District records shall be housed in the central administration office of the District. It shall be the responsibility of the Superintendent to oversee the maintenance and accuracy of the records. The following records are kept and preserved according to the schedule below:
- Secretary’s financial records Permanently
- Treasurer’s financial records Permanently
- Minutes of the Board of Directors Permanently
- Annual audit reports Permanently
- Annual budget Permanently
- Permanent record of individual pupil Permanently
- Records of payment of judgments against
the District 20 years
- Bonds and bond coupons 10 years
- Written contracts 10 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 As determined by the grant
- Non-payroll personnel records 7 years
Payroll records 3 years
Employees' records are housed in the central administration office of the District. The employees' records are maintained 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 District is 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 District.
The permanent and cumulative records of students currently enrolled in the District shall be housed in the central administration office of the attendance center where the student attends. Permanent records must be housed in a fireproof vault. The building administrator is responsible for keeping these records current. Records of students who have graduated or are no longer enrolled in the District shall be housed in the high school administration office. These records will be maintained by the high school principal.
The Superintendent may electronically store and/or back-up or use any other reliable mass storage method to preserve District records and may destroy paper copies of the records if they are more than three years old.
Reviewed: FY 2016-2017, December 19, 2016