School District
#261
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Jerome Jt. School District #261
Policy Group
8000 Non-Instructional Operations
Jerome Joint School District No. 261
NONINSTRUCTIONAL OPERATIONS 8605
Retention of District Records
In compliance with Section 33-506, Idaho Code, the Board of Trustees establishes the following guidelines to provide administrative direction pertaining to the retention and/or disposal of district records. This schedule likewise identifies the anticipated physical location of where such records may be kept or maintained by the District, in addition to the possible document retention of all categories of records on the school’s servers and computer systems.
The District’s Public Records Custodian(s), in conjunction with the Superintendent, Board Clerk, or designee, is responsible for the maintenance, safeguarding and destruction of the District’s records. Performance of such duties shall be in cooperation with the District’s Business Office, Directors of Maintenance and Transportation, Technology Coordinator, the Principals at the school’s buildings and other administrative personnel employed by the District. However, each school employee is likewise responsible for having knowledge of this policy and the requirement to safeguard the District’s records, electronic or otherwise, consistent with the chart below.
The District’s Public Records Custodian(s) shall work in conjunction with the District’s Technology department to assure that the school’s staff is aware of the routine destruction of electronic District records, including emails, such that they are able to assure that the District’s public records are retained consistent with this schedule, regardless of whether they are maintained in a hard copy or an electronic copy. In such a process, the District’s employees need to retain District records included on the schedule below, particularly student educational records, personnel records, and investigative records, in a format that is not part of the District’s routine electronic records destruction and/or notify the technology personnel of the District that a particular document is not to be destroyed as part of the routine destruction of electronic records.
Unless otherwise prohibited by applicable law, all District records may be maintained electronically and/or in hard physical copy.
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.
Destruction of Email and Other Electronic Communications
The District will store electronic mail/e-mails for a maximum period of five (5) years. All email will be automatically deleted from the District’s system at the end of this retention period. It is the responsibility of every district employee to assure that District documents that need to be retained for a longer period of time due to federal law, state law or the provisions of this policy are retained accordingly and in a different format than electronic mail. An employee’s failure to retain District documents accordingly could serve as a basis for discipline, up to and including possible termination.
District employees and Board Members are directed to retain text messages and other electronic communication related to District business for a period of five (5) years.
Suspending Destruction of Official Records
The District will immediately cease the destruction of all relevant records, including electronic records, even if destruction is authorized by an approved Retention Schedule) for the following reasons:
1. If the District receives a public records request;
2. If the District believes that an investigation or litigation is imminent, or
3. If the District is notified that an investigation or litigation has commenced.
The Public Records Custodian(s), Superintendent and Board Clerk are responsible for carrying out this policy.
If relevant records exist in electronic formats (such as email, digital images, word processed documents, databases, backup tapes, etc.) the District’s Administrative personnel shall notify its information technology staff to cease the destruction of records relating to the subject matter of the suit/potential suit or investigation. Failure to cease the destruction of relevant records could result in penalties against the District.
District records shall be retained and/or disposed of as follows:
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 | DO – District Office SB – School Buildings DM – District Maintenance DT – District Transportation | ||
RECORDS DESCRIPTION | RETENTION PERIOD | |||
ADMINISTRATION—ATTENDANCE--ANNUAL ATTENDANCE SUMMARIES BY BUILDING | PM | DO, SB | ||
ADMINISTRATION—ATTENDANCE—Enrollment attendance data | 3 yr | DO, SB | ||
ADMINISTRATION—OATHS OF ELECTION—until canvassed and recorded in the minutes | Not less than 8 months following election | DO | ||
ADMINISTRATION—CONTRACTS FOR THE SALE AND PURCHASE OF REAL PROPERTY | PM | DO, SB, DM, DT | ||
ADMINISTRATION—GENERAL CORRESPONDENCE | 3 yr | DO, SB | ||
ADMINISTRATION—DONATION/GIFT RECORDS | PM | DO, SB | ||
ADMINISTRATION—BOARD MEETINGS—AGENDA AND MINUTES: Official minutes and agenda of open meetings | PM | DO | ||
ADMINISTRATION—BOARD MEETINGS—CLOSED: Certified agendas or tape recordings of closed meetings | PM—Restricted Access | DO | ||
ADMINISTRATION—ORGANIZATION CHARTS: Any documentation that shows program accountability | PM | DO, SB, DM, DT | ||
ADMINISTRATION—EDUCATION PROGRAM REVIEW RECORDS | AC+3 yr | DO, SB | ||
ADMINISTRATION—OFFICIAL STATE DEPARTMENT REPORTS | PM | DO | ||
ADMINISTRATION—SCHOOL CERTIFICATION REPORTS | PM | DO | ||
ANNUAL REPORTS | PM | DO | ||
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 | DO | ||
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, budgets, financial statements, reports, other reference material. Records are often compiled in a notebook or electronically for each member. | AC+3 yr NOTE: Some materials may warrant long-term retention. These materials should be reviewed for archival materials. | DO | ||
BOARD RECORDS—Series documents the official proceedings of the board meetings. Records may include meeting notices; items for board action; contested case hearings schedules; committee reports; exhibits; and related correspondence and documentation. Records may also include audio recordings of meetings used to prepare summaries. | PM | DO | ||
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 | DO | ||
EQUIPMENT-HISTORY FILE—Equipment service agreements, includes maintenance agreements, installation, and repair logs, etc. | LA+3 yr | DO, DM, DT | ||
EQUIPMENT MANUALS—Instruction and operating manuals | LA | DO, SB, DM, DT | ||
EQUIPMENT WARRANTIES | AC+1 yr | DO, SB, DM, DT | ||
FACILITIES OPERATIONS-APPRAISALS—Building or property | 3 yr | DO | ||
FACILITIES OPERATIONS-BUILDINGS PLANS AND SPECIFICATIONS—Includes architectural and engineering drawings, etc. | PM For leased structures retain AC+2 | DO, DM | ||
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 | DO, SB, DM | ||
FACILITY OPERATIONS—DAMAGE REPORTS; LOST AND STOLEN PROPERTY REPORTS | FE+3 yr | DO, SB, DM, DT | ||
FACILITY OPERATIONS-PROPERTY DISPOSAL RECORDS—Documenting disposal of inventoried property | PM | DO | ||
FACILITY OPERATIONS-PROPERTY MANAGEMENT SEQUENTIAL NUMBER LOGS—Property logs | US+3 yr | DO, SB, DM | ||
FACILITY OPERATIONS-SECURITY ACCESS RECORDS—Documents the issuance of keys, identification cards, passes, passwords, etc. | AC+2 yr AC=Until superseded, date of expiration or date of termination, whichever is sooner | DO, SB, DM | ||
FACILITY OPERATIONS-SURPLUS PROPERTY SALE REPORTS | PM | DO, DM | ||
FACILITY OPERATIONS-UTILITY USAGE REPORTS | 1 yr | DO, DM | ||
FACILITY OPERATIONS-VEHICLE OPERATION LOGS | 1 yr | DO, DT | ||
