. relating to job-specific counseling |
AC + 3 years AC = termination of counseling |
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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. |
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Personnel – Employee Earnings Records |
4 years |
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Personnel – Employee Insurance Records – District copy of selection records by employees of insurance offered by the District |
US |
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Personnel – Employee Recognition Records – Awards, incentives, etc. |
AC + 3 years AC = termination of employment |
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Personnel – Employment Announcement |
2 years |
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Personnel – Employment Contracts |
Original dates of hire + 50 years |
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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 |
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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 |
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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 |
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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 |
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Personnel – Hiring Process – Criminal History Checks – criminal history record information on job applications |
AC + 1 year AC = after hiring decision has been made |
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Personnel –Job procedure Record / Job description – any document detailing duties of positions on position by position basis |
US + 3 years |
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Personnel – Leave Status Report – cumulative report for each pay cycle showing leave status |
FE + 3 years
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Personnel – Liability Release Form – statements of employees, patrons, etc. who have released the district from Liability |
PM |
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Personnel – License and Driving Record Check |
US |
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Personnel – Overtime Authorization & Schedule |
2 years |
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Personnel – Payroll Direct Deposit Application/Authorization |
US |
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Personnel – Payroll Income Adjustment Authorization – used to adjust gross pay, FICA, retirement or compute taxes |
3 years |
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Personnel – Performance Appraisal |
2 years |
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Personnel – PERSI Enrollment File |
6 years from filing date |
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Personnel – PERSI Record of Hours Worked – Irregular help, half-time or greater |
Date of Hire + 50 years |
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Personnel – PERSI Termination Record |
6 years |
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Personnel – Personnel Information – documents that officially change pay, titles, benefits, etc. |
2 years |
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Personnel – Policy and Procedures Manual – any manual, etc. that establishes standard employment procedures |
PM |
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Personnel – Resume – unsolicited |
1 year |
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Personnel – Sick Leave Pool Documentation – requests submitted, approvals, number of hours transferred in and out, etc. |
FE + 3 years |
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Personnel – Time Card and Time Sheets |
3 years |
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Personnel – Time off and/or Sick Leave Request |
FE + 3 years |
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Personnel – Training and Educational Achievement Record – Individual – records documenting training, testing or continued education |
AC + 3 years AC = termination of employment |
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Personnel – Unemployed Claim Record |
3 years |
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Personnel – Unemployment Compensation Records |
AC + 3 years |
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Personnel – W2 & W4 forms |
5 years from date of termination |
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Personnel – Worker’s Compensation Policies |
AC + 10 years AC = expiration of policy |
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Procurement – Performance Bond – bonds posted by individuals or entities under contract with District |
PM |
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Procurement – Purchasing Log – Log, etc. providing a record of purchase orders issued, orders received, etc. |
FE + 3 years |
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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 |
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Records Management – Records Retention Schedule; Disposition Log (listing records destroyed or transferred); Control Materials (indexes, card files, etc.) Destruction Approval Sign-Offs |
PM |
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Safety – Accident Reports |
PM |
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Safety – Disaster Preparedness and Recovery Plans |
PM |
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Safety – Evacuation Plans |
PM |
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Safety – Fire Orders – issued by fire marshal to correct deficiencies in compliance with the fire code |
AC + 3 years AC = deficiency corrected |
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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 |
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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) |
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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 |
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Safety – Material Data Safety Sheets |
30 years after the end of use of the substance |
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Safety – Workplace Chemical Lists |
30 years |
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Students – Education Records – student’s name, birth date, last address, dates of attendance, graduation date and grades earned |
PM |
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Students – Special Education Records – educational records, including eligibility documentation and IEPs |
FE + 5 years |
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Students – Medicaid Records – claims, reimbursements, and supporting documentation |
FE + 5 years |
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Vehicle – Inspection, Repair, and Maintenance Records |
LA + 1 year |
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Vehicle – Title and Registration |
LA + 1 year |
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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 |
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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: