Description |
Format |
Retention Period |
Disposal |
Accident Reports |
|
5 years |
1 |
Accounts Payable/Receivable |
|
6 years |
1 |
Annual Budget |
|
10 years |
1 |
Annual Financial Reports |
|
Permanent |
3 |
Annual Audit Reports |
|
Permanent |
3 |
Bank Statements, Check Registers, Deposit Slips |
|
6 years |
1 |
Bids – Accepted |
|
6 years after end of project |
1 |
Bids – Rejected |
|
6 years after end of project |
1 |
Board Minutes |
|
Perpetual |
3 |
Board Policies – Current |
|
Perpetual |
3 |
Board Policies – Former |
|
Perpetual |
3 |
Budget Worksheets |
|
1 year after adoption |
2 |
Collective Bargaining Agreements |
|
3 years after expiration |
1 |
Construction Contracts |
|
12 years after termination |
1 |
Correspondence from Superintendent |
|
Permanent |
3 |
Emergency Preparedness Plan |
|
2 years after revision |
1 |
Ethics- Statements of Financial Interest |
|
5 years |
1 |
Employee Records – criminal background, discipline, grievances, complaints, resignation/retirement |
|
7 years after end of employment |
2 |
Employee records – other – application, attendance, evaluations, leave, medical, pre-employment medical exam, pre-employment references, professional development, contracts, W-2s, W-4s |
|
4 years after end of employment |
2 |
Equal Employment Opportunity Reports |
|
3 years |
1 |
Facilities – Equipment Inventories, Use Files, Equipment Leases, Pesticide Application Record |
|
6 years |
1 |
Facilities –Fixed Asset List |
|
Permanent |
3 |
Free and Reduced Lunch |
|
5 years |
2 |
General Ledger |
|
Permanent |
3 |
Insurance Claims and Policies |
|
6 years after settlement/expiration |
1 |
Investment Records |
|
6 years after cancellation |
1 |
Litigation/Workers’ Compensation Files |
|
7 years after conclusion of litigation |
2 |
Payroll Records |
|
6 years |
2 |
Press Releases |
|
Permanent |
|
Property Records – Deeds, Easements, Leases, Purchase/Sale |
|
Permanent |
3 |
Purchase Orders |
|
6 years |
1 |
Safe School Act Reports |
|
Permanent |
3 |
Student Records – Official Administrative Record – name, parents/guardians names, address, birth date, transcript showing grade levels, courses completed, level of achievement, standardized achievement test scores and attendance |
|
100 years |
2 |
Student Records – Medical |
|
2 years after date student last enrolled |
2 |
Student Records – Special Education |
|
Annually review –
Retain relevant information at least three (3) years after a child’s graduation or three (3) years after that child is no longer of school age |
2 |
Student Records – Discipline |
|
Removed from the student's files at periodic intervals (i.e. when the student transitions to the middle or high school and when the student leaves school. All records of incidents of violence maintained at least until student graduates. |
2 |
Student Records – Other |
|
Annually review |
2 |
Tax Collection Records – Property |
|
6 years from date of payment |
1 |
Tax Collection Records – Other |
|
6 years from date of payment |
2 |