FISCAL-ACCOUNTS PAYABLE/RECEIVABLE LEDGERS | FE+3 yr | DO, SB | ||
FISCAL-ANNUAL FINANCIAL REPORTS | PM | DO, SB, DM, DT | ||
FISCAL-RESERVE ACCOUNT INVESTMENT STATEMENTS | FE+4 yr | DO, SB | ||
FISCAL-ANNUAL OPERATING BUDGETS AND APPROVED REVISIONS | FE+3 yr | DO, SB, DM, DT | ||
FISCAL-APPROPRIATION REQUESTS—Includes any supporting documentation in the appropriation request | FE+3 yr | DO, SB, DM, DT | ||
FISCAL-FINAL AUDIT REPORTS | PM | DO, SB | ||
FISCAL-BANK STATEMENTS | FE+3 yr | DO, SB | ||
FISCAL—PAYMENT RECORDS AND SUMMARIES | FE+2 yr | DO, SB, DM, DT | ||
FISCAL-CANCELLED CHECKS—Stubs/Warrants/Drafts | FE+3 yr | DO, SB | ||
FISCAL-CAPITAL ASSET RECORDS | LA+3 yr | DO, SB, DM, DT | ||
FISCAL-CASH RECORDS—Cash deposit slips; cash receipts log | FE+3 yr | DO, SB | ||
FISCAL-DEEDS AND EASEMENTS—Proof of ownership and right-of-way on property | PM | DO | ||
FISCAL-detail chart of accounts—One for all accounts in use for a fiscal year | FE+3 yr | DO, SB | ||
FISCAL-EXPENDITURE JOURNAL OR REGISTER | FE+3 yr | DO, SB | ||
FISCAL-EXPENDITURE VOUCHERS—Travel, payroll, etc | AC+6 yr AC= Termination of employment | DO, SB, DM, DT | ||
FISCAL-EXTERNAL REPORTS—Special purpose, i.e. federal financial reports, salary reports, etc. | FE+3 yr | DO, SB, DM, DT | ||
FISCAL-FEDERAL TAX RECORDS—Includes FICA records | PM | DO | ||
FISCAL-FEDERAL FUNDING RECORDS—Title I; Chapter 2; Title VI-B | FE+5 yr Or until all pending audits or reviews are completed | DO | ||
FISCAL—FEDERAL—USDA | AC+3 yr AC=submission of final expenditure | DO | ||
FISCAL-GENERAL LEDGERS; GENERAL JOURNAL VOUCHERS | FE+3 yr | DO, SB | ||
FISCAL-GRANTS—State and Federal | AC+3 yr 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 | DO, SB | ||
FISCAL-INSURANCE CLAIM FILES | AC+3 yr AC=Resolution of claim | DO | ||
FISCAL-INSURANCE POLICIES—all types | AC+5 yr AC=expiration or termination of policy according to its terms | DO | ||
FISCAL-LONG-TERM LIABILITY RECORDS—Bonds, etc | AC+4 yr AC=retirement of debt | DO | ||
FISCAL-RECEIPTS JOURNAL OR REGISTER | FE+3 yr | DO, SB, DM, DT | ||
FISCAL-RECONCILIATIONS | FE+3 yr | DO, SB | ||
FISCAL-REIMBURSABLE ACTIVITIES—Requests & approval for reimbursed expenses for travel, training, etc. | FE+3 yr | DO, SB | ||
FISCAL-RETURNED CHECKS—Uncollectable warrants or drafts | AC+3 yr AC=After deemed uncollectible | DO, SB | ||
FISCAL-SIGNATURE AUTHORIZATIONS—Records authorizing an employee to initiate financial transactions for agency. Also, spending authority limits | US+FE+3 yr | DO | ||
LEGAL-LITIGATION FILES-- | PM CAUTION: May contain attorney-client privileged information | DO, SB, DM, DT | ||
LEGAL-OPEN RECORDS REQUESTS—documentation relating to approved or denied requests for records under Idaho Public Records Law | PM | DO | ||
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 | DO, SB | ||
INSTRUCTIONAL – Distance Learning instruction that is recorded by the District. Such recording is not required by this policy. | Until one month following the end of the semester or trimester. | Electronic | ||
NEWS OR PRESS RELEASES | PM | DO, SB | ||
PERSONNEL-ACCUMULATED LEAVE ADJUSTMENT REQUEST—Used to create and adjust employee leave balances | AC+6 yr AC=Termination of employment | DO, SB, DM, DT | ||
PERSONNEL-APPLICATIONS FOR EMPLOYMENT—HIRED—Applications, etc required by employment advertisement | AC+5 yr AC=Termination of employment | DO, SB, DM, DT | ||
PERSONNEL-APPLICATIONS FOR EMPLOYMENT—NOT HIRED—Applications, resumes, etc. required by employment advertisement | AC+2 yr AC=Date position is filled | DO, SB, DM,DT | ||
PERSONNEL-BENEFIT PLANS | PM if current, US+6 yr | DO | ||
PERSONNEL-COMPLAINT RECORDS—Complaints received and records documenting their resolution | FE+3 yr CAUTION: If a complaint becomes the subject of litigation, it is subject to a longer retention period | DO, SB, DM, DT | ||
PERSONNEL-CORRECTIVE ACTION—those actions which do not affect pay, status or tenure and are imposed to correct or improve job performance | PM 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. | DO, SB, DM, DT | ||
PERSONNEL-DISCIPLINARY ACTION DOCUMENTATION—those actions that affect pay or status. They include demotion, dismissal, etc. | PM | DO, SB, DM, DT | ||
PERSONNEL-EMPLOYEE STATEMENTS (Affidavits)—for insurance, personnel or other uses for which Administration has sought such statements | PM | DO, SB, DM, DT | ||
PERSONNEL-EMPLOYEE BENEFITS—documents relating to selection of benefits other than insurance | AC+6 yr AC= Termination of employment | DO, | ||
PERSONNEL-EMPLOYEE COUNSELING RECORDS—Notes, etc. relating to job-specific counseling | PM | DO, SB, DM, DT | ||
PERSONNEL-EMPLOYEE DEDUCTION AUTHORIZATIONS—documents relating to all deductions of Pay | AC+5 yr AC=After termination of employee or after amendment, expiration or termination of authorization, whichever is sooner. | DO | ||
PERSONNEL-EMPLOYEE EARNINGS RECORDS | PM | DO | ||
PERSONNEL-EMPLOYEE INSURANCE RECORDS—District copy of selection records by employees of insurance offered by the District | AC+6 yr if current AC= Termination of employment, US+ 5 yr | DO | ||
PERSONNEL-EMPLOYEE RECOGNITION RECORDS—Awards, incentives, etc. | PM | DO, SB, DM, DT | ||
PERSONNEL-EMPLOYMENT ANNOUNCEMENT | 2 yr | DO | ||
PERSONNEL-EMPLOYMENT CONTRACTS | Original dates of hire +50 yr | DO | ||
PERSONNEL-EMPLOYMENT ELIGIBILITY—Documentation or verification of Federal report form INS I-9 | PM | DO | ||
PERSONNEL-EMPLOYMENT SELECTION RECORDS—all records that document the selection process: i.e. polygraph, physicals, interview notes, etc. | 5 yr CAUTION: Does not include criminal history checks | DO, SB, DM, DT | ||
PERSONNEL-FORMER EMPLOYEE VERIFICATION RECORDS—minimum information includes name, social security number, exact dates of employment and last known address | PM | DO | ||
PERSONNEL-GRIEVANCE RECORDS—review of employee grievances against policies and working conditions, etc. Includes record of actions taken. | PM | DO, SB, DM, DT | ||
PERSONNEL-HIRING PROCESS—CRIMINAL HISTORY CHECKS—criminal history record information on job applications | PM | DO | ||
PERSONNEL-JOB PROCEDURE RECORD/JOB DESCRIPTION—any document detailing duties of positions on position-by-position basis | US+8 | DO, SB, DM, DT | ||
PERSONNEL-LEAVE STATUS REPORT—cumulative report for each pay cycle showing leave status | FE+3 yr | DO | ||
PERSONNEL-LIABILITY RELEASE FORM—statements of employees, patrons, etc. who have released the district from liability | PM | DO | ||
PERSONNEL-LICENSE AND DRIVING RECORD CHECK | PM | DO, DT | ||
PERSONNEL-OVERTIME AUTHORIZATION & SCHEDULE | 5 yr | DO, SB, DM, DT | ||
PERSONNEL-PAYROLL-DIRECT DEPOSIT APPLICATION/AUTHORIZATION | AC+6 yr AC= Termination of employment US+3 yr | DO | ||
PERSONNEL-PAYROLL-INCOME ADJUSTMENT AUTHORIZATION---used to adjust gross pay, FICA, retirement or compute taxes | AC+6 yr AC= Termination of employment US+3 yr | DO | ||
PERSONNEL-PAYROLL-Garnishment agreements and related revisions | AC+3 yr AC= Termination of employment | DO | ||
PERSONNEL-PERFORMANCE EVALUATION | PM | DO. SB, DM, DT | ||
PERSONNEL-PERSI ENROLLMENT FILE | PM | DO | ||
PERSONNEL-PERSI RECORD OF HOURS WORKED—Irregular help, half-time or greater | Date of hire +50 yr | DO | ||
PERSONNEL-PERSI TERMINATION RECORD | PM | DO | ||
PERSONNEL-PERSONNEL INFORMATION—documents that officially change pay, titles, benefits, etc. | PM | DO | ||
PERSONNEL-POLICY AND PROCEDURES MANUAL—any manual, etc. that establishes standard employment procedures | PM | DO, SB, DM, DT | ||
PERSONNEL-RESUME-UNSOLICITED | 1 yr | DO, SB, DM, DT | ||
PERSONNEL-SICK LEAVE POOL DOCUMENTATION—requests submitted, approvals, number of hours transferred in an out, etc. | LA+3 yr | DO | ||
PERSONNEL-TIME CARD AND TIME SHEET | PM | DO, SB, DM, DT | ||
PERSONNEL-TIME OFF AND/OR SICK LEAVE REQUEST | 5 years | DO, SB, DM, DT | ||
PERSONNEL-TRAINING AND EDUCATIONAL ACHIEVEMENT RECORD-INDIVIDUAL—records documenting training, testing or continued education | PM | DO, SB, DM, DT | ||
PERSONNEL-UNEMPLOYMENT CLAIM RECORD | 5 yr | DO | ||
PERSONNEL-UNEMPLOYMENT COMPENSATION RECORDS | AC+5 yr | DO | ||
PERSONNEL-W-2 & W-4 FORMS | 5 yr from date of termination | DO | ||
PERSONNEL—WORKER’S COMPENSATION POLICIES | AC+10 yr AC=expiration of policy | DO | ||
PROCUREMENT-PERFORMANCE BOND—bonds posted by individuals or entities under contract with District | PM | DO | ||
PROCUREMENT-PURCHASING LOG—Log, etc. providing a record of purchase orders issued, orders received, etc. | FE+3 yr | DO, SB, DM, DT | ||
PROCUREMENT-BID DOCUMENTATION—includes bid requisition/authorizations, invitation to bid, bid specifications, and evaluations | FE+3 yr 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. | DO, DM, DT | ||
RECORDS MANAGEMENT—RECORDS RETENTION SCHEDULE; DISPOSITION LOG (listing records destroyed or transferred); CONTROL MATERIALS (indexes, card files, etc.); DESTRUCTION APPROVAL SIGN-OFFS | PM | DO, SB, DM, DT | ||
SAFETY-ACCIDENT REPORTS | 8 yrs* For Minors, 8 yrs after minor reaches age of 18 | DO, SB, DM, DT | ||
SAFETY- OCCUPATIONAL INJURY RECORDS | AC+3 yr AC= Termination of employment | DO, SB, DM, DT | ||
SAFETY-DISASTER PREPAREDNESS AND RECOVERY PLANS | PM | DO, SB, DM, DT | ||
SAFETY-EVACUATION PLANS | PM | DO, SB | ||
SAFETY-FIRE ORDERS—issued by fire marshal to correct deficiencies in compliance with the fire code | AC+6 yr AC=deficiency corrected | DO, SB, DM | ||
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 | DO, DM | ||
SAFETY-INCIDENT REPORTS—Reports concerning incidents which, upon investigation, were of a non-criminal nature | 6 yr (or 30 yr*) *Exposure records require 30 year retention per 29 CFR § 1910.1020(d)(ii)(B)Footnote(1) | DO, SB, DM, DT | ||
SAFETY-INSPECTION RECORDS—Fire, safety, and other inspection records of facilities and equipment | AC+6 yr AC=Date of the correction of the deficiency, if the inspection report reveals a deficiency. | DO, SB, DM | ||
SAFETY-MATERIAL DATA SAFETY SHEETS | 30 yrs after the end of use of the substance | DO, DM | ||
SAFETY-WORKPLACE CHEMICAL LISTS | 30 yr | DO, SB, DM | ||
STUDENTS-EDUCATION RECORDS—Student’s name, birth date, last address, dates of attendance, graduation date and grades earned | As described in Procedure 3570P | DO, SB | ||
STUDENTS-SPECIAL EDUCATION RECORDS—educational records, including eligibility documentation and IEPs | FE+6 yr except as specified in Policy 3570P | DO, SB | ||
STUDENTS-MEDICAID RECORDS-claims, reimbursements, and supporting documentation | FE +5 yr | DO, SB | ||
VEHICLE-INSPECTION, REPAIR AND MAINTENANCE RECORDS | LA+1 yr | DO, DT | ||
VEHICLE-TITLE AND REGISTRATION | 1 yr | DO, DT | ||
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 yr AC=End of term of volunteer or intern | DO, SB | ||
WEBSITE/WEB PAGES—INTERNET/INTRANET—system development documentation for initial setup; subsequent changes and content of pages | PM | DO, SB | ||
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: Description:
I.C. § 33-407 Return of Canvass of Elections
I.C. § 33-508 Duties of Clerk
I.C. § 33-701(8) Fiscal Year—Payment and Accounting of Funds
I.C. § 56-209h Administrative Remedies
I.C. § 67-4131 Records Management Services—Rules, Guidelines, Procedures
I.C. § 74-101 Definitions
I.C. § 74-119 Agency Guidelines
SDE Idaho Special Education Manual Revised 2009, Chapter 11, Section E
SDE Administrator’s Handbook 1.43 Federal Regulation Idaho Records Management Guide, August, 2013
Policy History:
Adopted on: 12/19/2006
Revised on: 09/24/2013
Revised on: 12/15/2015
Revised on: 10/25/2016
Revised on: 10/23/2018
Revised on: 12/15/2020
Revised on: 11/16/2021
Revised on: 07/19/2022
Revised on: 05/26/2026